XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks
Country Restriction: NZ only
Risk Type: Tax Risk
Business Function: Purchases
Overview
The “Payment to a Cancelled Supplier” XBert monitors authorised payments and bank transactions to identify instances where payments were made to suppliers with a removed status on the NZBN (New Zealand Business Number) Register. This alert ensures you're not transacting with unregistered or inactive businesses, which can affect your GST reporting and compliance.
What it does
XBert checks if your business has made authorised payments or spend transactions to suppliers whose business registration status is listed as removed on the NZBN Register. It flags these transactions to help you investigate and correct any issues with supplier data or tax treatment.
How it works
XBert scans for:
Authorised bill payments and bank spend transactions
Transactions dated after your XBert account was created and after the supplier’s deregistration date
Suppliers that are matched to a business on the NZBN Register with a status of “removed”
The alert includes the total payment value made to the supplier, prompting you to review the contact’s business number and tax status.
Example / Use Case
Bill owns a pizza shop and purchases an oven for $6,000 from a supplier. Later, he discovers the supplier’s business number had been removed from the NZBN Register at the time of payment. When Inland Revenue (IRD) reviews Bill’s GST return, they disallow the input credit, and Bill is required to pay $2,820 in withholding tax. If he had confirmed the supplier's registration status in advance, he could have avoided this tax liability.
Accounting software
Xero, MYOB, QuickBooks
Which countries it supports
New Zealand only
Processes
This alert belongs to the Purchases & Payables (AP) category and helps maintain compliance by ensuring payments are made to valid, registered businesses.
To resolve the alert:
Use the NZBN Register to verify the supplier’s business number and registration status
Contact the supplier to confirm or update their registration details
Update the supplier’s business number in your accounting software
Review and correct any associated bills or bank transactions, especially if GST was incorrectly claimed
Avoid future payments to deregistered suppliers unless absolutely necessary and justified
Keeping your supplier records accurate and up to date reduces your compliance risks and helps ensure that your GST claims are valid and audit-proof.