Essential Business Documentation: Invoices, Delivery Notes, and Bills

1. Difference Between Delivery Notes and Purchase Orders

A purchase order is a document stating the request for goods. A delivery note (waybill) is a document that confirms the goods have been delivered to the customer and accompanies the shipment during transit.

2. Requirements for Invoices

Invoices must include the following details:

• Invoice number and series
• Full name and NIF of the recipient
• Transaction amount
• Description of the transaction
• Date and place of issue
• VAT rate and total share

3. Expiration Forms for Bills of Exchange

• At sight: The bill expires when the holder decides to present it.
• At a fixed date: The bill ends on the specified date.
• At a fixed period after date: The bill expires after the number of days or months indicated on the document.

4. What Is a Bill of Costs?

These are the costs associated with a sale, which can be billed alongside the goods.

5. Drawee and Checks

The drawee of a bill of exchange is the party responsible for paying the amount at maturity. A check is a document that orders a bank (the drawee) to pay a specific amount.

6. Distribution of Delivery Note Copies

Delivery notes generally consist of 3 or 4 copies in different colors. Two copies are for the buyer (one is kept, the other is signed and returned), and one or two copies remain with the seller for internal operations.

7. Differences Between Delivery Notes and Invoices

A delivery note is a temporary document serving as proof of goods output; it excludes VAT. An invoice is a final, legal accreditation valid for any claim and includes VAT.

8. Sales Transaction Documentation

Common documents include: waybills, shipments, invoices, expense sheets, fertilizer sheets, receipts, vouchers, promissory notes, checks, and bills of exchange.

9. Quantity Rebates

Rebates are bonuses granted by the seller to the buyer when a specific purchase volume is exceeded. Relevant documents include credit notes, invoices, and checks.

10. Mandatory Identification on Invoices

Identification data is required for services such as public transportation, hotels, restaurants, parking, retail, and public entertainment.