📣 business documents that you should know

📣 business documents that you should know

For many people who are just starting a new business, it may be confusing, right? What are the functions of buying, selling, and business documents? And when should it be used? Today we will tell in detail in this article.

1.Quotation

Documents issued by the entrepreneur to the customer (buyer) so that the customer can consider the price of goods, services, including various conditions. before making a purchase As an entrepreneur Should build credibility for the business by opening a quote.

When to use it : Send quotations to customers. When any customer asks for cost / price specific to that job / product

Caution: But do not accidentally send a quotation to the customer. When we want to invoice or collect money from customers. That one is the function of the invoice or billing statement.

2. Billing Note

Documents that entrepreneurs want to prepare invoices with customers or debtors by referring to various outstanding balances to be used to record the payment of debts

When to use : This is a document where we inform the customer that the amount to be paid for the product. or how much the service fee is and may also schedule a check pick-up date or a payment method at the same time

Caution: The invoice is a notification document only. Cannot be used as proof of payment instead of receipt or tax invoice

3. Delivery note/Tax Invoice

Documents used to deliver goods to trade accounts receivable In order to know the product/service details Value of goods/services Including the signature of the recipient and payer that the customer has received the complete product / service.

When to use : When we deliver products to customers May be required to send a consignment note/tax invoice. So that customers know how to receive the product details What is the quantity and value? and sign your name to receive the goods that it has been completed in accordance with the agreed terms

Caution: Should not be used to agree that the money has been received with the customer. or out to negotiate a price Because generally the consignment note/tax invoice will be used to tell the details quantity and value or some businesses may give details and only quantity for internal control of inventories

4.Receipt

receipt It allows us to tell customers that we have received payment for the product or service charged on their invoice. *If it is a service, it will be used as Invoice/Receipt

When to use: On the day the customer pays It is our duty to issue a receipt to confirm that the payment has been received or the price between them has been paid. However, you may also be able to issue an invoice with a receipt in the same set.

Caution: If you haven't received money from customers. but just want to inform the customer that they have to pay with us In this way, invoices or bills must be used only.

*Note: Service business If VAT is registered, it will be used as a tax invoice/receipt instead.

5. Credit Note

A credit note is a type of tax invoice document issued by a seller or service provider when the amount of goods or the value of the service is less than the agreed amount. Or there is an incorrect price calculation (higher) from the agreed deal.

When to use : When the product is not delivered in full quantity or miscalculating the goods or services higher than the agreed upon The credit memo should be issued in the same month as the invoice for the incomplete or miscalculated tax invoice. or if unable to leave in time in the same month can be released in the following month And when a credit note is issued, it must be included in the calculation of input tax and sales tax in the same month that the credit note was issued.

Caution : Operators who are not registered for VAT cannot issue credit notes. and will be able to issue a credit note, the tax invoice must be issued and want to reduce the debt from that tax invoice The abbreviated tax invoice can also be issued a credit note. but must include the name of the purchaser and the service recipient in its entirety.

6. Debit Note

A credit note is a document that is considered a type of tax invoice issued by a seller or service provider when the amount of goods or services exceeds the agreed amount. or the price is calculated incorrectly (lower) than the agreed price

When to use: When the product exceeds or calculate the price of goods or services lower than the agreed upon The debit note should be issued immediately in the same month as the tax invoice issued below that. or if unable to get out in the same month, can be issued in the following month And when the debit note is issued, it must be included in the calculation of input tax and sales tax in the month in which the debit note is also issued.

Caution : Operators who are not registered for VAT cannot issue debit notes. and will be able to issue a debit note must have already issued a tax invoice and want to add more debt from that tax invoice The abbreviated tax invoice can also be issued a debit note. but must have the full name and address of the purchaser or service recipient

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