XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks
Country Restriction: ZA only
Risk Type: Tax Risk
Business Function: Purchases
Overview
The “VAT Number on Bill Attachment Different to Supplier” XBert checks if the VAT number on a bill’s attachment matches the VAT number of the supplier in your accounting software. This helps ensure your VAT reporting is accurate and compliant with South African Revenue Service (SARS) requirements.
What it does
This XBert scans bills with attachments and identifies discrepancies between the VAT number shown on the attachment (such as tax invoices or receipts) and the VAT number recorded against the supplier's contact in your accounting software.
If a mismatch is found, XBert alerts you to review the supplier's VAT registration details or update the bill to reflect the correct information.
How it works
XBert analyses all bills that:
Have one or more attachments
Are associated with a supplier that has a VAT number recorded
Contain a VAT number in the attached document that differs from the supplier’s VAT number
It also checks for valid VAT numbers in the XBert database. If at least one valid VAT number is found on the attachment that doesn't match the supplier's record, the XBert alert is triggered.
Example / Use Case
James runs a construction business and attaches a scanned tax invoice to a bill in Xero. The supplier is Palmers Windows, and in Xero, the VAT number is recorded as 123761282. However, the attachment shows the correct VAT number as 345982333. The mismatch could cause James to incorrectly report VAT to SARS and potentially overpay.
In another case, James mistakenly attaches a taxi receipt from 13-CABS (VAT number: 898934899) to a bill meant for Palmers Windows. While this may not impact the VAT claim directly, it is a poor bookkeeping practice and can result in audit issues.
Accounting software
Xero, MYOB, QuickBooks
Which countries it supports
South Africa only
Processes
This XBert supports the Compliance process within Purchases (Accounts Payable).
To resolve this alert:
Select "RESOLVE NOW" to view the bill in question
Review the attachment and VAT number shown
Update the supplier’s VAT number in your accounting software if it was entered incorrectly
If the attachment is incorrect, contact the supplier for a corrected invoice or remove the document
Consider checking any bill automation software you use to ensure it scans and matches attachments accurately
Accurate VAT numbers help avoid errors on your VAT Return and reduce the risk of financial penalties or loss of VAT credits.