Invoice
This query is : Resolved
21 August 2015
sir,
In our company we have received a consultancy invoice in Dec 18th 2014.But we havent pay the amount. Now our accounts people is asking for new invoice for the same amount. but the consultancy people is saying that they have paid service tax, so we cant give new invoice. So please suggest me what to do
In our company we have received a consultancy invoice in Dec 18th 2014.But we havent pay the amount. Now our accounts people is asking for new invoice for the same amount. but the consultancy people is saying that they have paid service tax, so we cant give new invoice. So please suggest me what to do
26 August 2015
sir please can anyone help me
01 August 2024
When dealing with old invoices and the issue of non-payment, there are a few options you can consider to resolve the situation, especially when service tax has already been paid by the consultant. Here’s a step-by-step guide on how to address this:
### Steps to Handle the Situation:
1. **Check the Validity of the Original Invoice:**
- Ensure the original invoice is still valid and can be used for accounting and payment purposes.
- Verify the service tax amount and ensure it aligns with the original invoice date.
2. **Communicate with the Consultant:**
- Explain the situation to the consultant and discuss the possibility of reissuing an invoice or providing a payment reminder.
3. **Request for a Duplicate Invoice:**
- Instead of a new invoice, request a duplicate copy of the original invoice with a statement mentioning it is a duplicate for payment purposes.
- This avoids issues with service tax already being paid.
4. **Issue a Payment Advice:**
- Create an internal payment advice document referencing the original invoice details, including invoice number, date, amount, and service tax paid.
- Attach the original invoice to this payment advice.
5. **Document the Communication:**
- Keep a record of all communications with the consultant regarding this issue, including emails and written requests.
6. **Consult with Your Accountant:**
- Discuss with your accounting department about the possibility of processing the payment using the original invoice.
- Ensure they understand the situation regarding the service tax already paid and the impossibility of issuing a new invoice.
### Example of a Payment Advice Document:
**Company Name: [Your Company Name]**
**Address: [Your Company Address]**
**Contact Information: [Your Contact Information]**
**Payment Advice**
**To:**
**[Consultant’s Name]**
**[Consultant’s Address]**
**Subject:** Payment for Consultancy Services
Dear [Consultant’s Name],
This is to advise you that we are processing the payment for the consultancy services provided as per the original invoice dated December 18, 2014. Please find the details below:
| **Invoice Number** | **Invoice Date** | **Amount** | **Service Tax Paid** |
|--------------------|------------------|------------|----------------------|
| [Original Invoice Number] | Dec 18, 2014 | [Amount] | [Service Tax Amount] |
We have reviewed the invoice and understand that service tax has already been paid. Therefore, we request a duplicate copy of the original invoice for our records. We will proceed with the payment based on the original invoice details provided.
If you have any further questions or need additional information, please feel free to contact us at [Your Contact Information].
Thank you for your cooperation.
Sincerely,
[Your Name]
[Your Position]
[Your Company Name]
---
### Conclusion:
By requesting a duplicate copy of the original invoice and creating a payment advice document, you can proceed with the payment without needing a new invoice. This approach ensures compliance with tax regulations and maintains proper accounting records. Always keep clear and documented communication with your consultant to avoid any future disputes.
### Steps to Handle the Situation:
1. **Check the Validity of the Original Invoice:**
- Ensure the original invoice is still valid and can be used for accounting and payment purposes.
- Verify the service tax amount and ensure it aligns with the original invoice date.
2. **Communicate with the Consultant:**
- Explain the situation to the consultant and discuss the possibility of reissuing an invoice or providing a payment reminder.
3. **Request for a Duplicate Invoice:**
- Instead of a new invoice, request a duplicate copy of the original invoice with a statement mentioning it is a duplicate for payment purposes.
- This avoids issues with service tax already being paid.
4. **Issue a Payment Advice:**
- Create an internal payment advice document referencing the original invoice details, including invoice number, date, amount, and service tax paid.
- Attach the original invoice to this payment advice.
5. **Document the Communication:**
- Keep a record of all communications with the consultant regarding this issue, including emails and written requests.
6. **Consult with Your Accountant:**
- Discuss with your accounting department about the possibility of processing the payment using the original invoice.
- Ensure they understand the situation regarding the service tax already paid and the impossibility of issuing a new invoice.
### Example of a Payment Advice Document:
**Company Name: [Your Company Name]**
**Address: [Your Company Address]**
**Contact Information: [Your Contact Information]**
**Payment Advice**
**To:**
**[Consultant’s Name]**
**[Consultant’s Address]**
**Subject:** Payment for Consultancy Services
Dear [Consultant’s Name],
This is to advise you that we are processing the payment for the consultancy services provided as per the original invoice dated December 18, 2014. Please find the details below:
| **Invoice Number** | **Invoice Date** | **Amount** | **Service Tax Paid** |
|--------------------|------------------|------------|----------------------|
| [Original Invoice Number] | Dec 18, 2014 | [Amount] | [Service Tax Amount] |
We have reviewed the invoice and understand that service tax has already been paid. Therefore, we request a duplicate copy of the original invoice for our records. We will proceed with the payment based on the original invoice details provided.
If you have any further questions or need additional information, please feel free to contact us at [Your Contact Information].
Thank you for your cooperation.
Sincerely,
[Your Name]
[Your Position]
[Your Company Name]
---
### Conclusion:
By requesting a duplicate copy of the original invoice and creating a payment advice document, you can proceed with the payment without needing a new invoice. This approach ensures compliance with tax regulations and maintains proper accounting records. Always keep clear and documented communication with your consultant to avoid any future disputes.
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