Purchases

Identifies duplicate bills, missing entries, or irregular supplier activity.

By Aaron1 author72 articles

Bill Raised With a Supplier in Liquidation - NZFlags any open bill owing to a NZ supplier currently in liquidation, receivership or administration on the NZBN register, so you can hold payment.
Payment to a Supplier in Liquidation - NZFlags authorised supplier payments in the last 12 months made to an NZ supplier currently in liquidation, receivership or administration.
VAT Claimed on a Non-Reclaimable Item - GBXBert flags bill and spend-money lines that reclaim VAT on costs it can never be claimed on, so you fix the over-claim before your UK VAT return is filed.
Transaction With a VAT Inconsistency - GBThe VAT keyed onto a supplier bill doesn't match the rate times the net amount - catch it before it mis-states your VAT return.
Possible Duplicate BillXBert flags two bills from the same supplier that look like the same invoice keyed twice, even with a changed invoice number, to prevent a double payment.
Unusual New-Supplier Payment PatternXBert flags a brand-new supplier that quickly receives fast, round-dollar payments with weak registration details — a classic ghost-supplier fraud sign.
Supplier Bank Details Changed Before A PaymentXBert links a supplier's bank-detail change to a follow-on payment, flagging possible payment redirection fraud so you can verify before the money leaves.
GST Claimed on a Non-Claimable Item - AUXBert flags bills claiming GST on costs with no GST credit, such as wages, bank fees or government charges, so you fix it before lodging your BAS.
Transaction With a GST Inconsistency - AUXBert flags bills where the GST entered does not match the rate times the net amount, so you fix the over or under-claim before lodging your BAS.
New Payee With Bank Details Only on the Invoice - AUA material AUD bill shows bank details on the invoice for a supplier with no saved bank account - a payment-redirection (BEC) risk to verify before paying.
Input VAT Reclaimed on the Flat Rate Scheme - GBXBert checks whether a UK business on the VAT Flat Rate Scheme has reclaimed input VAT on an ordinary purchase below the capital-goods threshold.
Manual Journal Posted to the VAT Account - GBXBert flags a posted manual journal that adjusts the VAT control account near a period boundary, which may be a balancing plug rather than a genuine correction.
Reverse Charge Applied the Wrong Way - GBXBert checks CIS domestic reverse charge bill lines and flags any that still carry VAT, since reverse-charge supplies should carry none.
VAT Account Balance Is the Wrong Way Round - GBXBert flags when a balance-sheet VAT control account has carried a balance on the opposite side to its normal one across consecutive month-ends.
VAT Code Does Not Match the Account - GBXBert checks each bill line's VAT code against the chart of accounts default and flags lines that cross the taxable/exempt boundary, so VAT-return errors are caught before filing.
VAT Coded Against the Wrong Rate - GBXBert checks each purchase bill line for VAT that contradicts the tax code keyed - VAT on a zero-rated, exempt, out-of-scope or no-VAT line, or no VAT on a standard-rated…
VAT Does Not Match the Supplier Document - GBXBert checks the VAT keyed onto a bill against the VAT printed on the attached supplier document and flags any difference beyond normal rounding.
GST Claimed on Multiple Bills While Not Registered for GST - AUXBert flags an Australian business claiming GST credits on purchase bills while its own ABN is not registered for GST, so you can recode the bills or register before your…
GST on Multiple Bank Transactions While Not Registered for GST - AUXBert flags an Australian business recording GST on spend-money and receive-money bank transactions while not registered for GST, so you can correct the coding before lodging your BAS.
VAT on the Supplier Document Not Claimed - GBXBert reads the VAT printed on the supplier invoice attached to a bill and flags bills keyed with no VAT when the document charges VAT at the standard rate —…
Bill Raised With A Cancelled Supplier - AUXBert flags unpaid bills raised against a supplier whose ABN is cancelled on the ABR, so you can fix the GST and withholding-tax risk before you pay.
Payment to a Cancelled Supplier - AUHow XBert flags authorised payments and spend money sent to suppliers whose ABN is cancelled on the ABR, and how to review and resolve them.
Bill Raised With an Unknown SupplierXBert flags AU bills where the supplier cannot be matched on the ABR, helping you verify the business before claiming GST and reducing tax risk.
Accounts Payable Process Not FollowedSpots a supplier paid twice for the same amount — once through a bill and again via a separate spend money transaction — so you can fix duplicate payments.
GST Incorrectly Entered on ASIC Transaction - AUXBert flags bills to ASIC that include GST, helping you avoid over-claiming GST credits on your BAS for fees that are GST free.
Payment to Supplier Not Registered for GSTXBert flags GST paid to a supplier not registered for GST on the bill date, so you can fix the bill and avoid claiming an ineligible BAS credit.
Bank Payment With GST to a Supplier Not Registered for GST - AUXBert flags Spend Money bank payments with GST where the supplier was not GST-registered on the payment date, protecting your BAS from wrong credits.
Bills in Draft or Awaiting ApprovalFind supplier bills stuck in draft or awaiting approval so unapproved expenses and unclaimed GST or VAT don't distort your reports and tax.
Duplicate Bill RaisedHow XBert detects supplier bills that look entered more than once, what it checks and ignores, and how to fix duplicates before they are paid twice.
Duplicate Bill PaidXBert flags when the same supplier invoice looks to have been paid twice, so you can recover the money and keep your payment records accurate.
Duplicate Bill Raised AdvancedCatches the same supplier bill entered twice with different reference numbers, so you avoid paying a duplicate bill and protect your cash.
Unusual Monthly Billing - AUFlags a supplier whose monthly billing is far higher or lower than usual, so you can catch double-ups, errors, price jumps or a missing bill.
Unusually Overdue Bill Outside Normal BehaviourFlags supplier bills that are far more overdue than your usual paying habits, so you can prioritise the bills most likely to disrupt suppliers or cash flow.
Grouped Overdue Bill Outside Normal BehaviourHow XBert gathers your long-overdue supplier bills into one monthly digest, what it deliberately ignores, and how to clear them.
Bill Raised with Supplier Not Registered for GSTXBert flags bills charging GST when the supplier was not registered for GST on the bill date, helping you avoid incorrect GST claims and ATO penalties.
Bills Raised Without Attachments Over $75 - AUFinds recent AU supplier bills over $75 (ex GST) that carry GST but have no attached tax invoice, so you keep the evidence the ATO needs for GST credits.
Spend Money Transaction with Like or Similar BillFlags a reconciled Spend Money payment that matches an existing bill on supplier, amount, currency and timing, so you can catch duplicate payments.
Expenses With a Cancelled Business - AUXBert flags bills still owing to a supplier whose ABN has been cancelled on the ABR, so you can avoid GST and ATO withholding problems.
An attachment's ABN doesn't match the supplier contact - AUXBert flags AU bills where the ABN on the attached document doesn't match the supplier's recorded ABN, keeping your GST and BAS accurate.
Supplier has bills with a different ABN on the attachments - AUXBert flags a supplier whose attached tax invoices show an ABN that differs from the contact record, protecting your GST and ATO compliance.
Multiple ABNs on the attachments for a supplier bill - AUA supplier bill has attachments showing different ABNs, hinting at a wrong or mixed-up document. Fix it before you pay to protect your GST claims.
Tax on Attachment Not Claimed - AUXBert spots Australian bills where the attached invoice shows GST but none was claimed, so you can recover the missed GST on your BAS.
Purchase Orders in Draft or Awaiting ApprovalXBert flags purchase orders left in Draft or Awaiting Approval over the past year, so you can approve, cancel or tidy them up.
Different account name detected for an expense transactionXBert flags a supplier expense coded to a different account than the one you always use for that supplier, catching likely coding mistakes.
Payment to Supplier Not Registered for VAT - GBXBert flags VAT paid to UK suppliers who are not VAT registered, so you don't wrongly reclaim it and risk HMRC penalties.
Bill Raised with Supplier Not Registered for VAT - GBXBert flags UK bills charging VAT to a supplier who was not VAT registered on the bill date, so you don't wrongly reclaim VAT from HMRC.
Bill Raised with a Cancelled Supplier - GBXBert flags UK bills raised against a supplier whose company is dissolved or cancelled on Companies House, so you can review before paying.
Payment to a Cancelled Supplier - GBXBert flags authorised payments to UK suppliers whose company is dissolved or struck off at Companies House, so you can check before paying again.
Expenses with a Cancelled Business - GBHow XBert flags unpaid UK supplier bills owed to a company that has been cancelled or dissolved on Companies House, and how to resolve it.
VAT Number on bill attachment different to supplier - GBXBert flags when the VAT number on an attached supplier invoice does not match the VAT number saved for that supplier, protecting your UK VAT reclaim.
Bills Without Attachments Over £250 - GBFinds larger UK VAT bills over £250 (excluding VAT) that have no supporting document attached, so your VAT claim stays audit-ready.
Payment to Supplier Not Registered for VAT - ZAXBert flags supplier payments that include VAT where the supplier was not registered for VAT at the time, helping you avoid incorrect SARS claims.
Bill Raised with Supplier Not Registered for VAT - ZAXBert flags South African bills that charge VAT when the supplier was not VAT registered with SARS on the bill date, helping you avoid rejected claims.
Bill Raised with a Cancelled Supplier - ZAFlags open bills raised against a South African supplier whose CIPC registration has been cancelled, deregistered, or liquidated, before you pay.
Payment to a Cancelled Supplier - ZAXBert flags payments to South African suppliers whose CIPC registration is cancelled or deregistered, protecting your VAT claims and SARS compliance.
Expenses with a Cancelled Business - ZAXBert finds unpaid bills dated after a South African supplier was cancelled at CIPC, so you can hold the payment and protect your VAT and audit position.
VAT Number on Bill Attachment Different to Supplier - ZAXBert flags when the Enterprise Number on a bill's attachment doesn't match the supplier on file, keeping your tax invoices and SARS records accurate.
VAT Has Been Claimed on a Bill Without a VAT Number on Attachment - ZAXBert flags South African bills over R500 where VAT was claimed but the attached tax invoice has no supplier VAT number, protecting your SARS VAT claims.
Bills Over R5,000 Without an Attachment - ZAFinds South African bills over R5,000 that include VAT but have no tax invoice attached, so your input VAT claims stay audit-ready for SARS.
Payment to Supplier Not Registered for GST/HST - CAXBert flags GST/HST you paid to suppliers who weren't registered with the CRA, so you can recover the tax and protect your input tax credits.
Bill Raised With Supplier Not Registered for GST/HST - CAXBert flags bills charging GST/HST from suppliers not registered on the bill date, helping you avoid disallowed CRA input tax credit claims.
Bill Raised with a Cancelled Supplier - CAXBert flags unpaid bills raised against a supplier whose Canadian business registration was cancelled before the bill date, protecting your GST/HST claims.
Payment to a Cancelled Supplier - CAXBert flags payments made to a Canadian supplier after its business number was cancelled, helping you protect your GST/HST input tax credits.
Expenses With a Cancelled Business - CAXBert flags unpaid supplier bills dated after the supplier's business was cancelled on Canada's registry, protecting your GST/HST claims and CRA compliance.
GST Number on Bill Attachment Different to Supplier - CAXBert flags when the GST/HST number on a bill's attachment does not match the supplier's recorded GST/HST number, protecting your Canadian tax claims.
Bills Raised Without Attachments Over $200 - NZFinds recent NZ supplier bills over $200 (ex GST) that carry GST but have no attached invoice, so you keep the taxable supply information IRD needs.
GST Has Been Claimed on a Bill Without a GST Number on Attachment - CAXBert flags Canadian bills over $500 where GST/HST is claimed but no GST number was captured from any attachment, so your credits stay audit-ready.
Bills Without Attachments Over $30 - CAXBert flags Canadian bills over CA$30 that carry sales tax but have no supplier document, so you can support your GST/HST input tax credit claims.
Bill Raised With a Removed Supplier - NZXBert flags bills raised against an NZ supplier that has been removed from the NZBN register, so you can verify the business before you pay or claim GST.
Payment to a Cancelled Supplier - NZXBert flags recent payments to NZ suppliers removed from the NZBN Register, so you can verify the business and protect your GST claims.
Expenses with a Removed Business - NZXBert flags unpaid bills recorded against a New Zealand supplier that has been removed from the NZBN Register, helping you avoid tax and GST risk.
GST Number on Bill Attachment Different to Supplier - NZXBert flags when the GST number on a bill's attachment doesn't match the supplier's recorded GST number, helping you avoid incorrect GST claims.