Electronic invoices provide an important means of reducing the costs of processing, sending, distributing and maintaining invoices, resulting in a simplification of administrative procedures and a considerable reduction in the amount of time and space consumed, as the invoices are transmitted through telematic means, accomplished by applying technical certification mechanisms (electronic signatures), which guarantee the basic elements required in any invoice (the authenticity of its origin and integrity of its content) and allow them to be maintained in digital format, which affords immediate access to them at any given moment.
There are certain pieces of information that have to be on your invoices if you are charging GST, HST and/or PST. Your invoice must include: â€¢ your business name â€¢ the date of the invoice â€¢ your Business Number (also known as the GST Registration Number) â€¢ the purchaser's name â€¢ a brief description of the goods or services performed â€¢ the total amount paid or payable â€¢ the terms of payment â€¢ an indication of items subject to GST at 5% or HST at the appropriate provincial rate, or that the items are exempt, and either the total amount of GST/HST charged, or a statement that the GST/HST is included and the total rate of tax â€¢ if applicable, an indication of items subject to PST (also known as RST) at the provincial rate, or that the items are exempt, and either the total amount of PST charged, or a statement that the PST is included and the total rate of tax.
Non_PO related invoices need to be coded and approved by the original procurer. Previously this was an entirely manual process, with each invoice being posted via the internal mail from AP to the individual who codes the invoice, then returned to AP, then sent out to the procurer of the goods to authorise This process was not only time consuming but fraught with errors and the risk of invoices getting lost. IMS now routes each invoice to be coded and authorised by the correct individual. Some invoices are automatically sent by IMS and others are routed by the AP clerk If the system is not entirely confident of this selection, the AP user will initiate the distribution of the invoice to the procurer for authorisation. If they do not have the correct sign_off limit, IMS determines the appropriate individual to forward it to until final approval is achieved. Once the data has been captured from an invoice, it has been successfully matched to a PO or it has been approved by the business, it is posted automatically to the finance system for payment.