XBert Type: Standard
Accounting Software: Xero, MYOB, QuickBooks Online
Country Restriction: New Zealand only
Risk Type: Cash Flow Risk
Business Function: Purchases
Overview
The "Payment to a supplier in liquidation" XBert reviews authorised supplier payments made in the last 12 months and flags any made to a supplier that is currently in an insolvency process on the New Zealand Business Number (NZBN) register. Paying an insolvent supplier can mean money you cannot recover, and recent payments may even be clawed back later by a liquidator as a voidable transaction.
What it does
XBert looks at your authorised supplier payments from the last 12 months and compares each supplier against the NZBN register. It flags a payment when the supplier:
Is matched with high confidence (by NZBN or GST number) to a business on the NZBN register, and
Currently has a registration status of in liquidation, in receivership, in statutory administration or in voluntary administration.
Each flagged payment links straight to the payment so you can review it.
How it works
XBert reads the supplier on each payment, finds that business on the NZBN register, and checks its current registration status. The alert fires only when all of the following are true: the payment is authorised, it is a supplier payment dated within the last 12 months, the supplier is a confident NZBN or GST match, and that supplier is currently in an insolvency process.
It deliberately ignores some cases to avoid false alarms. The NZBN register does not publish the exact date a company entered liquidation, so instead of guessing, XBert focuses on recent payments where the supplier is insolvent right now rather than every old payment to a company that has since failed. It does not flag suppliers that have simply been removed or struck off the register (those are covered by other XBerts), and it will not raise an alert on a name-only match — only a confident NZBN or GST identifier match counts, so you are not wrongly told to stop paying a legitimate supplier.
Example / Use case
Mere runs a busy cafe in Wellington and paid Harbour Catering Supplies $6,400 for a new commercial oven. A few weeks later, Harbour Catering Supplies was placed in liquidation. XBert flags the payment so Mere can register as a creditor with the appointed liquidator, confirm whether the oven was actually delivered, and check whether the recent payment can be recovered — rather than discovering the loss months later.
Accounting software
Xero, MYOB and QuickBooks Online.
Which countries it supports
New Zealand only.
Processes
This XBert falls under the Purchases (AP) business area. To action it:
Check the supplier's current status on the NZ Companies Office / NZBN register.
Confirm whether the goods or services you paid for were actually received.
Review the payment with your client — recent payments to an insolvent supplier can be voidable and may be reclaimed by a liquidator.
If money or goods are outstanding, register as a creditor with the appointed liquidator, receiver or administrator.
Pause any further payments to the supplier until their position is confirmed.
Once you have reviewed and dealt with the payment, mark the XBert as resolved.