Certified invoicing across twelve tills: it is not a formality
Nextica Law & Tax puts a store network's accounting in order: rolling out the verifiable invoicing systems of RD 1007/2023 at each point of sale, daily reconciliation of tills, cash, card terminals and payment gateways, inventory valuation and the accounting treatment of known and unknown shrinkage, and a per-store close that allows stores to be compared with each other instead of only looking at the chain's total.
With twelve tills across five stores, the problem with certified invoicing is not the software: it is that no two tills close the same way.
What's included
1. Inventorying what issues an invoice or ticket at each point of sale
store terminal, website, order module and assisted-sales app.
2. Checking whether each meets the verifiable invoicing requirements or needs replacing or certifying by its supplier.
3. Daily close per store with its cash count, and separate reconciliation of cash, card terminal and payment gateways.
4. Booking settlements that arrive net, broken down by concept before being recorded.
5. Inventory valuation per store on a stable basis, with stock counts frequent enough for shrinkage to show.
6. Separating known shrinkage —breakage, expiry, recalls, own consumption— from unknown, which only appears when book inventory is compared with the physical count.
7. A monthly close per store comparable against budget and against the previous month, not only against the year.
TWELVE TILLS, TWELVE DIFFERENT WAYS OF CLOSING
Certified invoicing is not a change of software: it is a project that starts by knowing what each point of sale issues.
Choosing software before inventorying what each point of sale issues
the obligation attaches to whatever issues the invoice, and in a network that is rarely a single system. That inventory is the real project, and skipping it turns a regulatory change into an emergency migration.
RD 1007/2023Closing adjustments that are no longer possible
records cannot be modified without leaving a trail, so what used to be corrected at day-end now has to be done with cancellations and credit notes.
RD 1007/2023Booking the net amount a gateway or channel pays in
inside it are commissions, refunds and adjustments. Recording the net understates turnover, makes deductible expenses disappear and throws VAT out.
VAT ActTWO SERVICE MODES — WHAT'S YOURS
| Accounting Review or Supervision | Integrated Accounting Outsourcing | |
|---|---|---|
| Who for? | Companies that manage their accounting internally but need periodic expert review. | Companies that prefer to fully outsource accounting management to a specialized provider. |
| What does it include? | Review of records, detection of errors and inconsistencies, validation of accounting closure, and improvement recommendations. | Full scope: transaction recording, bank reconciliation, tax filing, and financial reporting. |
| Ideal for | Startups and SMEs with an internal accountant or administrative officer who manages the accounting. Family businesses that want additional control. | Companies without their own accounting department. Companies looking to reduce fixed structural costs. Subsidiaries of multinationals reporting to headquarters. |
| Main advantage | Independent external control without replacing the internal team. Detection of problems before they become sanctions. | Zero accounting worries for the entrepreneur. Scale without the need to hire permanent staff. |
Who for?
What does it include?
Ideal for
Main advantage
Frequently asked questions
Does verifiable invoicing affect every till or only the central system?
It affects whatever issues the invoice, and in a network that is rarely a single system. The first step is to inventory what each point of sale issues —the in-store till, the website, the wholesale order module, the assisted-sales app— and check whether each meets the requirements of RD 1007/2023 or needs replacing or certifying by its supplier. That inventory is the real project; choosing software before doing it is what turns a regulatory change into an emergency migration.
How is shrinkage accounted for?
By separating two things that usually get mixed. Known shrinkage —breakage, expiry, product recalls, own consumption— is recorded when it happens, with documentary support, and it hits the product's margin directly. Unknown shrinkage only appears when the book inventory is compared with the physical count, and it is the one that tells you where to look: on its own it does not distinguish between theft, goods-in errors and pricing errors. Without a per-store stock count at reasonable intervals neither is visible, and the chain discovers the problem once a year.
Content reviewed by
Elena Bosch Prat
Directora · Consultoría Contable y Financiera
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