Unit 1 Types of Source Documents

In every business a number of transactions and events will take place every day. The main transactions that take place include sales and purchases（goods and services）. Others include rental costs, raising finance, repayment of finance, etc. All of these transactions must be adequately captured by the financial reporting system.

Whenever a business transactions takes place, involving sales or purchases, receiving or paying money, owing or being owed money, it is usual for the transaction to be recorded on a document. These documents are the source of all the information recorded by a business.

（1）Quotation

報價單

A document sent to a customer by a company stating the fixed price that would be charged to produce or deliver goods and services. Quotations tend to be used when businesses do not have a standard listing of prices for products, for example when the time, materials and skills required for each job vary according to the customer's needs. Quotations can't be changed once they have been accepted by the customer.

（2）Purchase Order

購買訂單

A document of the company that details goods or services which the company wishes to purchase from another company. Two copies of a purchase order are often made. One is sent to the company from which the goods or service will be purchased, and the other is kept internally so the company can keep track of its order.

（3）Sales Order

銷貨訂單

A document of the company that details an order placed by a customer for goods or services. The customer may have sent a purchase order to the company from which the company will then generate a sales order.

Sales orders are usually sequentially numbered so that the company can keep track of orders placed by customers

（4）Goods Dispatched Note（GDN）

發(fā)貨通知單

A document of the company which lists the goods that the company has sent out to a customer. The company will keep a record of goods dispatched notes in case of any queries by customers about goods sent. The customer will compare the goods dispatched note so that they received to make sure all the items listed have been delivered and are the right specification.

（5）Goods Received Note（GRN）

收貨單

A document of the company that record of goods received at the point of receipt. This record is used to confirm all goods have been received and often compared to a purchase order before payment is issued.

（6）Invoice

發(fā)票

A document issued by supplier of goods as a request for payment. For the supplier, selling the goods or services will be treated as a sales invoice. For the customer, this will be treated as a purchase invoice.

（7）Statement

對賬單

A document sent out by a supplier to a customer listing the transactions on the customer's account, including all invoices and credit notes issued, and all payments received from the customer. The statement is useful as it ensure that the amount owing is correct. Any differences can be queried.

（8）Credit Note

貸項通知單

A document sent by a supplier to a customer in respect of goods returned or overpayments made by the customer. It is a‘negative'invoice.

（9）Debit Note

借項通知單

A document sent by a customer to a supplier in respect of goods returned or an overpayment made.

It is a formal request for the supplier to issue a credit note.

（10）Remittance Advice

匯款通知單

A document sent to a supplier or as notification of a payment, detailing which invoice are being paid and which credit notes offset.

（11）Receipt

現金收據

A document issued by the selling company that indicate the payment has been received. This is usually in respect of cash sales（e.g., a till receipt from a cash register）.