Documents by the Supplier (including format)

• ADVICE NOTE– Advice notes are sent to the purchaser, informing him that goods ordered have been dispatched, giving the date of dispatch and method of carriage used. Post, rail, etc. Most suppliers on a regular basis do not use these procedures; the most common would be for equipment or deliveries of high value.
• DELIVERY NOTE– Are sent by the supplier to the purchaser accompanying the goods ordered. The goods must be checked against delivery notes and then signed for. The delivery note should be in duplicate one copy for the purchaser and another for the supplier. Suppliers will require delivery note to be signed by the receiver as proof of delivery and that the goods are satisfactory. In situations where goods are not checked on receipt the delivery note should be marked contents unknown and signed by the receiver. In the event of the goods being either not as ordered or omitted from the delivery, the deliveryman should be informed of the reason and a request for credit note made and acknowledge by him. Goods should never be signed without checking them or this being indicated on the delivery note.

• INVOICE: The supplier sends an invoice to the purchaser usually a few days after delivery has been made and accepted, giving financial details of the transaction (bill). Some suppliers will incorporate the invoice with the delivery note to minimize their paperwork. A disadvantage of this system is complications that may be created when goods are returned involving the issue of credit notes. The layout of an invoice will vary according to the supplier and their particular system; the supplier retains a copy for accounting purpose.

• REQUEST FOR CREDIT MEMORANDUM is made up by the receiver when the goods have to be returned. It is signed by the delivery driver, who takes the duplicate copy back to the supplier as proof that the goods were sent back. The supplier will subsequently issue a credit invoice.

• CREDIT NOTE:– Are advice to clients, setting out allowances made for goods returned or adjustments. They should also be issued when crates, boxes or containers are returned. A credit note is exactly the same form as invoices except the word “credit note” appears in place of the word invoice. To make them more easily distinguishable they are usually printed in red, whereas invoices are always printed in black. A credit note should be sent as soon as it is known that a client is entitled to the credit of the sum with which he has been previously charged by invoice.
• STATEMENTS- Are summaries of all invoices and credit notes sent to the purchaser during the previous accounting period usually one month. They also show any sums owing or paid from a previous accounting period and the total amount due.