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| Paying for goods and services
Paying for goods and services
Paying for goods and services
Business partners usually agree on the way payment for goods
and services is to be made before an order is placed. Whichever terms have been
agreed upon, it is the invoice that tells the buyer how much he owes th
supplier.
The invoice
An invoice is one of the most important documents in
business administration. An Invoice is normally numbered and includes: Names
and adresses of buyer and seller
Date of order and the order and the number of the
order
Cost of the supplied goods
Terms of business
On British invoices you can also find a VAT Reg No
(Value Added Tax and
Registration Number )
At the foot of the invoice, one often finds the letters E.
& O. E. which stands for "Errors and Omissions Excepted". This means that
the seller reserves the right to correct any mistake at a later date.
The pro-forma invoice
A so called pro-forma invoice is sent to the customer if he
wants to know exactly, how much he will have to pay for the goods. In this case
the pro-forma invoice serves as a formal quotation. Sometimes an importer needs
a pro-forma invoice for customs purposes or in order to obtain an import
licence.
Debit and credit notes
If one notices that an error has occurred in an invoice that
has been sent away or has been received, one cannot just cross out whatever is
wrong and write over the original figures. What one does is to send
- debit notes to add amounts fo the invoice
and
- credit noes to deduct amounts from the
invoice
Statment of account
If the buyer is an trustworthy business partner the seller
normaly supplies the goods on credit and expects him to settle his account
within an agreed period of time. At regular intervals, the seller sends the
buyer statements of account, wich are summaries of the transactions during the
period they cover.
Notes and covering letters
Whichever method of payment has been agreed upon there will
nearly always be some short notes or covering letters to write. When payment is
to be effected by bill of exchange, the supplier should enclose a covering
letter asking the customer to accept the draft. The buyer may write a covering
letter ot go with his cheque or send a short letter informing the supplier of
the fact that a credit transfer has been made.
Acknowledgements of payment
The supplier will frequently acknowledge the receipt of
remittance, either he has been asked to do so or simply because he wants to
establish the firms goodwill
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