Contents

Purpose

Quotation

Quantity/description/details of goods required.

To establish price from various suppliers and cross refer to purchase requisition.

Purchase order

Details of supplier, e.g. name, address. Quantity/ description/details of goods required and price. Terms and conditions of delivery, payment, etc.

Sent to supplier as request for supply. To check to the quotation and delivery note.

Sales order

Quantity/description/details of goods required and price.

Cross checked with the order placed by customer. Sent to the stores/ warehouse department for processing of the order.

Despatch note (goods despatched note – GDN)

Details of supplier, e.g. name and address. Quantity and description of goods

Provided by supplier. Checked with goods received and purchase order.

Goods received note (GRN)

Quantity and description of goods.

Produced by company receiving the goods as proof of receipt. Matched with delivery note and purchase order.

Invoice

Name and address of supplier and customer; details of goods, e.g. quantity, price, value, sales tax, terms of credit, etc.

Issued by supplier of goods as a request for payment. For the supplier selling the goods/services this will be treated as a sales invoice. For the customer this will be treated as a purchase invoice.

Credit note

Details of supplier, e.g. name and address. Contains details of goods returned, e.g. quantity, price, value, sales tax, terms of credit, etc.

Issued by the supplier. Checked with documents regarding goods returned.

Debit note

Details of the supplier. Contains details of goods returned, e.g. quantity, price, value, sales tax, terms of credit, etc.

Issued by the company receiving the goods. Cross referred to the credit note issued by the supplier.

Remittance advice

Method of payment, invoice number, account number, date, etc.

Sent to supplier with, or as notification of, payment.

Receipt

Details of payment received.

Issued by the selling company indicating the payment received.