In order for the buyer to pay for the goods in a non-cash way, he needs, in particular, information about the bank details of the seller, data identifying the seller (name of organization, TIN, KPP), information about the cost of the goods, its name. An invoice for payment is a document that contains all the necessary details for paying by bank transfer. Thus, issuing an invoice for payment is a message to the buyer of the details for payment, as well as the fact of expecting payment from him.
Typically, an invoice for payment is issued on the basis of primary accounting documents. For example, we are talking about a supply contract with payment by bank transfer. In addition to the supply agreement, settlement documents, primary documents, transport and shipping documents are drawn up. Also, if the seller is a value added tax payer, an invoice must be issued to the buyer. In order for the buyer to be able to correctly pay the seller for the purchased goods by bank transfer, it is necessary to issue an invoice for payment. It is not provided for by law to provide the buyer with documents confirming the fact of receipt of payment to the settlement account of the seller organization.
Invoicing can cause difficulties, since the unified form of this document is not approved by law and in fact it is developed by the company independently. Meanwhile, it should be borne in mind that if invoicing is used by the parties, then the organization that draws up the invoice is responsible for its design and content.
In which case it may be necessary to reissue an invoice for payment? If the invoice is issued improperly, the accounting department simply will not accept it for payment, and the buyer will ask to reissue the document - to issue an invoice for payment, taking into account the comments. The reason for re-issuing an invoice may be incorrect indication of details, indication of incomplete information (for example, they forgot to indicate the current account number), etc. In what other situation can a supplier receive a message: “we ask you to issue an invoice for payment”? There are situations when it is necessary to redirect the invoice for payment to another person (it must be remembered that if the obligation to pay for one legal entity is taken by another legal entity, this must be documented - for example, by an additional agreement).
Issue an invoice for payment (we will give a sample invoice for payment at the end of the article), despite the fact that in fact they are not mandatory documents, in practice it is a common situation. It is advisable to approve a certain template for invoicing, that is, to approve a sample of the document itself, the rules (sequence) for entering data into the document so that the content of the invoice does not change from contract to contract and from contractor to contractor.
How to properly invoice for payment?
The invoice for payment may be issued on company letterhead, but this is not required. The company has the right to determine independently what the form for issuing an invoice for payment for services will be, adhering to the general rules for processing outgoing documents.
How to bill correctly? As an external document, the invoice must contain certain details so that the buyer can correctly pay the invoice.
The document header usually contains the name of the document, the document number and the date it was issued. The following are the detailed details of the seller (supplier):
- Full name;
- Company address;
- TIN and KPP;
- Current account number;
- Corresponding account number;
Then, in order to issue an invoice (form below), you must fill in the data of the buyer (customer):
- Full name of the company;
- The address;
- TIN/KPP;
- Contact details: phone number, fax, e-mail address.
In addition to the details of the parties, the main information in the invoice is the list of goods and services for which the supplier intends to receive payment. How to issue an invoice and correctly indicate the goods for which the supplier expects payment? Information about the product or services provided is usually presented in the form of a table consisting of the following columns:
- Serial number;
- Name of the goods, description of the services provided - what is paid for by the invoice;
- Unit of measurement (if the invoice is issued for payment for the services provided, a dash can be put in this column);
- Quantity;
- Price for one unit of measurement;
- The total cost of the product (that is, the price per unit of measurement multiplied by the quantity of the product);
Under the table, the total cost that the buyer must pay is summarized, VAT can be allocated and the amount including VAT. If the seller is a VAT payer, then he must charge VAT on the amount of goods sold. Accordingly, VAT must also be indicated in a separate line in the invoice. If the invoice is issued without VAT, then it is indicated on the invoice - “Without VAT”.
The invoice for payment is certified by the signatures of the head and accountant with mandatory decoding. Stamping is optional.
(form variant No. 1)
You can place a logo in the header of the invoice and there is a column with VAT in the list of goods and services.
- The header contains a logo, the name of the organization, PSRN, TIN, KPP, as well as the address of the organization with an index are filled in. Additionally, telephone and fax numbers are indicated.
- Under the header is the full name of the organization.
- Then the details of the Seller and the Buyer are indicated. The seller's details must contain the name of the organization, address, TIN, KPP, PSRN, current or personal account, bank name, BIC and correspondent account. Additionally, you can specify the phone, fax, e-mail and website of the company.
- The details of the Buyer can be filled in completely by analogy with the details of the Seller.
- The account number is indicated in accordance with the accounting policy of the organization. This can be a simple serial number (from the beginning of the year) or a special compound account number. Indicates the date of the invoice.
- Under the number and date of the invoice, on the right, a short generalized name of the goods or services in the invoice is indicated. For example, "computer components", "laptop", "repair of office equipment", "production of printing products".
- The table lists goods and services, cost, quantity, unit of measure, VAT.
- After the product, you can specify important features of the invoice, for example, "product delivery time", "invoice payment due date", etc.
- At the end of the invoice, you must specify the head of the organization and the chief accountant. Signing and sealing is optional, but many companies require the invoice to be signed and stamped.
(form variant No. 2)
This form is simplified and is used by default in many accounting programs.
- At the beginning of the account, a table is filled in that resembles a payment order. It contains the payment details of the Seller (payee). This is the name of the organization, TIN, KPP, current or personal account, bank name, BIC and correspondent account.
- The following is the account number that corresponds to the accounting policy of the organization. This can be a serial account number (since the beginning of the year) or a special compound number. Indicates the date of the invoice.
- Details of the Seller must be specified in full. Name of the organization, TIN, KPP, PSRN, address, current or personal account, bank name, BIC and correspondent account. You can also specify the phone, fax, e-mail and website of the company.
- The details of the Buyer are indicated in full or abbreviated. It is enough to indicate only the name of the organization.
- The table lists goods and services, cost, quantity, unit of measure.
- After the list of goods and services, you can specify the invoice details, for example, "term of payment for the goods", "terms of delivery or pickup", etc.
- At the end of the invoice, the full name of the head of the organization and the chief accountant is indicated. Signature and seal is optional, but some companies do not consider invoices without a signature and seal.
Very often, relations between individual entrepreneurs and organizations are drawn up by an invoice for payment. One of the parties issues an invoice to the client, he pays it, and then receives the paid goods or services. Today's article is for those who do not know what an invoice is and how to issue it.
I would like to note right away that invoicing and reporting is very convenient in special service.
Let's start with the fact that the invoice for payment is a document that the seller exposes to the buyer. The invoice contains the following basic information:
- Information about the seller - who issued the invoice;
- Information about the buyer - to whom this invoice is issued;
- List of goods or services, their quantity - what the buyer pays for;
- Prices for goods or services, the total amount - how much the buyer must pay;
- Details of the seller's current account - where the buyer must pay.
Essentially, the billing process goes like this:
- A potential client contacts the seller because he wants to purchase his goods/services;
- The seller, on the basis of the client's request, draws up an invoice for payment and sends it to the buyer;
- The buyer pays the specified amount to the bank account of the seller;
- The seller verifies receipt of payment and delivers the goods/provides services to the buyer.
When to invoice
Here are a few situations:
- There is a valid contract between the counterparties, but it does not contain specific amounts of goods/services, their volume and delivery/performance dates. The agreement is concluded for a long period and contains general provisions for cooperation between the two parties. As the need for goods / services, the client sends a request to the seller, and the seller issues an invoice to him according to each specific request;
- There is no contractual relationship between the parties, and the supply of goods or services must be carried out as quickly as possible. In this situation, the seller issues an invoice for payment, and the contract is drawn up later.
- An invoice for payment is also issued in the case of a one-time supply or service, when it makes no sense for the parties to sign the contract.
Thus, an invoice for payment is a document that serves as the basis for the buyer to pay the seller in order to receive goods or services from him. Please note that this is a non-cash payment, so the seller must have a bank account.
The invoice for payment does not have a unified form, it can be developed independently. The account must contain the following required details:
- The name of the legal entity (if it is an organization) or individual entrepreneur;
- TIN of the seller (for legal entities, you still need to specify the checkpoint);
- Bank details, current account number, personal account, correspondent account, bank name and BIC;
- List of goods/services;
- The total amount of the invoice excluding VAT.
And in the same place you can download examples of filling in Excel format, the screenshots of which we will give below.
Pay special attention to the allocation of VAT in the invoice for payment! If you are a legal entity or an individual entrepreneur on a general regime, then the VAT rate must be specified in the invoice form and its amount allocated. If you use the simplified tax system, then VAT is not allocated, the total amount is indicated on the invoice and an addition “Without VAT” is made.
An example of an invoice without VAT:
An example of a VAT invoice:
The account, as we have already noted, can be developed independently. It can be done in Excel or Word and use the created file as a template. The invoice can be issued both on the letterhead of the seller, and without it. To automatically generate invoices for payment, you can also use accounting programs or electronic services.
The invoice for payment must have a serial number. Their new numbering starts from the beginning of each year. You can simply number them in order (No. 1, 2, 3, 4...), or you can use special numbering, although it will still be serial (No. TT/16-1, TT/16-2...).
In the invoice, you can specify additional conditions for the provision of a service or delivery of goods, for example, the timing of their implementation.
The head and the chief accountant put their signatures on the account. If the invoice is issued by an individual entrepreneur, then only the individual entrepreneur is signed. It is recommended to print.
Then sent to the buyer for payment. The original invoice can be sent by mail or courier service, to speed up the process of work, a copy of the invoice is sent to the buyer by e-mail or fax. If the buyer agrees with the conditions specified in the invoice, then he pays for it.
