How Can You Input Data Using Templates and Web Forms Digital Communication Systems Competency 5.06

Three (3) popular business forms related to purchasing equipment, supplies, or services Purchase Requisition Purchase Order Invoice

What is a purchase requisition? A request This form is completed WITHIN the business that is requesting that items or services be purchased Often completed and APPROVED by a supervisor prior to completing the next form for a purchase (called a purchase order)

What is a purchase order? A form prepared by a business (buyer) –The top portion consists of the heading information –The bottom portion consists of: The list of items ordered The total amount of the order Sent to another business (seller/supplier) Used to order items/goods or services

Purchase Order Examples... Purchase Order Sample #1 Purchase Order Sample #2 Purchase Order Sample #3

What is an invoice? A form that the seller/supplier completes and sends to the buyer –The top portion, the heading information, includes: Payment terms –5/10, n/30 »Means the buyer can take a 5% discount on the purchase price if the invoice is paid within 10 days »If the invoice is not paid early (within 10 days), then the entire amount owed (the “net”, represented by the “n”) must be paid within 30 days »Late payments may result in additional charges

What is an invoice? –The bottom portion includes: Items sold Total amount due If shipping/handling charges or tax due then included as a separate line before the FINAL total.

What is an invoice? Usually sent during the month indicating how much the buyer owes the seller The invoice includes: –Total amount due –Due date –Payment terms (discounts)

Invoice Examples... Invoice Sample #1 Invoice Sample #2 Invoice Sample #3

What is a job application? A form that must be completed and is often required by many employers in addition to: –The Resume and –The Application letter

Tips for completing a job application... –Take a copy of your resume with you when applying in person Use it to help you complete your application –Obtain an application in advance Make a copy and use this as a rough draft to eliminate making errors on the final copy –Use only blue or black ink when completing a hand- written job application –Check to see if the application form is available on- line – makes for a neater copy –Answer all items correctly and honestly Employers can and do verify information

Information you will typically supply on a job application... Name, address, telephone number(s) where you can be reached Job opening for which you are applying Past employment history –Dates of past employment –Job titles/descriptions –Supervisor(s) –Contact information (address/phone numbers) –Reason for leaving

Information you will typically supply on a job application... School(s) attended –Dates of attendance –Diploma? –Degrees or certifications achieved –Contact information Military history –Dates of service –Branch –Terms of discharge

Information you will typically supply on a job application... References –Individuals who can attest to your abilities and/or your character –Do not use relatives or spouses as references –Use previous employers, teachers, guidance counselors, youth directors, volunteer coordinators –Make sure you first contact those people who you will list as a reference and obtain their approval Ask them what information they will give about you A poor reference could ruin your chances of getting the job

What is a Resume and how is it formatted? A summary of your abilities and experiences Preferably no longer than one page Check your software for templates which can add a professional flare to your resume

Formatting a Resume... Set all margins to 1”, but your can adjust any of the margins to fit the text List the most recent information first (reverse chronological order) for both education and work experience Key your name and contact information at the top of the page List items so that the most important and impressive are listed first. On a printed resume, use text enhancements (bold, italics, underline, font style and size) to your advantage.

Your resume should contain... Name and contact information An objective, stating your goals or reasons for wanting the job opening Education listed in the format previously addressed –List any special skills acquired –List any courses taken which are relevant to the job and include grades in those courses List school, community or previous work accomplishments, awards and honors. Work experience (use active verbs to describe job duties) Three to six references –Keyed at bottom of resume or on a separate page. –Key at bottom of resume “References will be provided upon request” if you are including your references on a separate page.

What is an Application Letter and how is it formatted? A cover letter for your resume Keyed in personal business letter format Usually 3-4 paragraphs in length 1 st paragraph –Position applying for –How you learned about the job –Ask to be considered for the job

What is an Application Letter and how is it formatted? 2 nd and/or 3 rd paragraph –Education/extracurricular activities –Work experience –Special skills 4 th paragraph –Request an interview –Contact information Phone # address

What is a Follow-up Letter and how is it formatted? A thank you after the interview Keyed in personal business letter format Three paragraphs –1 st paragraph Say “Thank you” Mention position you are applying for Talk about the interview (how you liked it and what you learned)

What is a Follow-up Letter and how is it formatted? –2 nd paragraph Things you learned Restate your qualifications “how good you are and how you can be an asset to the company or business” (DON’T BE ARROGANT) Show confidence that you can do the job –3 rd paragarph Restate your interest in the job/position Give contact information (phone #) and mention that you look forward to hearing from the employer (a favorable reply)