Correction note - the most important information

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When running a business, entrepreneurs both issue sales invoices and receive invoices documenting purchases. The latter can often be considered tax costs if they are related to business activity. However, what if the invoice received contains errors? In such a situation, a corrective note may be issued by the buyer!

What is a credit memo?

Correction note is a document that is not booked - its role is to formally correct the previously issued invoice. Correction note is one of the methods of correcting irregularities resulting from incorrect issuance of cost or correction invoices, as it is issued by the recipient of the original document.

What does the corrective note contain?

The components of the corrective note are listed in Art. 106k paragraph. 3 of the Act on tax on goods and services. Here they are:

  • designation CORRECTION NOTE,
  • sequential number and date of issue,
  • names and surnames or names of the issuer of the note and the issuer of the invoice or correcting invoice, their addresses and tax identification number (NIP),
  • data contained in the corrected invoice (date of issue, invoice number, transaction parties, name and quantity of goods or services to which the invoice is issued),
  • indicating the content of the corrected information and providing the correct content.

Correction note - who issues it?

If the invoice contains incorrect data, it can be corrected with a correction note. This can only be done by the buyer of the goods or services. The correction note is transferred to the seller who issued the original invoice - that is, the one corrected by the note.

If the information about the buyer of the good or service is not clear (e.g. incomplete or incorrectly filled in) and the buyer cannot exercise the right to deduct input tax, the corrective note is the best solution. The Purchaser is not subject to any time limitation in issuing a correction note.

Credit note instead of credit note

Correction note should not be issued if the deficiencies relate to:

  • units of measurement and quantity of delivered goods or services rendered,
  • discount or reduction after issuing the invoice,
  • return of goods or payment (even partially),
  • accounting errors, e.g. a mistake in calculating the VAT rate, the wrong value of the goods or services provided.

In the aforementioned situations, it is correct to issue a correcting invoice.

When to issue a correction note?

Correction note should be issued if the error concerns the descriptive elements of the invoice, for example:

  • incorrectly entered address of the buyer or seller,
  • wrong tax identification number,
  • incorrectly given date of sale, receipt, payment date,
  • in the case of fuel purchase - incorrect vehicle registration number,
  • bad designation of goods or services.

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Acceptance of the correction note

If the correction note is sent to the issuer of the original invoice by traditional mail, two copies of this document should be prepared. When the addressee (issuer of the corrected invoice) accepts the correction note, he signs both copies and sends one of them back to the issuer.

In the act on tax on goods and services, we can read that the corrective note must be accepted by the recipient - however, the legislator did not specify the manner in which it should be done. And this leaves some freedom in this matter - the issuer of the original invoice may accept the correction note in a different way than traditional mail, for example by e-mail.

Currently, placing ORIGINAL / COPY on the corrective note is not a mandatory element that should be included in the note. However, if the correcting note contains such markings, then the issuer of the correcting note leaves a copy of it, and the buyer should receive the original.

How to issue a corrective note in the wfirma.pl system?

After posting the cost invoice, the entrepreneur keeping accounting in the wfirma.pl system has the option of issuing a correction note. To do this, go to the tab: EXPENSES »ACCOUNTING, where, after selecting a cost invoice on the list, select the EXIST» CORRECTING NOTE option from the top menu.