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What is a regular account?

A regular invoice is the most commonly used invoice and is defined as a complete invoice.

It is defined as an official document serving to register a commercial transaction, whether it is the sale of a product or the provision of a service.

It should display all the data related to the transaction so that it can be archived in the most orderly way. It is a way to keep under control all the operations and services performed by a professional or a company.

If all this is clear, you are likely to have other questions, for example: how are regular invoices compiled? Do they need to be printed on paper? Are e-invoices valid for tax purposes for legal purposes?

Traditionally, an invoice had to be drawn up on paper and delivered directly to the customer with an official seal, in addition to keeping a copy of itself. Nowadays, billing is not only made easier, but digital invoice is fully accepted and a professional can complete the entire process in the cloud, ensuring that it works within the legal framework.

While this legitimacy needs to be strengthened by ensuring that the invoice statement includes all of the requirements:

Numbering. This must be done consistently. That is, if invoice # 3 is dated June 5th, invoice # 4 cannot have a date on May 20, but it must be on a date equal to or later than invoice # 3.

Expedition date

The name of the company . It should include all information about both parties involved in the transaction, that is, the sender and the recipient.

NIF. The invoice must include the tax identification numbers of both parties.

Concept. A brief description of the transaction should be included.

Quantity . If one regular account contains more than one transaction, you need to split them and indicate the amount of each of them separately.

Tax quota. In general, this implies the convenient application of both VAT and personal income tax, with some exceptions.

Total number. The result of adding the initial amount and the corresponding taxes.

You can expand this information in this article: What information should an invoice contain?

What is a simplified account?

Royal Decree 1619/2012 approved a new billing regulation which took effect on 1 January 2013. This new ruling finally established that the simplified invoice becomes a legal accounting document when it comes to justifying expenses. He also thought that this new concept would replace the old sales receipt, which is currently not in use.

But this legal framework does not answer the general question: what is a simplified account and when can it be used?

 Let's start by defining it:

This is an invoice type that is used to deduct company expenses and includes only the tax data of the issuer. In other words: the tax details of the beneficiary of the simplified invoice do not have to be indicated on it. And therefore it is "simplified": because it is simpler.

Everything is better understood with an example: invoices that are processed daily as a consumer in restaurants, mechanics, hairdressing salons ... Every time a purchase is made and a ticket is delivered, it is really a simplified invoice, as they fill in the issuer data but not the customer ...

Simplified content of the invoice

Just because an invoice is simplified does not mean that it can include the concepts that the issuer wants, it must follow the structure:

Numerical and correlation series. At this phase, there is no change from full accounts. All accounts must be numbered sequentially. Moreover, the series can be installed if there is a valid reason for this. As in the case of several establishments in one business.

Expedition date

Name or company name and NIF of the issuer only.

Concept. Even in such a simplified document, it is necessary to include a minimum description of the product supplied or the service provided, for example, the name of the product sold.

Tax rate applied. If different types of VAT are applied, it will be necessary to separately indicate the tax bases.

The total amount to be paid.

It must be clearly understood that with only this data, although the simplified invoice is legal, it will not allow the recipient to deduct the corresponding VAT. To do this, the client must request that the simplified account also include both its own NIF and the company name in addition to the IRPF withholding applied by the issuer.

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