ADMINISTRATIVE

DOCUMENTS
VS
ACCOUNTING
DOCUMENTS
GRUPO :

- O D R A PAT R I C I A A RV E L O G A R C I A
- AY D E E A PA R C O A PA R C O
- J U L I A N N E E S T H E F A N Y A G U I L E R A M A RVA L
- C R I ST I A N A SI PA L I B O S M E D I A N O
-JHOSELIN LUCERO AZURSA VENEGAS
- S T E F A N Y VA L E S K A A G U I L A R B A R D A L E S
- TA S S I A L A L E S S K A B A R R A A LV E S
Examples of administrative documents Examples of accounting documents
We can say that administrative documents are those used These examples help us support our accounting and those that at
by the company to keep general control of all the movements some point affect said accounting; between them we have:
carried out by the company.
• Sales Invoice
For example:
• General Cash Receipts
1. Administrative processes: These are the rules, policies
and all activities carried out by the organization. • Petty Cash Receipts

2. Purchase requisition: Generally this record is carried • Debit Notes

out by the finance department and organizes all order
• Credit notes
documentation, purchase orders, product returns, among others.
• Appropriations
3. Business report: It has technical, scientific or
commercial information about the company. • Promissory notes

These examples of administrative documents mentioned • Kardex card

above serve to communicate, purchase, report and inform matters
• Check
concerning the company between departments and suppliers, in
this way the interaction is easier, in addition, if a company operates • Payroll
under an organization it will guarantee success in terms of to keep
permits, taxes, profits and expenses up to date. • Bills of Exchange
 ADMINISTRATIVE DOCUMENT CASES
CASE 1
THE FORMAL LETTER: a case of the formal letter is the following; We use it when
we want to communicate about meetings or agreements, formally to a person or
several people at the same time who are interested in the same communication,
whether to a manager, a group of company directors or to the workers. And it is
mostly used in the workplace.
CASE 2
CALLS: a case where we can use a call when we request a meeting with the
management staff or workers of a company, indicating the date, time and place
where the meeting will take place.
Case 3
Email: email facilitates faster communication between company workers located
in different areas, and with this same administrative document we can also
address clients and the public.
Case 4
The request: a case where we use the request is when we want to go to the
administrative area communicating one or more requests about a regulated
matter. The completion of the request indicates the administrative activity and
normally the initiation of a formalized procedure.
ACCOUNTING DOCUMENTS
CASE 1
PAYMENT NOTE: when we provide a service or offer the sale of a
product, and if the buyer requires proof of payment, we give them the payment
receipt, but this should not exceed three business days after the payment has
been made.
CASE2
RECEIPT FOR FEES: when I have a worker in the company providing me
with some type of service, whether temporary or momentary, as a payment
method in companies, the receipt for hours is used, which helps us to support the
payment that has been made by the worker. for his time of service.
CASE 3
CHECK: we use the check as a payment method that is given to a person
or an employer, when there is no cash, and the person to whom the check is given
can simply go to the bank agency where it was written the check in order to cash
it.
CASE 4
THE INVOICE: to record a transaction of a sale or a service provision we
use the invoice, in it we physically verify that an operation has been carried out
legally and commercially between two people
DIALOGUES: ADMINISTRATIVE DOCUMENTS
A: Hello everyone, how are you? Today we will talk about this
week's assignments, but first I want to talk to you about
administrative documents. Jose, do you want to start?
B: Well, last week I worked on the new design of the
documents. I chose a new color palette based on our branding,
but I also added some new shades that might give it an
interesting look.
A: Great! I'll schedule a meeting so we can review the
documents. And you, Joanne, how was your week?
C: Hi guys, well, last week we were digitizing the financial
documents and structuring the documents for the last disbursed
credits.
A: Great, thank you.
DIALOGUES: ACCOUNTING DOCUMENTS
A: Hello everyone, how are you? Today we will plan
the tasks for next month's closing, for them I need the
accounting books to be up to date.
B: Well, last week I worked on locating the accounting
books, but there is a difference of 1000 soles with the
previous month's closing, which hurts us.
A: We will coordinate an urgent meeting with the
accountant Valeska and apply a solution.
C: I was able to identify the discrepancy, however we
need the signature of the documents to be submitted to
Sunat.
TYPES OF ADMINISTRATIVE DOCUMENTS:
Memo (Memorandum): A memo is a brief document used for internal
communication within an organization. It is typically used to convey information or
instructions to employees.
Letter: Letters are written documents used for external communication with
customers, suppliers, or other organizations. They can be formal or informal.
Report: Reports are detailed documents that provide information about a situation, a
project, or research. They can be technical reports, sales reports, financial reports,
among others.
Invoice: An invoice is a document that details the goods or services provided and the
associated cost. It is used to request payment from customers.
Purchase Order: A purchase order is a document that a company sends to a supplier
to request products or services. It includes details such as quantity, price, and delivery
terms.
Resume (Curriculum Vitae): A resume is a document individuals use to present their
work experience, skills, and education when seeking employment.
Agreement (Contract): Contracts or agreements are legal documents that specify the
terms and conditions of an agreement between two or more parties. They can include
employment contracts, lease agreements, business contracts, etc.
Meeting Minutes: Meeting minutes are documents that record the topics discussed,
decisions made, and actions agreed upon during a meeting.
Press Release: A press release is a document used to announce important news from
an organization to the media and the general public.
TYPES OF ACCOUNTING DOCUMENTS:
Invoice(Factura): A document sent to a customer, specifying the products or
services provided, along with their associated costs. It is used to request payment.
Receipt (Recibo): A written acknowledgment that a payment has been received. It is
issued to the payer as proof of payment.
Statement (Estado de Cuenta): A summary of financial transactions that provides
an overview of an account's activity, including credits and debits.
Payroll (Nómina): A document that details the wages or salaries paid to employees
for a specific period, including deductions and taxes.
Purchase Order (Orden de Compra): A document sent to a supplier to request
goods or services. It specifies the quantity, price, and other terms of the purchase.
Balance Sheet (Balance General o Estado de Situación): A financial statement
that provides a snapshot of a company's financial position at a specific point in time,
showing assets, liabilities, and equity.
Income Statement (Estado de Resultados o Cuenta de Pérdidas y Ganancias): A
financial statement that summarizes a company's revenues, expenses, and profits or
losses over a specific period.
Cash Flow Statement (Estado de Flujos de Efectivo): A financial statement that
tracks the flow of cash into and out of a business, showing how operating, investing,
and financing activities affect liquidity.
CLASSES OF ADMINISTRATIVE DOCUMENTS
The most important administrative documents are
issued within the administrative procedure, but the
Administration can also issue other types, classified
into various groups.
• Administrative documents issued within the
framework of administrative procedures.
• Decision documents: resolutions and agreements.
• Transmission documents: notifications,
publications, official letters and internal notes.
• Registration documents: minutes and certificates.
• Trial documents: reports
• Documents issued within the framework of an
administrative procedure
CLASSES OF ACCOUNTING DOCUMENTS
From the perspective of the sender or receiver, accounting
documentation is classified as follows:
External Documents: These are documents issued outside
the company and later received and kept within the
company. Examples include purchase invoices, payment
receipts, etc.
Internal Documents: These are documents issued within
the company that can be provided to third parties or
circulated within the company. Examples include sales
invoices, receipts for collections, quotes, and vouchers.
From the perspective of the documentation that is
recorded and archived:
Documents that are archived and recorded: Such as
invoices, debit notes, credit notes, tickets, receipts,
promissory notes, checks, and bank credit notes.
 ADMINISTRATIVE DOCUMENTS:
CONVERSATION IN A CLOTHING STORE:
Dear Grandpa
Dependent: Good morning. I can help?
I am writing to tell you that we have already arrived in Guadalupe, we are
Customer: Yes Do you have this shirt in Blue? Dependent: If you are here, what size do you wear?
very happy to spend our vacation at your house, I missed you a lot. I'll go to
Customer: Medium school. I liked coming back because I met all my classmates and we are
Dependent: Here you go.
very happy because the teacher is the same as last year.

Customer: Thank you Also, what I liked the most is that a new classmate arrived from Santa
Lucia. She told us that she lived near a volcano and that a lot of snow fell in
Dependent: We also have these blank t-shirts the winter.
Customer: I like them. How much they cost? Dependent: 10 euros. It's at a good price!
Another day I will write many more things to you. I love you very much
Customer: Okay, I'll try them both on. grandpa, your granddaughter Luisa.
Dependent Here are the fitting rooms. CONVERSATIONS:
Customer: Okay Administrative and accounting documents:
Clerk: And what do you think of the product? _Invoice of payments and collections
Customer: Shall I tell you something? They're pretty, I've been looking for these t-shirts, I'm taking
them.
_Bank statements

Dependent: Sure, you pay here _Postcard receipt

Customer: Yes, I will pay with card _Proof of payment

Dependent: That's it, you want it on a ticket or on an invoice _Purchase invoice
Customer: In receipt please

Dependent: Thank you for your purchase, I hope to return soon and also for your visit. Customer: ADMINISTRATIVE:
Yes, thank you, I will return as long as I need some more. See you later

Dependent: See you later, see you.

_Memorandums
_Reports
_Cards
_Contract