1

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 record
Between one party and another, for example, the
enterprise and the customers.
To prove that a transaction took place
Between the firms, which may be beneficial in legal
circumstances.
To provide important data
For businesses/firms to analyze, calculate, and
generate solutions to problems.
To present documentation to the Government
Where 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 Purchaser
Date 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

10

11

12

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.

13

14

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 nonpreferential.

15

16

CHEQUE

17

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 Cheque
Drawer: 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.

18

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

19

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

20

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

21

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

22

23

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

24

An Enquiry note is a business document in which the

business requests
Information 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 Business
20 Cathedral Square
20 Suffire Road
Castries
Castries
--------------------------------------------------------------------------------------------------------------------Please indicate if the following are available for immediate
delivery:
1: White Printing Paper
2: Mahogany Wood
3: Light Bulbs
If available, kindly deliver as soon as possible. Payment will be made
upon delivery.
Thank You

25

Sincerely, _________________

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.

26

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.

27

LETTER OF CREDIT
A 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.

28

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

29

PRO FORMA INVOICE

30

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

31

PROMISSORY NOTE

32

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

33

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

34

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

35

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

36

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

37

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

38

SALES INVOICE

39

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

40

41

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.

42

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

43

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

44

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.

45

REFERENCE LIST
Carlong Principles of Business for CSEC Textbook
http://www.businessdictionary.com/definition/businesssource-document.html
http://en.wikipedia.org/wiki/Category:Business_documents
http://wizznotes.com/pob/the-legal-aspects-of-business/whydocumentation-is-necessary-in-business-transactions
http://www.businessdictionary.com/definition/air-waybillAWB.html

46

http://en.wikipedia.org/wiki/Air_waybill
http://uk.answers.yahoo.com/question/index?
qid=20100226090448AAQC67G
http://www.businessdictionary.com/definition/tenderdocument.html
http://www.businessdictionary.com/definition/quotation.html
http://en.wikipedia.org/wiki/Purchase_order
http://tradeprintinguk.com/delivery-note-ncr-templatessets.html
http://www.ask.com/question/what-is-a-destination-sheet
http://www.businessdictionary.com/definition/goods-receivednote.html
http://en.wikipedia.org/wiki/Invoice
http://www.edrawsoft.com/Sales-Invoice-Example.php
http://www.docstoc.com/docs/90075306/Free-Pro-FormaInvoice-Template
http://www.investopedia.com/terms/b/billofexchange.asp
http://www.businessdictionary.com/definition/bill-ofexchange-BOE.html
http://www.shippersdocs.com/bill_of_lading/lading.htm
http://legal-dictionary.thefreedictionary.com/Bill+of+sight
http://www.businessdictionary.com/definition/consignmentnote.html
http://en.wikipedia.org/wiki/Cheque
http://www.businessdictionary.com/definition/consignmentnote.html
http://www.investopedia.com/terms/d/debit-note.asp
http://www.businessdictionary.com/definition/importlicense.html
http://en.wikipedia.org/wiki/Letter_of_credit
http://en.wikipedia.org/wiki/File:Burma_1926_Promissory_Not
e.jpg
http://www.thefreedictionary.com/Shipping+note
http://www.businessdictionary.com/definition/standingorder.html
http://www.finance-glossary.com/define/statement-ofaccount/1361

47

http://www.gliquality.org/activity/prepare-stock-cards-eachstock-item-either-paper-or-electronically