Commercial documents, also called commercial documents, are all the written receipts in which the operations carried out in the commercial activity are recorded, in accordance with general uses and customs and the provisions of the law.
Mission of business documents
- They specify the legal relationship between the parties involved in a certain operation, that is, their rights and obligations. Therefore, they constitute a means of proof to demonstrate the performance of commercial acts. They also constitute the fundamental element for the accounting of These operations allow the control of the operations carried out by the company or the merchant and the verification of the accounting entries.
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In the following video lesson, 4 videos, 43 minutes, Professor Daniel Rusca from ISIV, delves into the subject of commercial documents, their functions and usefulness, also reviewing the main characteristics of some of the most used in companies. A good complement for your learning.
Types of business documents
They are basically classified into two types, namely:
- Negotiable. Those that can be converted into cash or represent a promise of payment, their holder can carry out commercial operations based on them. Not negotiable. Their purpose is solely to serve as a support to a commercial transaction or provide the information necessary to carry it out.
Some business documents
Order or purchase note
It is a document by which a person or company makes a purchase order to a merchant. This official document does not Forces to perform the operation.
A minimum of two copies must be issued: one that remains in the possession of the subscriber (buyer) and another, which is the one that is delivered or sent to the seller.
Sales note
The sales note is called the commercial document in which the seller details the goods that he has sold to the buyer, indicating, quantity, price, delivery date, payment method and other conditions of the operation.
Once the order is accepted by the seller, he formulates the Note of Sale, by which he takes on the commitment to deliver the merchandise detailed therein, and the buyer undertakes to receive them.
This commercial document obliges both parties to carry out the operation in the established terms.
I refer or referral
This voucher is used to execute the delivery or remission of the goods sold. In it, the person who receives those goods leaves evidence of their agreement, and with it the seller's right to collect and the buyer's obligation to pay is specified. Is the basis for the preparation of the bill.
The remittance is issued in triplicate: the original signed by the seller is delivered to the purchaser; the duplicate, with the agreement of the buyer for the effects that has received them, remains in the possession of the seller and is destined to the billing section to proceed with the issuance of the invoice.
Lastly, the triplicate remains in the warehouse section for proof of the goods left.
bill
It is the written relationship that the seller delivers to the buyer detailing the goods he has sold, indicating quantities, nature, price and other conditions of the sale. With this document the customer is charged and his debt is accounted for in favor of the seller. For the buyer, it is the document that justifies the purchase and with its accounting, their payment commitment is registered.
At least the invoice must be issued in duplicate. The original remains with the buyer and the duplicate remains with the seller and with it the sale and the charge to the buyer are accounted for.
The invoice is the main document of the sale and purchase operation with it, the operation is finalized and concluded and it is an accounting document and means of legal proof
Debit note
Communication sent by a merchant to his client, in which he notifies him of having charged or debited a certain sum or value from his account, for the concept indicated by it.
Credit note
It is the document in which the merchant sends his client, in order to communicate the accreditation in his account a certain amount, for the reason expressed in it.
Check
Pure and simple payment order drawn against a bank in which the drawer has funds deposited on his order in a bank checking account or authorization to draw overdraft.
It is not a promise to pay like the promissory note; then it follows that it must be executed by the bank upon presentation of the document with the particular modalities established for each type of check.
Receipts
The receipt is proof of payment or receipt of money. It is always granted by the recipient and his signature placed at the bottom is proof of the partial or total extinction of the debt.
I'll pay
Document by which a person agrees to for another, or to whom it indicates, a specific sum of money, on an established date and at a specified address.
