Supplier invoice definition
/What is a Supplier Invoice?
A supplier invoice is the bill issued by a vendor for goods delivered or services rendered to a customer. It itemizes the goods and services sold to a customer, as well as any sales taxes and shipping charges incurred as part of the transaction. The recipient of a supplier invoice issues its own invoices to its customers, and so may refer to supplier invoices as vendor invoices to more clearly differentiate them.
Contents of a Supplier Invoice
The contents of a supplier invoice can vary somewhat, but will generally include the following items:
Invoice Header Information
Supplier’s details. Name, address, contact information, and tax identification number.
Invoice number. A unique reference number for tracking and record-keeping.
Invoice date. The date the invoice was issued.
Buyer’s details. Name, address, and contact details of the purchasing company.
Description of Goods or Services
Itemized list. A breakdown of products or services provided.
Quantities and unit prices. Number of items or hours of service, with individual pricing.
Total amount due. The final amount payable, including any applicable taxes or discounts.
Payment Terms and Conditions
Payment due date. The deadline for payment (e.g., "Net 30" means payment is due in 30 days).
Accepted payment methods. Bank transfer, check, credit card, or other payment options.
Late payment penalties. Details on interest or fees if payment is late.
Tax and Regulatory Information
Sales tax/VAT/GST. Breakdown of applicable taxes.
Legal and compliance details. Any required government or regulatory information.
Supporting References
Purchase order (PO) number. Links the invoice to the original order.
Delivery note or receipt reference. Confirms that goods or services were received.
Terms Similar to Supplier Invoice
A supplier invoice is also known as a vendor invoice.
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FAQs
How are Electronic Supplier Invoices Processed?
Electronic supplier invoices are typically imported directly into an accounts payable system using formats such as PDF, XML, or EDI. The system extracts key data (like invoice numbers, amounts, and dates) and routes the invoice through automated approval workflows. This process reduces manual entry, improves accuracy, and strengthens audit trails.