I need some advice. a client- self employed,not vat registered got a couple of delivery notes showing amounts but no invoices. payed with business debit card,I am able to match with bank statement. can't get invoices,they were some online purchase from Asda and some other company in the value of around hundred pounds (chairs). can I put these through the accounts?
Others may well disagree, but I wouldn't think twice.
The bank statement proves the money was paid, the delivery note proves what the purchase was for. If HMRC will accept notes in a diary, I dont see why they'd have a problem with this.
Imho.... Tony
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Tony
Responses are intended as outline only. Formal advice should be sort from your Institutes Technical Department or a suitably qualified Accountant.
Thanks, Tony! I know it is rather a question of opinions. I am really interested how would others treat this. I do trust the client, I have seen the chairs he bought in his shop...( in the fixtures and furniture category, they are not for resale) I am sure if he wouldn't have a bookkeeper he would put it through himself, I am hoping as you said HMRC would accept it.
I agree, not VAT registered so the onus on having a VAT invoice is reduced and by having a delivery note and proof of payment, in my opinion is fine. If you are purchasing online, always try to print off the sheet at the point of payment, there is usually a screen that shows what you have purchased etc, makes life easier.
I did advise them on invoices/receipts or at least the screen print and they will do it from now on but you know how it is when you get a box of invoices, when they realise after half a year of trade they actually need a bookkeeper and need setting up some sort of system... I don't want to list the excuses all of us know why they could not do this or that :)
We do a lot of expense payments where the only evidence is delivery notes and we get audited often due to the nature of the business, the auditor never minds and is happy to accept an expense with only a delivery note as evidence, also we aren't vat registered.
Even for VAT registered you can accept a delivery note and proof of payment BUT you would have to zero rate it as you wouldn't be able to reclaim any VAT even if it was from a VAT registered company.
