In 2026, the information in an electronic invoice must correspond to the transaction actually performed: tax accounting is maintained in tenge using the accrual method, under which transactions are recognized when they are performed rather than on the payment date (Art. 204 of the Tax Code of the Republic of Kazakhstan).
What Is an Electronic Invoice in Accounting?
An electronic invoice is a document that an accountant handles in the Electronic Invoice Information System. The document contains information about the supplier, the recipient, and the reported transaction, so its data are reconciled with the contract, source documents, and tax accounting records.
When working with electronic invoices, it is important to distinguish between a business transaction, its documentary evidence, and settlements with the counterparty. The receipt or transfer of money does not in itself determine when a transaction is recognized: under the accrual method, recognition is based on the actual performance of work, provision of services, shipment, or transfer of goods to the buyer or the buyer's authorized representative (Art. 204 of the Tax Code of the Republic of Kazakhstan).
An electronic invoice contains the information required to identify the transaction and its participants. When reviewing the document, the accountant pays particular attention to:
- general information about the document;
- the supplier's and recipient's details;
- bank details, if completed;
- contract information;
- details of documents confirming the supply;
- data on goods, work, or services;
- additional information relating to the transaction;
- information about the signing of the electronic document.
The scope of the information to be completed depends on the participants and the terms of the transaction. Therefore, the accountant checks not only the parties' main details but also specific information relating to the particular supply, contract, and source documents.
The Virtual Warehouse is linked to the Electronic Invoice Information System. When working with it, the accountant reconciles data about the goods and their movement with the organization's source documents and accounting records. The procedure for documenting a particular transaction is determined by its substance and the actual movement of the goods.
What Information Does an Accountant Check in an Electronic Invoice?
Electronic invoices use system-generated and accounting details. The accountant must distinguish between the number assigned by the information system and the document number in the supplier's accounting system, as well as verify that the electronic invoice relates to the correct business transaction.
The date on which the electronic document is issued and the date on which the transaction is actually performed may serve different accounting purposes. Therefore, the date in the electronic invoice is reconciled with the dates of shipment, transfer of goods, performance of work, or provision of services specified in the supporting documents.
For tax accounting purposes, the actual performance of the transaction is decisive. Transaction results are recognized when the transactions are performed, including the day on which work is performed, services are provided, and goods are shipped and transferred to the buyer or the buyer's authorized representative, rather than on the date money is received or paid (Art. 204 of the Tax Code of the Republic of Kazakhstan).
A practical review of a received or prepared electronic invoice may include the following steps:
- Reconcile the supplier and recipient with the contract and source documents.
- Check the information about the contract and the documents confirming the supply.
- Verify the names, quantities, and other completed data concerning the goods, work, or services.
- Reconcile the transaction date with the documents concerning shipment, transfer of goods, performance of work, or provision of services.
- Check the status of the electronic invoice in the information system and its link to the original document if a new version of the document has been issued.
If the information in the electronic document relates to a previously issued paper invoice, the accountant reconciles the dates, numbers, and contents of both documents. This review helps prevent the same transaction from being recorded twice and preserves a clear link between the source document, the electronic invoice, and the tax accounting data.
What Should Be Done with a Corrected, Supplementary, or Revoked Electronic Invoice?
The recipient must monitor corrected and supplementary electronic invoices, as well as information concerning revoked documents. Each change should be reconciled with the contract, source documents, and the actual circumstances of the transaction.
The viewing status in the information system indicates the document's processing stage but does not replace a substantive review. The accountant must separately assess whether the transaction participants, dates, subject of the supply, and link between the amended electronic invoice and the original document have been stated correctly.
If the recipient of a corrected invoice is not a VAT payer, the recipient may reject the issuance of such an invoice within ten calendar days from the date of its receipt. The decision is recorded using the information system in accordance with its current functionality.
The workflow may be as follows:
- review incoming electronic invoices daily or at intervals established internally by the organization;
- separately monitor corrected and supplementary documents, as well as revocation notices;
- reconcile changes with the contract, source documents, and accounting data;
- record the decision directly in the Electronic Invoice Information System;
- retain the internal justification for the decision and documents relating to the transaction.
During a technical outage, the accountant records the date, affected documents, and messages from the information system and checks their status once access has been restored. The mere fact that access was unavailable should not automatically be regarded as changing the established document-processing procedure.
Frequently Asked Questions
What is an electronic invoice in simple terms? — It is an electronic invoice that the supplier and recipient handle in the information system. The accountant reconciles its information with the contract, source documents, and accounting data.
How does an electronic invoice differ from a paper invoice? — An electronic invoice is issued and processed in an electronic system. If electronic and paper documents relate to the same transaction, the accountant must verify that their details match and prevent the transaction from being recorded twice.
Who assigns the registration number to an electronic invoice? — The system number is generated by the information system. It should be distinguished from the internal document number used by the supplier for accounting purposes.
How much time is allowed to reject a corrected electronic invoice? — A recipient who is not a VAT payer may reject the issuance of a corrected invoice within ten calendar days from the date of its receipt. The decision is recorded using the current functionality of the Electronic Invoice Information System.
Are the issue date and transaction date the same? — Not necessarily. For tax accounting purposes, a transaction is recognized when it is performed, including the performance of work, provision of services, shipment, or transfer of goods, rather than on the payment date (Art. 204 of the Tax Code of the Republic of Kazakhstan).
Sources
- Tax Code of the Republic of Kazakhstan, Article 204 “Tax Accounting Rules.”
- Tax Code of the Republic of Kazakhstan, Article 499.