Issuing an invoice duplicate

The invoice duplicate is a document that serves as a copy of the original VAT invoice. Its purpose is to reconstruct information about the transaction between the Seller and the Buyer in a commercial transaction. It replaces the original version of the document, which acted as a confirmation of the sale and purchase of goods or services.

You can request the issuance of an invoice duplicate when you have lost the original version of the document. This loss could occur due to the destruction of the original document, misplacement, or theft.

From this article, you will learn:

• What an invoice duplicate is.
• When and who can issue an invoice duplicate.
• When a duplicate is issued correctly.
• How to issue a duplicate in InvoiceOcean

When and who can issue an invoice duplicate?

A VAT invoice duplicate can be issued by the seller of a product or service at the request of the buyer. This document can also be issued by a person authorized by the seller.

As a business owner, since you are obligated to maintain complete accounting documentation, in the event of any missing document in your records, you are duly obliged to apply for obtaining an invoice duplicate.

When is a duplicate considered correctly issued?

For a duplicate to be recognized as a valid and correctly issued accounting document, it must meet a crucial condition. The key requirement is the complete consistency of the data on the duplicate with the information contained in the original invoice. In addition, important elements include marking as a duplicate and the visible date of issuing the duplicate.

So, for example, if the original invoice was issued several years ago and the taxpayer had a different address at that time compared to today, the address on the duplicate cannot be changed to the current one. The data on the duplicate must be exactly the same as those on the copy on the basis of which it was issued.
 

To issue an invoice duplicate in InvoiceOcean, follow these steps:

1. Go to the Income > All tab in our system.
2. On the list, find the document for which you want to issue a duplicate.
3. If you know the document number, enter it in the search type number or word field. You can also use the Date filtering option.
4. Keep in mind that the system, by default, displays a list of documents issued in the last 12 months.
5. After finding the document, click on its number.

Then, you will be able to take the necessary steps to issue an invoice duplicate according to the functionality provided by the InvoiceOcean system.



After clicking on the invoice number, the system will take you to its preview.

From the contextual menu located above the document, click on More options, and then choose Duplicate from the expanded list.


 

The system will display a message with the actual date of creating the duplicate.

On the screen, you will find the Print button, which you will use to confirm the creation of the invoice duplicate.

Depending on the browser you are using, the document will be directly downloaded to your device's disk in PDF format (for Chrome) or displayed in a separate browser window with the option to print, and it may also be automatically downloaded to your device (for Firefox).

The downloaded document, following the principles of a correctly issued duplicate, will contain data fully consistent with the original invoice, along with the duplicate marking and the visible date of its issuance.

Frequently Asked Questions

Check the frequently asked questions about the duplicate document:

• Where can I find a register of the issued duplicates?

  A duplicate is a one-time generated document. We do not have a separate register in the system for invoices to which a duplicate has been issued. We also do not maintain a register of the duplicates themselves.

• Is it possible to issue a VAT invoice duplicate from the previous year?

  In the system, it is possible to issue a VAT invoice duplicate from any period. If the invoice was issued last year, you need to locate the document in the system using the filtering options available on the document list, and then issue the duplicate following the instructions provided in this document above.

• Can a duplicate be issued for non-accounted documents, such as proforma invoices?

  There is no such possibility. Such non-accounted documents can be reprinted without being marked as a duplicate.