A Vendor Invoice is a fundamental commercial document used in Philippine business transactions, governed by the National Internal Revenue Code and various revenue regulations. It is required whenever a supplier provides goods or services to a business customer, serving as both a payment request and a tax document. The invoice must comply with specific requirements set by the Bureau of Internal Revenue, including mandatory fields such as TIN, VAT (if applicable), and authorized signatures. This document is crucial for business accounting, tax compliance, and audit trails, and must be retained for at least three years as per Philippine tax regulations. The format and content must adhere to Revenue Regulations No. 16-2005, particularly regarding the documentation of business transactions and VAT requirements.
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1. Invoice Header: Contains vendor's business name, TIN, address, contact details, and invoice number
2. Customer Information: Contains customer's business name, TIN, billing address, and contact details
3. Invoice Details: Invoice date, due date, PO reference number if applicable
4. Item Description: Detailed list of goods/services provided with quantities and unit prices
5. Computation: Subtotal, applicable taxes (VAT), other charges, and total amount due
6. Payment Terms: Payment due date, accepted payment methods, and banking details
7. Authorization: Signature block and details of authorized representative issuing the invoice
1. Shipping Information: Include when goods are physically delivered to a different address than billing
2. VAT Breakdown: Required only for VAT-registered businesses with transactions subject to VAT
3. Discount Details: Include when special discounts or promotions are applied to the invoice
4. Foreign Currency Conversion: Include when transaction involves foreign currency, showing conversion rates and date
5. Purchase Order References: Include when invoice is tied to specific purchase orders or contracts
6. Special Instructions: Any specific handling, delivery, or payment instructions
1. Detailed Item Breakdown: Detailed specification of items/services when main invoice contains summarized information
2. Supporting Calculations: Detailed calculations for complex pricing or quantity computations
3. Delivery Receipt: Proof of delivery documentation when physical goods are involved
4. Service Completion Report: Detailed report of services rendered when invoice is for services
Relevant legal definitions
Clauses
Relevant Industries
Retail
Manufacturing
Construction
Information Technology
Professional Services
Healthcare
Education
Wholesale Trade
Transportation and Logistics
Food and Beverage
Real Estate
Agriculture
Mining
Telecommunications
Financial Services
Relevant Teams
Accounts Payable
Accounts Receivable
Finance
Accounting
Procurement
Purchasing
Treasury
Tax
Audit
Administration
Relevant Roles
Accounts Payable Manager
Accounts Receivable Manager
Accountant
Finance Manager
Financial Controller
Procurement Manager
Purchasing Officer
Billing Specialist
Tax Specialist
Finance Director
Bookkeeper
Auditor
Business Owner
Chief Financial Officer
Treasury Manager
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