How to issue and cancel an electronic invoice: Know the steps

How to issue and cancel an electronic invoice

If you are one of those who has to make invoices and send them by email, you will surely use electronic invoices. But, when they don't pay you, did you know that you have to cancel it? Are you new to these topics and don't know how to issue and cancel an electronic invoice?

Don't worry, here we tell you the keys that you should keep in mind so that the Treasury doesn't tell you anything. Shall we start?

What is an electronic invoice

issue digital payment format

Before, when the Internet was not there, work was more difficult to find outside your city. But it could be done. However, when submitting an invoice (if you were self-employed) to charge for the service, work or products you had done, you had to send it. Whether by fax, by postal mail, certified mail, with the merchandise...

With the arrival of the Internet, many began to send copies of invoices through email., although they also sent an invoice with the product or by postal mail. However, this practice has been lost and in the end this is something that is no longer done.

So, we can say that the electronic invoice has been implemented. But what is it? In reality, it is an invoice that is issued and sent electronically. In other words, an invoice that you make with your computer (or mobile phone or a program) and that you send using the Internet.

For the Ministry of Finance, this electronic invoice is exactly the same as the paper invoice, it has the same validity.

So we can say that It is a traditional but modernized invoice.

Types of electronic invoices

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Before talking to you about how to issue and cancel an electronic invoice, you should know that there are two types of electronic invoices.

On the one hand, you have invoices with a structured format. These are the ones that are usually done, that have a predetermined format and that are done either by hand or automatically., changing only the customer's data and the amount of the product or service you serve.

On the other hand, you have invoices with an unstructured format. These are even easier to understand. Imagine that you have a paper invoice that you need to “digitize.” Well, nothing like taking a photo or scanning it into a PDF to make it legal as an electronic invoice.

How to issue and cancel an electronic invoice

Now, let's get going. If you are a beginner in the subject of invoices, either because you have recently opened your eCommerce and you have no idea about invoices; Well, because you are self-employed, this can be good for you.

However Issuing an invoice is not the same as canceling it.. So let's go in parts so you understand everything:

How to issue an electronic invoice

As we have told you before, the issuance of the electronic invoice can be done with programs, templates, manuals... The ideal, if you want to create a personal brand or for clients to recognize you even for your invoices, is that you create a personalized and unique template for you (as long as it complies with the legality of the invoice).

Among the essential elements that you should include are:

  • Client data. Name and surname (or company name), address, NIF or CIF, telephone number and email address.
  • Your data. Same as above, everything you need to enter to identify yourself.
  • Date. The date the invoice is issued.
  • Invoice number. This will go at the top and you must number them consecutively. That is, if you make an invoice on January 1, that will be number 1 and the next one you make will be number 2, whether you make it in January, February or November. The year accompanies that number. And remember, every new year the numbering is reset. For example, on January 1, 2023 you make invoice 1/2023. And on January 1, 2024 if you have to make another invoice it would be 1/2024.
  • Description of what has been done or bought. We recommend that you be descriptive in this to make it clear what the customer has purchased.
  • Quantity, price per unit and total. If they are products, it is important to detail how many you have purchased, how much one is worth and the total of what you have purchased. In the case of service, entering the total would be enough.
  • Total + VAT + Personal Income Tax. That is, the total of the invoice to which you have to add the VAT and, if applicable, subtract the Personal Income Tax.
  • Bank account. It is important that at the end of the invoices you put your bank account so that they can pay that invoice.
  • Firm. Sometimes it will be necessary for the invoice to bear your signature. So you could digitize it and have it already placed in the template.

With that you would have already issued the invoice. And you can use the same template for all the others.

How to cancel an electronic invoice

how to make a digital invoice online

A very common mistake when issuing electronic invoices is that, if they do not pay you, or Well, you've made a mistake, think that if you put "canceled" it would be already there. But really it's not so.

According to Royal Decree 1619/2012, invoices cannot be modified or deleted. Thus, the only way to cancel it is through a corrective invoice.

And what is that? Well This is an invoice that is issued to correct, or to modify the data of one already issued.

This has a unique numbering and what is done is to cancel an invoice that has been issued (normally it is done before the VAT quarter ends, but it can also be done after, even if the VAT has already been settled).

In addition, This invoice will not include VAT (or personal income tax), You will only have the amount as a cancellation. And that amount will be negative, not positive, because what we do is cancel the amount of the erroneous invoice (whether it was the last one you made or one prior to that). It also doesn't hurt, in the description, to talk about the invoice that is being canceled (or rectified).

Is it now clearer to you how to issue and cancel an electronic invoice? Have you had problems with this procedure?


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