Business Documentation (Supplier Prepared (Invoice (An invoice requests…
This document travels with the goods being delivered to the customer. The document states what goods are being delivered and their quantities, plus other details such as note number and product codes. This is signed by a representative of the receiving company who as received the goods as proof of receipt. Sent after a supplier has accepted an order.
An invoice requests the payment owed by a credit customer to a supplier. The invoice lists many details about the transaction, as listed below. This is sent a day or two after the delivery of goods has been completed. The invoice tells the customer how much they owe and when to repay the supplier.
Includes; invoice number, order number, account number, date of invoice, product details (prices, quantities and codes), net price, discounts, VAT, gross price and the terms of repayment (which may include a prompt payment discount)
Supplier provides potential customer with list prices of products and may offer trade discounts to encourage the customer to purchase from the supplier. This is the first document prepared after a customer requests the supplier for a quotation
Prompt payment credit note
These credit notes document the discount received from a supplier in relation to a prompt payment discount. Therefore these are not always issued in transactions. These should list how much has been discounted from a particular invoice, which can be identified by the invoice number which should be listed on the credit note
Goods returned credit note
A goods return credit note lists the costs removed by the supplier due to issues in the delivery (e.g. faulty or missing products or incorrect quantities). These should document the invoice number that they relate to as well as how much is being discounted from said invoice. These are not always issued to the customer.
Goods received note
This is an internal document to be created and held by the customer. This document lists the goods received, their quantities and details any issues with the delivery such as damaged products, incorrect quantities of goods or the wrong products all together. This will lead to the issue of a credit note
Remittance Advice Note
The remittance advice note is sent with a payment from the customer to the supplier. This document records the amount being paid and why. These should include invoice references and credit note references if any have been issued as well as the totals of each and the total payment. This allows the supplier to identify what invoices the customer is repaying and what other payments they still have outstanding.
The customer order is a document that lists all the products a customer wishes to purchase on credit from the supplier previously contacted. This will list the products, their prices from the quotation, possible discounts, delivery details and product codes. Prepared after a quotation is received.
Petty Cash Voucher
A petty cash voucher documents the cash costs of incidental expenses in a business. This should list the cost of the expense and what the expense is (e.g. tea and coffee for an office).