2.3.1: Completing and Using Business Documents

• There are three types of business documents that staff in a business need to use and complete:

  • Transaction documents
  • Employee documents
  • Internal documents
• There are four main transaction documents that businesses will use:

  • Invoice
  • Credit note
  • Statement of account
  • Purchase order
• An invoice essentially requests payment from the customer to the seller and states when payment should be made by.

  A purchase order requests an order to be made from the customer to the seller.

  A credit note is sent from the seller to the customer with a refund amount, when there is damage to the product or it is being returned.

  A statement of account summarises all transactions made within a given time period since the previous statement of account.
• Employee documents involve staff claiming expenses for travel that they do for work. Staff can submit a travel expense form so that the business can reimburse them for any expenses they paid for out of their own pocket, such as:

  • Petrol/diesel costs
  • Parking fees
  • Train/bus fares
  • Accommodation costs
  • Food/drink costs
• Internal documents are used when businesses buy from supplies or sell to customers. There are four key internal documents used:

  • Petty cash voucher: staff request reimbursements from the business when they pay for small things themselves, such as stationery.
  • IT requisition form: when staff need new IT equipment or it needs repairs.
  • Reprographics requisition form: when staff need reprographics staff to carry out tasks for them.
  • Stock requisition form: to order materials that are used within a business. It will state what is required, how much and when they are required by.