Purchase and Sales Operations: Essential Documents

**Purchase Operations**

Shopping is any transaction by which a person receives the domain of property for valuable consideration. The purchase consists of two stages or operations:

**Request for Purchase or Requisition of Goods**

This is a formal request made by a department or warehouse operations, being directed to the purchasing department.

**Order Form**

The purchasing department receives the application and analyzes the real need, according to the financial situation and market conditions, as the article refers.

**Reception Guide**

This is a document issued by the warehouse when it acquires the goods from suppliers. Prior to the receipt, the warehouse manager must take care to verify if the merchandise received matches the packing list issued by the supplier and the purchase order issued by the company.

**Supplier's Invoice**

When the provider receives the packing list adopted by the acquiring company, it proceeds to issue a bill of sale, which is the basis for accounting for the purchase.

**Supplier Debit Note**

When the provider verifies that the invoice has omitted the collection of any item or there was an error in unit price elements that produced a bill for a lower value, it proceeds to collect the difference through a debit note, where the corresponding correction is made.

**Return Guide**

When the warehouse disagrees with all or part of the goods received, due to poor condition or not matching the required quality, it proceeds to order repayment.

**Credit Note**

When the supplier receives the return of the goods, and has issued the relevant invoice, it must issue a credit note, which details the returned merchandise and its value.

**Sales Operations**

Selling is any convention that serves to transfer for consideration the domain of physical movable property, tangible real property, as well as any act or contract to drive for the same purpose or that the present law equates to a sale.

**Request Purchase Order or Order of Goods**

This is a formal request in which the client indicates to the merchandise sales required. This request is made using a special form issued by the client.

**Guide Office**

The warehouse, upon receipt of the purchase order, verifies the existence of the goods and releases them.

**Invoice**

This is the legal document that records the sale made and that is the basis for posting. This document contains the same data as the Guide Office: customer name, date, number of units, and type of goods sold, but must also contain other data: unit price, the total value of the merchandise, and the total amount of the sale.

**Debit Note**

This is a document issued by accounting to collect any missing part in the bill, any costs related to the sale and not included in the invoice, or interest for late payment of this.

**Credit Note**

The purpose is to notify the customer of the decrease in the amount of the invoice due to a billing error or acceptance of goods received in return.