The documents used in a trade transaction and their purposes.
Documents record and control a transaction from enquiry to payment.
The sequence
- Enquiry — buyer asks about goods/prices.
- Quotation — seller states prices and terms.
- Order — buyer requests the goods.
- Delivery note — accompanies goods, listing them.
- Invoice — requests payment, showing goods, prices and any trade/cash discount.
- Credit note — issued for returns/overcharges (reduces what's owed).
- Statement of account — a summary of transactions and the amount owed.
- Receipt — proof of payment.
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