Purchase order, delivery note, receipt and invoice: what are the differences

ksa online shopping cash on delivery are among the most common commercial documents. More and more considered as accounting documents, their role is to secure professional and commercial relations. A certain amount of information must appear on each of them, in order to guarantee maximum transparency and to avoid possible disputes. Here are the essential points to know about each document.

Purchase order

By definition, the purchase order or BDC consists of a document that defines and validates the terms of the commercial service between a seller and a buyer, whether in B to B or B to C. It thus allows the supplier to communicate to the customer any pre-contractual information for his validation, before the actual conclusion of the sale. The signature of this document by the buyer constitutes proof of the agreement between the two parties. As far as utility is concerned, the order form above all makes it possible to avoid cases of subsequent disputes. Sent by the buyer to the supplier, it materializes the order. The BDC also constitutes a legal and financial commitment for both parties. From the moment the buyer accepts the purchase order, the supplier in turn undertakes to deliver the corresponding goods. The customer then agrees to pay the previously agreed price. Although the BDC is not a mandatory document, it is still useful for the supplier, traceability.

Like the invoice, the BDC must indicate some mandatory information. It must contain, among other things:

the identity of the supplier, namely its corporate name, its legal form, its SIREN number, its identification number with the RCS and registry where the company is registered, the address of its registered office as well as its contact details,

the identity of the customer, including his company name, legal form, SIRET number, address of the establishment, and ideally the name and first name of the person in charge of the order,

The number and date of issue of the order,

The description of the order which includes the identification of each product or merchandise, the respective unit prices excluding tax and VAT,

The total amount of the order, that is to say the total price excluding tax for each product ordered, as well as the amount excluding tax and including tax of the order,

The delivery conditions,

The payment terms,

The general conditions of sale,

The terms of withdrawal in the event that the supplier sells to a particular customer.

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The delivery note

As its name suggests, the delivery slip or BL is a document attached to a delivery . Established by the supplier and addressed to his customer, it proves that the goods delivered comply with the order previously established, while awaiting the preparation of an invoice which makes the payment due. Preceded by an order form, the BL always accompanies the delivery of the goods. The supplier hands it over to the customer at the same time the delivery takes place. In addition to summarizing the order, the delivery note, also known as the delivery note, also has legal utility. It certifies that the customer has received his goods. It is always drawn up in two copies: one for the seller and one for the buyer. Note, however, that the person responsible for receiving the goods is required to verify that the delivery slip conforms to the purchase order. If the two documents match, the person receiving the goods signs off. Otherwise, it is quite possible to make a reservation. The customer is then required to enter any anomaly on the delivery note itself, in the event of an error on an entire part of the goods, when the goods are partially or entirely damaged, or when the delivered goods are not complete. The signature of the BL therefore constitutes acceptance of the goods. A BL not signed or initialed by the buyer has no value, and cannot be considered as proof of any transaction that will enter into the turnover statement. The signature of the BL therefore constitutes acceptance of the goods. A BL not signed or initialed by the buyer has no value, and cannot be considered as proof of any transaction that will enter into the turnover statement. The signature of the BL therefore constitutes acceptance of the goods. A BL not signed or initialed by the buyer has no value, and cannot be considered as proof of any transaction that will enter into the turnover statement.

The delivery note

Like the order form, the delivery note must also include some mandatory information. This concerns in particular information relating to the identity of the supplier, namely the name and corporate form of the company, its RCS number and place of registration, the address of its registered office as well as the amount of its social capital. To be considered as proof of the correct receipt of the goods in the customer portfolio, the BL must also indicate the identity and contact details of the customer, the order number indicated in the order form, the date and the place of delivery, without forgetting the description, nature, number and price of each product delivered, with the total excluding VAT and the amount of VAT applied.

The receipt

The receipt for its part certifies the good reception of the goods. After creating a purchase order. Often similar to the supplier’s purchase invoice at a functional level, it serves as a support for the receipt of the supplier’s merchandise, according to the purchase conditions previously defined. You should still know that unlike the invoice, the receipt is not a document to be placed in the VAT account, and therefore cannot be used to generate a payment. Established by the supplier, the delivery slip summarizes all the information related to the actual content of the delivery, even for new customers. With unique content, it must be drawn up in duplicate, but with different titles. It will then be established as a �delivery note� for the supplier, and will take the name of �receipt� for the customer.

In conclusion

The order form, the delivery slip and the receipt slip are three documents that are essential for the smooth running of a commercial transaction. By providing as much detail as possible on the characteristics of a commodity, they also guarantee product traceability for both the seller and the buyer, and avoid any disputes. The use of management software or invoice and quote software can now improves performance in purchasing management and business management. This purchasing management solution helps you to easily edit these commercial documents.

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