The day-to-day running of every company is not only based on activities related to achieving strategic goals and winning new orders. Every entrepreneur also has to deal with documentation, which is not one of the most pleasant tasks, but is necessary for the company to function properly. Issuing invoices is an important responsibility of the business owner, as they are sales documents that confirm that a taxable transaction has taken place o. In our article, we will look at all the obligatory elements of an invoice and the most important types of invoice. 
What types of invoices are there?
When running our own business, we have to deal with a variety of accounting documents. Depending on the type of transaction, we will encounter different types of invoices. Below is a complete list with a brief explanation:
- basic VAT invoice - It is most often issued by traders as it documents the sale of goods or services by a VAT taxable person to another VAT taxable person. It can be prepared electronically or on paper, but should always be issued in duplicate. It is worth remembering that a VAT invoice does not have to be made out to a consumer (natural person) - unless they request it;
- advance invoice - applies to deposits, prepayments and advances. It should be issued when we receive some payment from the purchaser before the goods or service are delivered. It must be drawn up no later than on the 15th day of the month following the month in which the funds were received for the goods. When the transaction is completed, a final invoice must be issued;
- simplified invoice which is a fiscal receipt for up to PLN 450 gross with the buyer's VAT number. The entrepreneur should treat the said fiscal receipt as an ordinary invoice. Such a document does not have to contain the purchaser's data, such as: name, surname or address;
- re-invoicing - is the process whereby a business owner on his own behalf purchases goods or services that are actually purchased for another business owner. It is a resale situation, where the purchaser acts, as it were, as an intermediary between the seller and the final customer;
- self-invoicing - a mechanism whereby the buyer issues an invoice in his own name and on behalf of the seller. Self-invoicing can take place if the buyer is a taxable person for VAT or has concluded an agreement with the seller specifying the procedure for approving invoices;
- Margin VAT invoice - document used in a number of specific and well-defined situations: during the provision of tourist services, the supply of second-hand goods, works of art or collector's items. Important note: the VAT margin invoice is optional. It allows you to pay less tax, but only on the margin (not net sales);
- VAT invoice RR - It is used when carrying out transactions with a flat-rate farmer. When selling agricultural products, the farmer does not issue an invoice as a seller, but receives an RR VAT invoice from the buyer. If you draw up this type of invoice, remember to give the original to the farmer and leave the other copy for yourself;
- proforma - It is worth knowing that the proforma is not an accounting document and will only fulfil an informative function. With its help, we will clearly present all the important details of the transaction. Please note: you cannot issue a proforma invoice after receipt of payment.
Mandatory elements of a VAT invoice - what must not be omitted?
Now that we've covered the types of invoice, it's time to familiarise ourselves with the elements that need to be included. After all, we don't want to make unnecessary mistakes that will make a mess of our paperwork. Entrepreneurs usually issue basic VAT invoices, so let's focus on the obligatory elements a VAT invoice must contain:
- date of issue;
- the consecutive number assigned within the series - this acts as an identifier;
- the name and surname of the taxable person or company, as well as his address and the name and surname of the buyer of the goods;
- the number by which the taxpayer is identified for tax purposes;
- a number identifying the purchaser of the goods for tax or value added tax purposes;
- the date on which the delivery of the purchased goods or the provision of the service was made or completed. Remember that if payment was made before the sale, the date of receipt of payment is included;
- the full name of the good or service;
- measure and numbers (quantity) of products supplied;
- the unit price of the products sold or the service provided, excluding the amount of tax;
- the amount of any discounts, rebates and reductions;
- the value of the goods supplied or services rendered included in the transaction net of the amount of tax (net sales value);
- tax rates;
- the sum of net sales with a breakdown between sales subject to individual tax rates and sales exempt from tax;
- the amount of tax on total net sales broken down into amounts relating to individual tax rates;
- the amount of total receivables.
This is all mandatory features of a VAT invoice - make sure they appear on the document you issue!
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