A Vendor Invoice is a fundamental commercial document used in Indian business transactions to request payment for goods supplied or services rendered. It serves as an official record of the transaction and must comply with Indian GST laws and accounting standards. The document is essential for both the vendor and customer as it enables GST input credit claims, serves as proof of business expenses, and forms part of statutory records. A properly formatted vendor invoice includes all elements required by Indian tax authorities, including GST registration details, HSN/SAC codes, and applicable tax breakdowns. It's crucial for maintaining financial records, tax compliance, and establishing a clear audit trail of business transactions.
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1. Invoice Header: Contains invoice number, date, and type (original/duplicate/triplicate)
2. Vendor Details: Complete vendor information including legal name, address, GST registration number, and contact details
3. Customer Details: Complete customer information including legal name, address, GST registration number, and contact details
4. Item/Service Details: Detailed description of goods/services, quantity, unit price, HSN/SAC codes, and total amount
5. Tax Calculations: Breakdown of applicable taxes including CGST, SGST/IGST, and other applicable levies
6. Total Amount: Final invoice amount including taxes in both figures and words
7. Payment Terms: Payment due date and accepted payment methods
8. Bank Details: Vendor's bank account information for payment processing
1. Purchase Order Reference: Include when the invoice is against a specific purchase order
2. Delivery Details: Required for goods supply, including shipping address and e-way bill details if applicable
3. Special Discounts: Include when special discounts or promotions are applied
4. Project References: Include when the invoice is related to specific client projects or cost centers
5. Terms and Conditions: Include when specific terms need to be highlighted regarding returns, warranty, or usage
6. Authorized Signatory: Include when physical signature is required for authenticity
1. Detailed Item Breakdown: Detailed list of items/services when the main invoice contains summarized information
2. Supporting Calculations: Detailed calculations for complex pricing or tax structures
3. Delivery Challan: Proof of delivery document for goods supplied
4. Work Completion Certificate: For service invoices requiring proof of service completion
Relevant legal definitions
Clauses
Relevant Industries
Manufacturing
Retail
Information Technology
Professional Services
Construction
Healthcare
Education
Hospitality
Logistics
E-commerce
Consulting
Real Estate
Telecommunications
Financial Services
Energy
Relevant Teams
Finance
Accounts Payable
Accounts Receivable
Procurement
Tax
Accounting
Treasury
Internal Audit
Vendor Management
Financial Planning & Analysis
Relevant Roles
Accounts Payable Manager
Finance Director
Procurement Manager
Financial Controller
Accountant
Tax Manager
Billing Coordinator
Finance Manager
Purchase Manager
Accounts Receivable Specialist
Chief Financial Officer
Bookkeeper
Auditor
Business Owner
Finance Analyst
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