XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks
Country Restriction: New Zealand only
Risk Type: Tax Risk
Business Function: Purchases
Overview
The “Payment to a Cancelled Supplier” XBert checks the suppliers you have recently paid against the New Zealand Business Number (NZBN) Register. If a supplier you paid has been removed from the register, XBert lets you know, so you can confirm you are dealing with a genuine, registered business and that your GST claims will stand up to review.
What it does
XBert looks at the payments you have made to suppliers over the last 12 months. It matches each supplier to the NZBN Register and checks their current status. Where a supplier you paid has been removed from the register, XBert flags that supplier and the total amount you have paid them, so you can look into it.
How it works
XBert raises this alert when all of the following are true:
You made an authorised payment against a bill, or an authorised spend-money bank transaction, to a supplier.
The payment was made in the last 12 months, so the alert shows your current exposure rather than every past transaction.
The supplier’s NZBN or GST number matches a business on the NZBN Register whose status is removed.
To keep the alert reliable, XBert only raises it for high-confidence matches — those made on the supplier’s NZBN or GST number. A weaker match alone will not trigger the alert. XBert shows you the matched business name and the total you have paid that supplier, so you can confirm the match for yourself.
Example / Use Case
Bill owns a pizza shop and buys a commercial oven for $6,000 from a supplier. Some time later he learns the supplier’s business had been removed from the NZBN Register at the time he paid. When Inland Revenue reviews Bill’s GST return, the input credit is disallowed and Bill has to repay $2,820. XBert would have flagged this payment, showing the matched business and the total paid, so Bill could have checked the supplier’s status before claiming the GST.
Accounting software
Xero, MYOB, QuickBooks
Which countries it supports
New Zealand only
Processes
This XBert belongs to the Purchases & Payables area and helps you keep your supplier records accurate and your GST claims valid.
To resolve the alert:
Use the NZBN Register to confirm the supplier’s business number and current status.
Check that the matched business is genuinely your supplier. If it is a different business with a similar number, the supplier’s details in your accounting software may need correcting.
Contact the supplier to confirm or update their registration details.
Update the supplier’s business number in your accounting software so future matching is accurate.
Review any related bills or spend-money transactions, especially where GST has been claimed, and correct them if the supplier was not a registered business.
Avoid further payments to a removed supplier unless you have confirmed it is appropriate.
Once you have checked and corrected the supplier’s details, you can mark the XBert as resolved. Keeping supplier records up to date reduces your compliance risk and helps ensure your GST claims are valid and audit-ready.