An Expense Receipt in Belgium is a crucial document used to record and validate business-related expenditures while ensuring compliance with Belgian fiscal regulations and EU VAT directives. This document type is essential for maintaining accurate financial records, supporting tax deductions, and facilitating internal expense management processes. The receipt must contain specific information mandated by Belgian law, including VAT details, transaction information, and proper identification of both parties involved. It serves as a legal proof of purchase and is required for tax reporting, audit purposes, and internal accounting procedures. The document's format and content must align with the latest Belgian VAT Code requirements and accounting standards, making it a vital tool for business operations and financial compliance.
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1. Receipt Header: Company information including legal name, address, VAT number, and receipt number
2. Date and Location: Date of transaction and location where expense was incurred
3. Expense Details: Itemized list of goods/services with quantities and unit prices
4. VAT Breakdown: Detailed breakdown of VAT rates applied and amounts
5. Total Amount: Total amount including VAT in EUR, with subtotal and VAT clearly separated
6. Payment Information: Method of payment used and payment status (paid/unpaid)
7. Authentication: Signature or stamp of issuer, if applicable
1. Customer Details: For B2B transactions or when customer identification is required - includes customer's name, address, and VAT number if applicable
2. Purchase Order Reference: When the expense is related to a specific purchase order or contract
3. Project Code: When the expense needs to be allocated to a specific project or cost center
4. Currency Conversion: When the original expense was in a currency other than EUR, showing conversion rate and date
5. Special Notes: Any special conditions, warranty information, or return policy details
1. Original Receipts: Scanned copies or photos of original receipts when this is a consolidated expense report
2. Supporting Documentation: Any additional documents supporting the expense (e.g., conference registration confirmation, meeting agenda)
3. Mileage Log: For travel expenses involving personal vehicle use - detailed log of distances and locations
4. Currency Exchange Confirmations: Official documentation of exchange rates used for foreign currency transactions
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