GEFE MAP MIND

ORDER NOTE

CREDIT OR DEBIT MEMO

STANDAR RECEIPT

DELIVERY NOTE

INVOICE

QUOTATION

COMERCIAL DOCUMENTS

MANAGEMENT

A quotation is a document prepared by a supplier at the request of a specific customer. It contains the terms and prices of the goods and services The request for a quote arises from the contact of a commercial agent with a client or at the request of a potential client who is looking for a supplier. When the initiative comes from the client, a commercial agent contacts him and clarifies all the questions about the product or service and the prices. The quotation must include a detailed list of all the items, their quantity, price, discounts and any applicable terms and conditions. It must also state the period of validity. The offer allows the buyer to know the price before buying. The offer must comply with the following requirements: it must be clear, complete and concise.

The order is the document which contains the formal request to buy goods or services. Once the quotation is accepted, it becomes an order and is communicated by e-mail or physically in a document standardised by the company. This document specifies the products or services to be purchased and the conditions applicable to the transaction. However, it must always contain the following information: - Identification of buyer and seller. - Order number. - Date of execution. - Number and date of the quotation. - Items requested, category, quantity, unit price, technical references. * Conditions of sale: - delivery time and place, shipping method, payment method, discounts, etc. * Signature of the applicant.

Characteristics and legal requirements? Mandatory data:

• The date.
• The name,
• The number of the order, delivery note or contract to which the transaction relates.
• The invoice number. The numbering must be correlative and in the case of invoices issued by several centres.
• Description of the purchase.

- Quantity and detailed and specific description of the goods. - The unit price - The total price in the agreed currency. - The weight of the goods - Discounts, the price and characteristics of packaging - VAT rate, the rate corresponding to the surcharge of equlvalerici:a (RE) and the resulting quotas.

• The total amount of the transaction.
• The terms of delivery.
• The form and means of payment

The invoice is the commercial document that certifies the purchase and sale of products and services. Its function is to provide justification and information on the characteristics and quantities of the products exchanged, the nature of the services provided, the monetary amount of the transaction, the taxes levied and the form and timing of the transaction. The regulations require every seller or service provider to provide the buyer with the commercial documents generated in the sale and purchase transaction. In addition, traders and professionals must issue, record and keep the invoices they issue when they sell or provide services or when they receive advance payments. They must also record and keep the invoices they receive as a result of supplies made or when they are the beneficiary of services rendered. They are exempt from issuing invoices when they sell or provide services or when they receive advances.

In the context of an act of sale, the delivery note serves as a documentary proof of the delivery of the goods. Its use is not compulsory. However, it is recommended because it proves that an order has been correctly delivered and received. This is why it is usually given to the buyer with a copy. o that he or she can sign it to confirm delivery. The buyer usually keeps the original. The delivery note is also an important document for the transport or delivery company, since once it has been signed by the recipient, it is not subject to any incidents or complaints that may be discovered later. For this reason, it is advisable to check all the goods carefully before signing the delivery note.

Credit and debit memos are legal documents that vendors issue to their customers. They are used to correct billing errors on invoices and to manage the balance due on a specific invoice or account. Debit memos, also called debit notes, are corrections to invoices. If you accidentally send an invoice that's too low, you can send a debit memo to correct it and increase the invoice after it's sent. The customer can then use the memo to adjust his books as well. A credit memo is a commercial document issued by a seller to a customer indicating a reduction in the amount the customer owes the seller. If it is a cash sale, it indicates the amount of the benefit that the seller owes to the customer.

This is a document used by financial institutions to collect direct debited pages. When the financial entity to issue customer is sending a notice that a payment is going to be made.