Key Commercial Documents Explained

Differences Between Delivery Notes and Invoices

Delivery Note: A provisional document justifying the dispatch of goods. It does not include VAT.

Invoice: A definitive document providing legal accreditation. It is valid for any claim and includes VAT.

Another important difference is that invoices are legally required to be kept for 6 years, while retaining delivery notes is not mandatory for the same period.

Sales Transaction Documentation

Common documents involved in sales transactions include:

• The order sheet
• The delivery note
• The invoice
• The expenses sheet
• Remittance advice
• Receipt
• Voucher or promissory note
• Check
• Bill of exchange

What Are Quantity Discounts (Rappels)?

These are discounts granted by the seller to the buyer for purchasing goods exceeding a certain specified amount or quantity.

What Documents Are Used for Rappels?

Documents typically used include credit notes, corrective invoices, and sometimes checks for refunds.

When Is Full Identification Data Not Needed on Invoices?

Simplified invoices with less identification data may be permitted in specific sectors, such as:

• Public transport
• Hospitality services
• Restaurants
• Parking services
• Retail sales
• Public shows and events

Roles in a Bill of Exchange

• Drawer: The party who creates the bill of exchange and orders the payment.
• Drawee: The party who is ordered to pay the amount specified in the bill at maturity.
• Payee: The person or entity to whom the payment must be made.
• Guarantor (Aval): The party who guarantees that the drawee will pay the amount at maturity; if the drawee fails to pay, the guarantor becomes responsible.

Types of Checks Based on Payee

• Bearer Check: Payable to any person who presents it for payment.
• Order Check (Nominative): Can only be cashed by the named beneficiary upon presenting valid identification.
• Crossed Check: Features two parallel diagonal lines across its face. It may have words like 'Bank' or '& Co.' between the lines. This type of check can only be deposited into a bank account and cannot be cashed over the counter.

Purpose of a Crossed Check

The primary utility of crossing a check is to enhance security. By requiring the check to be deposited into a bank account, it prevents it from being cashed directly by anyone who might find it if lost or stolen, providing a traceable transaction record.