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INTRODUCTION

This project includes information about the various documents used in the running of an enterprise/business. Along with the information, there are several images/examples of the business documents to help readers identify them. The aim of this project is to present informative content to the readers in an understandable form.

ACKNOWLEDGEMENT

I would like to express my deepest appreciation to all those who provided me the possibility to complete this project. I would also like to thank God for providing me with the health and strength to complete this project.

BUSINESS DOCUMENTS

Business documents are items (documents) used to analyze and record business transactions. Examples of Business Documents are cheques, invoices, notes and orders. Business documents are necessary for a number of reasons:

To provide a recordBetween one party and another, for example, the enterprise and the customers.

To prove that a transaction took placeBetween the firms, which may be beneficial in legal circumstances.

To provide important dataFor businesses/firms to analyze, calculate, and generate solutions to problems.

To present documentation to the GovernmentWhere tax and auditing is concerned, this states whether or not the enterprise is meeting requirements.

ADVICE NOTE

An advice note is a document sent from the supplier to the customer, informing him/her that the goods ordered have been sent. This is used to alert the buyer to make necessary preparations to receive the sent goods.

Common Information on an advice note: Note Number Name and Address of Supplier Name and Address of PurchaserDate of Invoice Date of Purchase Order Date of Advice Note Purchase Order Number Dispatch Information Terms of Purchase Quantity and Description of Goods Unit Price Per Term Total Price Per Item Delivery Notation

AIRWAY BILL

An airway bill is a document, similar to the Bill of Lading. It is an air delivery note which is issued by the airline that agrees to transport goods to the person/business the goods should be delivered to. The term given to the person/firm sending the goods is a consignor, the term given to the person/firm named to receive the goods is a consignee.

Common Information on an airway bill: Name of the document Reference Number of the document Shippers Information (amount paid, address, name, number) Recipients Information (name, address, telephone number) Shipment Details (class of the document) Description of Content (export license #, commercial invoice) International non-document information Origin of the goods and its destination Details of the Package (weight, size, charges)

BILL OF EXCHANGE

A Bill Of Exchange is an unconditional written order by one party called the drawer, to another party called the drawee. This order is to pay a certain amount of money at a specific time to cover for goods/services received. Once the drawee accepts by giving his signature, it becomes a contract, thus legally binding and enforceable by law.

Common Information on a Bill Of Exchange: Name of Person Who is to pay (Drawee) Document Number Statement of the time and date of payment. Statement of where the payment should be made. Signature of the Person who issues the bill (Drawer)

BILL OF LADING

The Bill of Lading is an International Trade/Business Document used when goods are being transported by ship. This document provides details about the goods, including its description and destination. This bill is issued by the head of the shipping company/ship that agrees to transport the persons goods (consignor is the name of this person) to the person who should receive the goods (consignee/buyer). When the goods arrive at the destination, the captain will present a summary of bills of lading, called a manifest, to the Customs Department. The Bill of Lading must be signed upon delivery to the consignee, this will state if the goods were delivered in a good or bad condition.

Common Information on a Bill of Lading: Port of Entry/Country of Origin Destination Description of Goods Consignors Information Consignees Information

BILL OF SIGHT

The Bill of Sight is a document sent by an importer to Custom Authorities requesting permission to inspect/examine shipment that has arrived without having a full set of documents in possession. The importers aim is to submit a perfect bill of entry after examining the shipment.

CATALOGUE

A catalogue is a document which displays the items to be purchased. This document gives detailed descriptions of the product, its size, colour, quality, price, reference number, weight, type etc. The document also outlines the procedures to obtaining the product, this information in helpful in determining the fastest route to obtaining the goods.

CERTIFICATE OF ORIGIN

A certificate of origin is a document of international trading used to prove origin of goods. It usually accompanies goods to confirm that they were produced in the stated country of export to prevent countries not a member of the group/region from taking advantage of the free trade agreement. There are three types of certificates of origin, electronic, preferential and non-preferential.

CHEQUE

A Cheque is a document that orders the payment of a specified sum of money from an existing bank account. The person who writes the Cheque, known as the drawer, fills in the varying details such as name, amount etc. which is then signed by the payee, ordering the bank to pay the amount stated. Cheques are a type of Bill of Exchange. This document is one of the most frequently used in the running of a business.

Parts of a ChequeDrawer: the person or entity who makes the Cheque.Payee: the recipient of the money.Drawee: the bank or other financial institution where the cheque can be presented for payment.Amount: the currency amount.

Types of Cheques:Bearer Cheque: This Cheque has or bearer on its face. What this means, is that anyone who carries this check to the bank can receive the sum. This Cheque is risky.

Order Cheque: When the Bearer on the check is cancelled, and or order is written, this means that the payee or the person he transfers the check to can collect the sum.

Uncrossed/Open Cheque: When a Cheque isnt crossed, its an open Cheque. This Cheque can be cashed at the counter by the person in possession of it, which is why its a risky Cheque.

Crossed Cheque: This Cheque is one which has two parallel lines meaning it cannot be cashed at the counter, it can only be credited to the payees account.

Common Information on a Cheque: Date of Issue Amount in Words Amount of Currency Cheque Number Name of Drawer Signature of Drawer Payee

CONSIGNMENT NOTE

A consignment note is a document issued by a consignor (person/entity that delivers the goods) which contains details about the shipment of the goods. When signed, it proves that the goods were successfully transported to the stated destination. It may be used as an alternative for the Bill of Lading.

CREDIT NOTE

A credit note is a business document issued by a supplier to a purchaser. This is issued if:

DEBIT NOTE

A debit note is a document which provides a debtor (person owing the business) with information about an outstanding debit entry. This note is issued by the creditor, its main purpose is to notify persons owing. Debit notes can be in letter form, note, or similar documents.

Common Information found on a Debit Note: Debtor Name and Information Creditor Name Credit Note Number Total Amount Owing

DELIVERY NOTE

A delivery note is the document accompanying the shipment of goods which contains details of the goods delivered. This note must be signed by the buyer, thus proving that delivery has been made.

Common information on a Delivery Note: Note number Name and address of the supplier Name and address of the purchaser Date of the Delivery Note Date of the Purchase Order Purchase Order Number Dispatch Notation Terms of the Purchase Quantity and Description of the Goods Error and Omissions Notation

DESTINATION SHEET

A destination sheet is a business document which accompanies goods being transported to the purchaser.

Common information on a Destination Sheet: Name and Number of the Vehicle Name of Delivery Person Destination Content being Delivered Date Travel Distance

ENQUIRY NOTE

An Enquiry note is a business document in which the business requestsInformation from a supplier. The purpose of this is to find the most suitable supplier, which depends on what they have to offer. Although this is similar to the letter of enquiry, it is not in letter form.

Common Information on an Enquiry Note: Document Number Date Contact Information (telephone, address etc.) Enquiry

ENQUIRY NOTE.No. 12345..Date: March 10, 2013.Phone: 198 1765.

From: Business Supplies People To: AnB Business20 Cathedral Square 20 Suffire RoadCastries Castries---------------------------------------------------------------------------------------------------------------------Please indicate if the following are available for immediate delivery:1: White Printing Paper2: Mahogany Wood3: Light BulbsIf available, kindly deliver as soon as possible. Payment will be made upon delivery.

Thank YouSincerely, _________________GOODS RECEIVED NOTE

The Goods Received Note is a document which informs the entity that goods have arrived. This record is used to confirm that all goods have been received, and is often compared to a purchase order before payment is made.

IMPORT LICENSE

An Import license is a special permit/document that allows an importing company to carry in a specific amount of certain goods during a specific time period. The purpose of this document is to restrict the outflow of foreign currency, to control entry of dangerous items eg. Explosives, and to protect the industry from foreign competition.

LETTER OF CREDITA Letter of credit is a document issued by a financial institution (Bank) assuring that a buyers payment to the supplier will be received on time and for the correct amount. If the buyer is unable to pay, the bank is required to cover the amount remaining.

LETTER OF ENQUIRY

A letter of enquiry is a business document, presented in letter from, in which the purchaser seeks/requests information from available suppliers about the items he or she wishes to make a purchase of. The letter of enquiry is similar to an enquiry note.

Common Information on a Letter of Enquiry: Details of the Goods to be purchased Prince and/or Price ranges Terms of Payment Payment Procedure(s) Time period within which goods could be delivered Special Storage Requirements (if any) Special Maintenance Requirements Mode of Transportation Basic procedures regarding the transaction Spare parts availability and Pricing details Warranty Availability of consumables (eg. paper, ribbons etc.) Availability of Agents services

PRO FORMA INVOICE

The pro Forma Invoice is a special invoice which is sent by a supplier upon request of a purchaser. The Pro Forma invoice gives the price of goods, and will become a Sales Invoice if the purchaser decides to purchase the goods. This invoice also accompanies goods being sent overseas in order to calculate customs duties if there are any.

Common Information on a Pro Forma Invoice: Date Quantity Description of Goods Name and Details of Supplier Name and Details of Purchaser

PROMISSORY NOTE

A promissory note is a signed document which contains a promise by the maker to pay a specific, agreed sum of money to a payee at a specific future date.

Common Information on a Promissory Note: Date Name of Financial Institution/Bank Amount of Money Signature of the person issuing the document

PURCHASE ORDER

A Purchase Order is a document issued by the Purchaser to the Supplier, it contains the details of the goods to be purchased, such as type, quantity, prices etc. Sending a purchase order to the supplier is an offer, which must be accepted by the supplier to form a contract.Common information on a Purchase Order: Order Number and Date Address of Purchaser and Supplier Address of Supplier Terms Details of the Order (Quantity, amount etc.) Delivery Address and Delivery Time Frame

QUOTATION

A Quotation is a business document which provides details of the products the buyer had enquired about. In other words, its a document which follows after an enquiry note, providing the requested information. It is usually in the form of a letter or price list.

Common Information on a Quotation: Document Number Date Suppliers Information Purchasers Information Product Information (Description, Quantity, Unit Price, Amount) Transportation Mode and Cost Payment Terms Delivery Time Period

RECEIPTS

A receipt is a document issued by a person/entity that states that a sum of money has been received. This document records the purchase of goods or services

Common Information on a Receipt: Name and Information of the business Document Number Date Description of goods/services Amount Paid

REMITTANCE ADVICE SLIPS

A Remittance advice slip is a document sent by a purchaser to the supplier of a product or service informing them that their invoice has been paid.

REQUISITION FORM

A Requisition Form is the business document which presents information about how stock is being used, and who is it being used by. It allows the business to know what consumers need, in what quantity and when its needed. Basically, it monitors/controls the movement of goods within the business. When the business notices that goods arent available, the process to obtain it from a supplier begins.

Common Information on a Requisition Form: Name of Document Document Number Date Quantity Description of Goods Purchase Order Number Unit Price Total Price Document Sender and Receiver Information

SALES INVOICE

The Sales Invoice is the business document which the supplier sends to the purchaser or buyer. This document indicates the product, quantities, and agreed prices. This invoice indicates only the sale transaction. Basically, a Sales invoice is a written invoice of goods purchased prepared by the supplier.

Common Information on a Sales Invoice: Invoice Number The name and address of the supplier Date of the Invoice The purchase order date The purchase order number Dispatch Note Terms of Purchase Quantity of Items Description of Items Unit Cost Per Item Total Price Per Item Gross Amount Amount of Tax Amount of Discount Net Invoice Delivery Notation Errors and Omissions Notation

SHIPPING NOTE

A shipping note is a document used in transporting/shipping goods by sea. This document is addressed by the shipper to the chief officer of the vessel, requesting him to receive the specified goods and a receipt to be signed.

Common Information found on a Shipping Note: Shipper, Consignee, Reference Number, Place of Acceptance, Place of delivery, Vessel, Package Information.

STANDING ORDER

A standing order is a document that instructs the bank to pay a specified amount of money from the person/business account on regular periods to a specified account. In this business, this may be used to pay rent, insurance etc. It is important that the amount is fixed to ensure that the sum being paid isnt too much or too little.

Common Information found on a Standing Order: Information about Payee Information about Payer The amount to be paid The time interval it should be paid Date Banks Brach

STATEMENT OF ACCOUNT

A statement of account is a document which is issued by a supplier to a purchaser which lists transactions over a specific period. This document includes details about invoices, payments received etc.

Common Information on a Statement of Account: Date Name and Address of supplier Name and address of purchaser List and Information about Invoices

TENDER/BID

A Tender/Bid is a business document in which the enterprise sends a written invitation to potential suppliers of a product to notify them about the information required for the buyer to choose. This document sets the terms, conditions and speculations relating to a special order.

REFERENCE LIST

Carlong Principles of Business for CSEC Textbook http://www.businessdictionary.com/definition/business-source-document.html http://en.wikipedia.org/wiki/Category:Business_documents http://wizznotes.com/pob/the-legal-aspects-of-business/why-documentation-is-necessary-in-business-transactions http://www.businessdictionary.com/definition/air-waybill-AWB.html http://en.wikipedia.org/wiki/Air_waybill http://uk.answers.yahoo.com/question/index?qid=20100226090448AAQC67G http://www.businessdictionary.com/definition/tender-document.html http://www.businessdictionary.com/definition/quotation.html http://en.wikipedia.org/wiki/Purchase_order http://tradeprintinguk.com/delivery-note-ncr-templates-sets.html http://www.ask.com/question/what-is-a-destination-sheet http://www.businessdictionary.com/definition/goods-received-note.html http://en.wikipedia.org/wiki/Invoice http://www.edrawsoft.com/Sales-Invoice-Example.php http://www.docstoc.com/docs/90075306/Free-Pro-Forma-Invoice-Template http://www.investopedia.com/terms/b/billofexchange.asp http://www.businessdictionary.com/definition/bill-of-exchange-BOE.html http://www.shippersdocs.com/bill_of_lading/lading.htm http://legal-dictionary.thefreedictionary.com/Bill+of+sight http://www.businessdictionary.com/definition/consignment-note.html http://en.wikipedia.org/wiki/Cheque http://www.businessdictionary.com/definition/consignment-note.html http://www.investopedia.com/terms/d/debit-note.asp http://www.businessdictionary.com/definition/import-license.html http://en.wikipedia.org/wiki/Letter_of_credit http://en.wikipedia.org/wiki/File:Burma_1926_Promissory_Note.jpg http://www.thefreedictionary.com/Shipping+note http://www.businessdictionary.com/definition/standing-order.html http://www.finance-glossary.com/define/statement-of-account/1361 http://www.gliquality.org/activity/prepare-stock-cards-each-stock-item-either-paper-or-electronically