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Business Documents
Geoff Leese
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Objectives
Be able to recognise describe the purpose ofdescribe the source and
destination of describe the contents of
Typical business documentation
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Typical business documentation
Sales order Despatch note Delivery note Sales invoice Sales credit note Customer statement Remittance advice
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The sales order From the customer to the firm Contains (minimum)
Customer details (despatch address may be different to invoice address)
Order date Order number Details for each item required
– Ref no, description, quantity, cost per item, total Total order value (sum of totals above) Terms and conditions of order
May contain information about promotional codes, discounts to be applied etc.
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The despatch note From sales dept to warehouse Contains (minimum)
Customer details (despatch address) Order date Order number Details for each item required (INCLUDE LOCATION)
– Ref no, description, quantity, cost per item, total Total order value (sum of totals above) Method of delivery Despatch date Space for signature of person picking and
despatching the order
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The delivery note
From warehouse to customer Contains (minimum)
Customer details (despatch address) Order date Order number Details for each item required
– Ref no, description, quantity, cost per item, total
Total order value (sum of totals above) Space for signature of person checking
and receiving order
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Goods received note
Used by goods IN department of customer to tell their purchasing department that an order has been received and checked.
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Sales invoice
A demand for payment from firm to customer
Contains (minimum) Our details (include VAT reg no if we have one) Customer details Invoice number Invoice date Details of goods supplied (as sales order) Total due Payment method Payment terms and instructions
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Credit note
Issued accompanying refunds The “opposite” of an invoice Contains (minimum)
Customer detailsOur details (include VAT reg no)Details of goods credited (as sales
order)Total value of creditReason for credit note
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Customer statement
Sent at the end of each trading period (generally monthly)
Contains (minimum) Our details Customer details Summary of all transactions during the
trading period (includes invoices, credits and payments)
Amount owed Settlement instructions and terms
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Remittance advice
Generally attached to bottom of invoice or statement
Returned by customer to firm with payment
Contains (minimum) Customer details Statement/invoice reference Amount owed Amount paid
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What do we mean by “Customer details”?
Name (of indvidual or firm)Address (usually invoice address – despatch
address may be different)Tel no, email, fax noName of primary contactType of customer
Cash/credit – credit not usually allowed immediately
Credit ratingCan include other info for marketing purposes
– type of firm size of firm, what they do etc.
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Summary
Sales order Despatch note Delivery note Sales invoice Sales credit note Customer statement Remittance advice Those DFDs should now make
sense……..
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Further reading
Elliot and Starkings (1998) , Business Information Technology, chapter 7
Online business forms (Nov 08)