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Document requirements Canada - Québec

Harald Krondorfer
  • Updated

This article describes requirements for different document/receipt types in Québec (Canada). The layouts of the individual documents are only examples. The design of the corresponding receipt types is up to you. In any case, care should be taken to integrate the necessary elements and, if applicable, to comply with the prescribed positioning of certain elements.

Documents

In Canada, no distinction is made between an invoice and a cash register receipt. Regardless of the amount of the payment or the issuing system, it is always an invoice (French: "facture"). As part of the "mandatory billing measures" ("Mesures sur la facturation obligatoire"), receipts or invoices are issued by so-called "sales recording systems" (SRS).

Depending on the business transaction or intended use, the documents issued by the SRS are designated differently.

Customer documents

The SRS MUST be able to generate the following documents, which are handed over to a customer:

  • Closing Receipt - completes a business transaction ("cash register receipt" / "invoice")
  • Credit note - Credit note
  • Reproduction - Reprint of a document at the customer's request

The SRS MAY also generate the following documents, which are also handed over to the customer:

  • Quote - Quoteation
  • Estimate - Estimate
  • Temporary bill - Provisional receipt; issued in the catering industry to inform the guest of the total amount of the bill before the actual payment.
Note: Documents must be issued in French. Additional information on a document that is not transmitted to WEB-SRM must comply with the "Charter of the French Language" (sections 57, 89 and 91). It is recommended to use French, as these are the only unilingual documents accepted in Québec.

Contents

Customer documents must contain the information listed below. Information that must be included in the fiscalisation block (9 and 11-20) is returned in the form of printingFields in the fiscalResponse-Canada.

Musterbeleg-CA.png

 

Document elements

No. Description
1

Usual name under which the company (mandatary) does business.

If applicable, required information for the sector of activity, such as a 
business address, phone number, etc.
2 When the user actively sent us the prescribed information and, in the case of a credit note, the time of given to customer is different from the time of transmission.
3 Number identifying the transaction.
4 A sufficiently detailed description of each item in the supply (for example, the type of billing, the quantity, discounts, credit).
5 A note that tax applies to the supply (for example, [F] for federal, [P] for provincial and [S] for supplemental).
6 Value of the consideration paid, payable or credited for the supply. (Subtotal).
7 Company's / Mandatary's GST registration number.
8 Company's / Mandatary's QST registration number.
9 For a closing receipt, how the customer paid the amount due for the supply (see printingFields Canada).
10

In the case of a credit note, the name of the customer.

Note: currently not considered as printingField!
10.1 Content such as user name, thank you message, reference to a survey, etc., can be added above the dividing line using the equal sign.
11 A line of equal signs (=), immediately preceding the elements listed below, which must appear in the specified order (see printingFields Canada).
12 Amount of GST paid, payable or credited on the supply. 
13 Amount of QST paid, payable or credited on the supply.
14

Total amount of the bill, which is the sum of the GST, QST and price of the product or service (subtotal).

If applicable, the adjusted amount, amount due, current payment, sum of past payments, balance and tip.
15 A note according to the conditions in section 4.4.1.4 (SW-73) in certain cases (see printingFields Canada).
16

The QR code with a hyperlink.

Note: If the bill is electronic, it must also include a link under the QR code with the note "Consulter la facture en ligne" (view bill online). 
17

When the WEB-SRM processes the information sent by the SRS.

Note: If the UTC of the WEB-SRM is different from that of the SRS, enter the UTC of the WEB-SRM after the transaction is processed. Example: 2020-01-01 08:00:02 UTC-05:00N.
18 The transaction number returned by the WEB-SRM or a special note according to the conditions in section 4.4.1.4 (SW-73) (see printingFields Canada).
19 Unique identifier of the device used to initiate the transaction.
20  A line of equal signs.

 

Company documents

The SRS MUST be able to generate the following documents, which MAY NOT be handed over to a customer. These documents are intended for internal company purposes.

  • Duplicate - Duplicate of a customer document; must never be given to a customer (company's copy). 

Documents for Revenu Québec

The SRS must be able to generate reports and transmit them to Revenu Québec (via WEB-SRM).

  • User report - (MUST) Sales report for a specific period
  • Frequent third party report - (MAY) Report for third parties (companies) offering goods or services within the business premises of the company.

Contents

User reports must contain the information listed below. User reports can be generated using the endpoint POST /api/v1/management/canada/userReport/{clientId}/{selectedYear}.

Benutzerbericht-CA.png

Document elements

No. Description
1 The name of the mandatary who operates the business
2 The mandatary’s GST registration number.
3 The mandatary’s QST registration number.
4 The first and last name of the person linked with the user account.
5

When applicable, the establishment’s complete address must be given with the fields separated by commas as follows:

  • Format: street number, street name, municipality, postal code;
  • If there is a unit number, it must come first followed by a hyphen and the street number (e.g. 100-3800).
6 The information on the last document produced, with or without a network connection, including:
6a the transaction number generated by the SRS;
6b price incl. taxes;
6c

print option / print mode:

  • "Papier" - Document issued in paper form
  • "Électronique" - Document was issued digitally/electronically
  • "Papier/Élec," - Document was issued both in printed (paper) and digital form
  • "Non imprimé" - Document was neither printed nor issued digitally
6d
  • the first four characters of the recipient’s email address followed by six asterisks (*) or
  • six asterisks (*) followed by the last four numbers of the telephone number (text message)

when the bill is electronic;
6e the date and time (hour, minute and second) of the last bill produced by the user;
6f the date and time (hour, minute and second) the WEB-SRM processed the transaction;
6g

the transaction number sent by the WEB-SRM; 

Note: If the last bill was produced in Offline mode, enter the special message that appeared on the bill instead of the transaction number and date the WEB-SRM processed the transaction ("PROBLÈME DE COMMUNICATION").
7 Sales summary for the respective user since 1 January of the respective year, up to the time of report creation, or up to 31 December, if the user report for the previous year has been created.
7a Year for which the report was prepared.
7b the total number of transactions
7c the number of payment transactions
7d the sub-total before taxes
7e the GST amount
7f the QST amount
7g the total amount
7h the adjusted amount (e.g. due to roundings etc.)
7i the amount due.
8 The unique identifier of the device used.
9 The unique identifier of the SRS.
10 The SRS version number assigned by the developer. 
11 The date and time (hour, minute and second) the user logged into his or her user account.
12 The date and time (hour, minute and second) the report was produced. 
13 QR code with prescribed information

Note: Please check which of the above documents are supported by RetailForce fiscalisation middleware.

 

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