1 Business Documents Geoff Leese

2 Objectives n Be able to ä recognise ä describe the purpose of ä describe the source and destination of ä describe the contents of n Typical business documentation

3 Typical business documentation n Sales order n Despatch note n Delivery note n Sales invoice n Sales credit note n Customer statement n Remittance advice

4 The sales order n From the customer to the firm n Contains (minimum) ä Customer details (despatch address may be different to invoice address) ä Order date ä Order number ä Details for each item required –Ref no, description, quantity, cost per item, total ä Total order value (sum of totals above) ä Terms and conditions of order n May contain information about promotional codes, discounts to be applied etc.

5 The despatch note n From sales dept to warehouse n Contains (minimum) ä Customer details (despatch address) ä Order date ä Order number ä Details for each item required (INCLUDE LOCATION) –Ref no, description, quantity, cost per item, total ä Total order value (sum of totals above) ä Method of delivery ä Despatch date ä Space for signature of person picking and despatching the order

6 The delivery note n From warehouse to customer n Contains (minimum) ä Customer details (despatch address) ä Order date ä Order number ä Details for each item required –Ref no, description, quantity, cost per item, total ä Total order value (sum of totals above) ä Space for signature of person checking and receiving order

7 Goods received note n Used by goods IN department of customer to tell their purchasing department that an order has been received and checked.

8 Sales invoice n A demand for payment from firm to customer n Contains (minimum) ä Our details (include VAT reg no if we have one) ä Customer details ä Invoice number ä Invoice date ä Details of goods supplied (as sales order) ä Total due ä Payment method ä Payment terms and instructions

9 Credit note n Issued accompanying refunds n The “opposite” of an invoice n Contains (minimum) ä Customer details ä Our details (include VAT reg no) ä Details of goods credited (as sales order) ä Total value of credit ä Reason for credit note

10 Customer statement n Sent at the end of each trading period (generally monthly) n Contains (minimum) ä Our details ä Customer details ä Summary of all transactions during the trading period (includes invoices, credits and payments) ä Amount owed ä Settlement instructions and terms

11 Remittance advice n Generally attached to bottom of invoice or statement n Returned by customer to firm with payment n Contains (minimum) n Customer details n Statement/invoice reference n Amount owed n Amount paid

12 What do we mean by “Customer details”? Name (of indvidual or firm) Address (usually invoice address – despatch address may be different) Tel no, , fax no Name of primary contact Type of customer Cash/credit – credit not usually allowed immediately Credit rating Can include other info for marketing purposes – type of firm size of firm, what they do etc.

13 Summary Sales order n Despatch note n Delivery note n Sales invoice n Sales credit note n Customer statement n Remittance advice n Those DFDs should now make sense……..

14 Further reading n Elliot and Starkings (1998), Business Information Technology, chapter 7 n Online business forms (Nov 08) Online business forms