Have you sold something and entered it in the daily receipts, but now the customer is asking for an invoice after all? What can you do in that case?
For sole proprietors in Belgium, it is very important to manage their daily receipts ledger correctly. This is because there are heavy fines if an audit reveals that you have not kept the daily receipts in accordance with best practice.
In this article, you’ll discover, step by step, how to handle sales invoices after the fact, any refunds and negative values.
Invoice after posting to the daily receipts: how do you go about it?
Yes, you are allowed and able to create an invoice after posting a daily receipt. Below, we explain how to handle this correctly in accordance with Belgian accounting rules.
This situation is actually quite common. It may involve a private person who (after the fact) would like a proof of purchase and consequently requests a sales invoice.
But it could just as easily be a business owner who initially made a purchase as a private person. You first recorded the sale in your daily receipts because you thought the buyer was purchasing as a private person. But afterwards, the buyer changes their mind and requests a sales invoice addressed to their company.
What now?
Step 1: Do not delete the daily receipt
When you received a payment from a customer, you registered it as a daily receipt. Do not delete this immediately if a customer subsequently requests an invoice.
Step 2: Create the invoice
If your customer requests an invoice, you should certainly create one. You can now create a sales invoice for the customer.
Step 3: Adjust the original daily receipt
You should then enter a negative value in your daily receipts when the customer requests a sales invoice. Do not do this on the original date, as that may already fall within a closed period.
You therefore record the negative daily receipt on the day the customer requests the invoice. This should therefore correspond to the invoice date.
🔁 Important: the negative daily receipt must be clearly described to avoid confusion later on (during a tax audit). Ideally, make it easy for yourself and add some additional text, for example by referring to the original daily receipt.
View the video too: practical explanation of daily receipts
In the video below, we explain exactly how to create a sales invoice following a previous entry in your daily receipts, complete with an example, of course.
Conclusion
It is perfectly possible to create a sales invoice retrospectively, after posting to daily receipts. You process a negative daily receipt and then create a correct sales invoice.
Document this clearly and maintain accurate accounts; this way, you comply with Belgian legislation and keep track of everything. Do you have any questions? Feel free to ask them in our community.
