XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks
Country Restriction: NZ only
Risk Type: Tax Risk
Business Function: Purchases
Overview
The "GST Number on Bill Attachment Different to Supplier" XBert checks attachments on bills in your accounting software and identifies when the GST number found in a bill’s attachment does not match the GST number recorded for the supplier. This helps prevent inaccurate tax claims and ensures cleaner supplier data for IRD reporting.
What it does
XBert scans attachments on bills to find any valid GST numbers. It compares these numbers against the supplier contact's GST number recorded in your accounting software. If there’s a mismatch, an alert is raised so you can correct the information or replace the attachment.
How it works
XBert checks every bill that includes one or more attachments. It extracts all GST numbers found in the files and checks if they match the GST number recorded for the supplier (if one exists). If at least one valid GST number on the attachment differs from what’s stored in the supplier record, the alert is triggered.
This alert is only shown for New Zealand tenants and applies to suppliers with or without a GST number recorded in your accounting system.
Example / Use Case
Steve runs a printing business and enters a bill for catering provided by Bob's Burgers. He attaches a tax invoice to the bill in Xero. The supplier contact for Bob’s Burgers has GST Number 123761282, but the tax invoice clearly shows 345982333. XBert detects the mismatch and alerts Steve before the incorrect GST claim can go through.
In another case, Mark accidentally attaches a taxi receipt from NZ Cabs to a bill for Bob’s Burgers. The GST number on the receipt belongs to an unrelated company. While the GST impact may net to zero, it’s still a bookkeeping error that could require correction during an audit.
Accounting software
Xero, MYOB, QuickBooks
Which countries it supports
New Zealand only.
Processes
This XBert alert falls under the Cleanup process and supports accurate bookkeeping for Accounts Payable (Purchases).
To resolve this issue:
Select RESOLVE NOW in XBert to view the flagged bill.
Check that the attachment belongs to the correct supplier and shows the right GST number.
If the GST number is wrong on the supplier record, update the supplier’s contact in your accounting software.
If the attachment is incorrect, replace it with the correct document from the supplier.
If automation tools are used to scan bills, review their accuracy—poor-quality scans can misread GST numbers.
Keeping your supplier records up to date and matching attachments correctly ensures you avoid incorrect GST claims and stay compliant with IRD requirements.