The Item Invoice is a fundamental commercial document used in Canadian business transactions to document the sale of goods or services. It serves multiple purposes: as a demand for payment, a record of sale, and a tax document complying with federal and provincial requirements. The document must include specific elements to be valid under Canadian law, such as GST/HST registration numbers (where applicable), clear itemization of goods or services, and separate display of tax amounts. An Item Invoice is typically issued immediately upon delivery of goods or completion of services and forms part of the official business records required for tax reporting and audit purposes. It's essential for businesses of all sizes operating in Canada and must comply with the Excise Tax Act and relevant provincial sales tax legislation.
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1. Invoice Header: Company letterhead, invoice number, date of issue
2. Seller Information: Legal business name, address, contact details, tax registration numbers (GST/HST/PST)
3. Customer Information: Customer's legal name, billing address, shipping address if different
4. Item Details: Itemized list of goods/services, including quantity, unit price, item description, and individual item totals
5. Calculation Summary: Subtotal, applicable taxes (GST/HST/PST) clearly separated, and final total amount
6. Payment Information: Payment terms, due date, acceptable payment methods, banking details if applicable
7. Invoice Footer: Additional business information including business/tax registration numbers and contact information for billing queries
1. Purchase Order Reference: Include when the invoice relates to a specific purchase order or customer reference number
2. Shipping Details: Include when goods are being shipped, including shipping method, tracking number, and delivery terms
3. Discount Information: Include when special discounts or promotions are applied to the invoice
4. Foreign Currency Details: Include when transaction involves multiple currencies, showing exchange rates and equivalent amounts
5. Special Instructions: Include any specific handling, storage, or usage instructions for the items
6. Return Policy: Include when selling goods that may need return or exchange policies
1. Itemized Details Schedule: Detailed breakdown of complex items or large quantities of items that don't fit in the main invoice
2. Tax Calculation Schedule: Detailed breakdown of tax calculations for complex transactions involving multiple tax jurisdictions or rates
3. Service Details Appendix: Detailed description of services rendered when the main invoice contains summary information only
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