A supplier invoice should not move directly from email to payment. Match what was ordered, received and invoiced, then validate identity, VAT, duplicate, due date and bank details. Deductibility and any withholding remain for the accountant to confirm.
Eight green lights
- Order: approved supplier, price and terms.
- Receipt: observed quantity and quality.
- Identity: exact supplier and buyer.
- Invoice: number, date and complete lines.
- VAT: validated treatment and breakdown.
- Duplicate: number/amount not already entered.
- Payment: bank details independently confirmed.
- Accounting: document, period and account approved.
1. Three-document match
The strongest control compares order, receipt and invoice. Matching amount alone proves neither delivered quantity nor correct reference.
| Point | Order | Receipt | Invoice |
|---|---|---|---|
| Supplier | Approved | Driver/document | Legal identity |
| Product | Reference | Observed | Description |
| Quantity | Ordered | Received | Invoiced |
| Price | Agreed | N/A/delivery note | Unit/reductions |
| Date | Order | Arrival | Sale/delivery |
| Exception | Amendment | Reservation | Credit requested |
Do not validate a partial delivery as complete for easy entry. Document the remainder and corresponding invoice.
2. Identity, lines and VAT
Check supplier, your buying entity and applicable identifiers. A 15-position ICE is insufficient if name or address belongs to another company.
| Block | Check | Blocker |
|---|---|---|
| Supplier | Name, address, applicable ICE/IF/RC/TP | Unknown entity |
| Buyer | Your legal name/address/ICE | Wrong company |
| Reference | Unique number/date | Duplicate |
| Lines | Nature, quantity, price, reductions | Unexplained difference |
| VAT | Base, rate, amount, potential right | Unvalidated treatment |
| Total | Net + VAT = gross | Cannot recompose |
The ICE, IF, RC and business-tax guide helps read the header. Invoiced VAT is not automatically deductible: the Tax Code ties the right to transaction, beneficiary, payment and other conditions.
3. Before payment
Bank-detail fraud and duplicate payment cost more than a two-minute check. Separate entry, approval and execution where business size permits.
- Search supplier-number pair.
- Compare amount/date to near duplicates.
- Read receiving reservations.
- Obtain requester approval.
- Check due date and terms.
- Confirm any new bank account through known channel.
- Identify earlier deposit or payment.
- Have any withholding classified.
- Record method, date and reference.
- Mark partial/settled without editing invoice.
The DGI reminder covers VAT withholding for certain transactions and supplier/provider situations with certificate conditions. Never apply 75% or 100% to all invoices; classify supplier, service and certificate.
BelloPOS does not directly ingest supplier XML
Purchasing records the supplier, the items, the quantities, the costs, the status, the payment and any notes, then raises stock; since version 3.0 the supplier purchase order is separated from receiving and landed costs are spread across the lines. It does not currently read a received invoice XML to create the purchase and its deductible VAT automatically.
4. Pack for the accountant
Retain original invoice, order, delivery/receipt, reservation, credit, payment proof and approval. An export line without evidence does not explain a difference.
Name file with supplier, date and number without changing original. Keep one shared reference in purchase and accounting entry.
Apply your invoice archive policy to supplier evidence and test restoration.
5. Control in BelloPOS
Go records purchase as a supplier basket with status, note, method and paid amount; saving adds entered quantities to stock and updates latest cost. Pro creates accounting entries and exports for review.
| Need | BelloPOS | Boundary |
|---|---|---|
| Supplier record | Go | Verify identity |
| Purchase/status | Go | Human entry |
| Stock intake | Go | From entered quantity |
| Paid amount | Go | Confirm bank details outside |
| Purchase journal | Pro | Validate mappings |
| Deductible VAT | Bridge/export | Does not replace accountant |
Test Purchasing with a partial delivery, then reconcile the accounting export.
Mistakes to avoid
- Paying from amount alone.
- Entering before receipt.
- Accepting ICE without identity match.
- Automatically deducting every VAT.
- Applying withholding to every invoice.
- Changing bank details from email only.
- Paying near-duplicate number twice.
- Discarding order and receipt after entry.
Frequently asked questions
Which three documents should match?
Order, receipt evidence or delivery note, and supplier invoice, plus useful amendments and reservations.
Are 15 ICE digits enough?
No. Also check name, address and that number belongs to the supplier.
Is all supplier VAT deductible?
No. The right depends on transaction, beneficiary, payment and other Tax Code conditions.
Should I withhold 75% or 100% VAT?
Not automatically. Rules cover certain operations and situations; classify supplier, service and certificate.
How do I prevent duplicate payment?
Block supplier-number pair, search close amounts/dates and link each payment to invoice.
Does BelloPOS read supplier invoice XML?
Not currently. The purchase is entered and checked; a received XML is not directly converted into purchase.
What to take away
Pay only after order-receipt-invoice match, validated identity and VAT, duplicate control and bank confirmation. Retain the full pack.
Sources
The figures and rules quoted above come from these pages, read on the date given in the article.
- Moroccan General Tax Code 2026, DGI, read 29 August 2026
- Ministry of Justice, Law 104-12 on freedom of prices and competition, Article 58
- DGI, VAT withholding on certain transactions, reminder of 23 August 2024
- BelloPOS purchasing and suppliers, read 30 August 2026
- BelloPOS accounting bridge and accountant exports, read 30 August 2026
- BelloPOS Lite, Go and Pro pricing, read 29 August 2026
Test a partial delivery
Enter ten ordered units but eight received, then check stock, remainder, payment and export before deployment.
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