UNIT 2:ACCOUNTING SOURCE DOCUMENTS
Key unit competence: To be able to prepare accounting source
documents
Introductory activity
BYISHIMO met with a businessperson on church who requested him to
be supplied with bars of pieces of soap at a price of FRW 750 each bar.
When BYISHIMO delivered 50 boxes of pieces of soap and that, without
any evidence, he was not paid the full amount of money they agreed upon.
1. Has this situation ever happened to you?
2. When and what happened?
3. What mistake did BYISHIMO make?
4. Assume you were the one in such a situation, what would you do?
5. What advice would you give to BYISHIMO and the businessperson?
6. What lessons do you learn from the above situation?
During the course of its business, a company sends out and receives many
source documents. The details on these source documents need to be recorded,
otherwise the business might forget to ask for some money, or forget to pay
some, or even accidentally pay something twice. In other words, it needs to
keep records of source documents – of transactions – so that it can keep tabs
on what is going on. The following sections explain some of the main sourcedocuments
2.1 Pro-forma Invoice
Activity 2.1
NYIRANGARAMA Enterprise, a manufacturer business, wants to purchase
green and yellow bananas as raw materials in producing “AKARUSHO”. It
has a number of potential suppliers of green and yellow bananas and it is
very hard and difficult to select one of them to deal with.
a) What is the accounting document which will be issued by potential
suppliers to be sent to NYIRANGARAMA Enterprise in order to select
the best supplier among the others?
a) How does it look like?
Activity 2.1
A proforma invoice is a preliminary bill of sale sent to buyers in advance of a
shipment or delivery of goods. The invoice will typically describe the purchased
items and other important information, such as the transport charges. Proforma
invoice is different from a simple price quotation in that it is a binding agreement
although the terms of sale are subject to change. Most proforma invoices provide
the buyer with a precise sale price. It includes an estimate of any commissions
or fees, such as applicable taxes. Although the proforma invoice may be subject
to change, it represents a good faith estimate to avoid exposing the buyer to any
unexpected significant charges once the transaction is final.
The purpose of a proforma invoice is to streamline the sales process. Once
you send the proforma invoice, the customer agrees to the price and then you
send the goods or services. Instead of being a demand for payment, proforma
invoices are good faith estimate that lets the customer know exactly what to
expect.
Here are some of the other uses of a proforma invoice:
• It is frequently sent to declare the value of goods for customs for a
smooth delivery process;
• Proforma invoice is ideal when you don’t have all the details required for
a commercial invoice;
• Some clients use it for internal purchase approval process.
Although it contains exact cost details associated with the sale, it is not an
official demand for payment. No guidelines dictate the exact presentation or
format of a proforma invoice, and it may or may not resemble other commercialinvoices
Application activity 2.1
1. State the meaning of the proforma invoice
2. Give the purpose of the proforma invoice
3. Read the following statement and answer to the questions below:
BANANA GROWERS Company is required to inform to NYIRANGARAMA
Enterprise how the following items may be supplied:
• 10 tons of green banana
• 20 tons of yellow banana
Required:Through which document this information is sent? Prepare it
2.2 Purchase Order
A purchase order is a document of a company which details goods and services
that a company wishes to purchase from another company. Two copies of the
purchase order are often made, one is sent to the company from which goods
and services will be purchased and the other is kept internally so that the
company can keep track of its orders. Purchase orders are often sequentially
numbered.
This allows buyers to place orders with suppliers without immediately making
payment.
The seller uses purchase orders as a way to offer buyers credit without risk
because the buyer is legally obligated to pay for products and services when
they have been delivered. Once accepted by seller, a purchase order becomes
a legally binding contract. If there is not an existing contract that governs the
relationship between buyer and seller, the purchase order can take its place.
This offers legal protection for both buyer and seller.
Purchase order plays an important role in case of conflict, it is a contract between
buyer and seller to deliver goods at the agreed price and the buyer must pay
within the due date. If any party misses its obligation, another party can use the
purchase order as the evidence in the court.
Each purchase order has its own number, known as the purchase order number,
to assist both buyer and seller in tracking delivery and payment of each request.
A purchase order will contain the order details including the following:
• The company name of the buyer;
• Vendor information including the seller’s company name;
• The product(s) or service(s) to be purchased;
• Purchase order number;
• Quantity purchased;
• Price per unit;
• Delivery location;
• Payment terms, when the invoice will be paid, such as on receipt of
delivery, net 30 of net 60, or a specific due date.
Both parties use this document as the reference during the business transactions,
buyers expected to receive the same goods at the same price as mentioned inthe purchase order. The seller expects to make a sale base on the buyer order.
Application activity 2.2
1. State the meaning of the purchase order
2. Give the purpose of the purchase order
3. Read the following statement and answer to the questions below:
NYIRANGARAMA Enterprise orders to BANANA GROWERS Company
to supply the stated items:
a) 10 tons of green banana
b) 20 tons of yellow banana
Required: (a) Through which document this order is sent?(b) You are required to a purchase order
2.3. Delivery note
Activity 2.3
Analyze the case study below and answer to the questions:
BANANA GROWER Company, the supplier of green and yellow banana to
NYIRANGARAMA Enterprise, has supplied mentioned items to its customer
in terms and conditions with the order. This conformity is justified by the fact
that when delivering, the supplier has accompanied the items by written
evidence and the buyer proves this delivery by a goods received note.
1. What are the activities made by the two people?2. What is the document prepared and sent to the receiver?
Delivery note, also known as goods delivery note is a document prepared by
the seller to accompany the delivery of the goods to the buyer. It provides proof
of the physical transfer of goods to the buyer who himself/herself or his/her
authorised agent, signs the note to acknowledge delivery of the goods. It gives
a brief description of the goods as to quantity, number of packages, nature andquality of goods being delivered.
Whoever signs the note should ensure that the description of the goods as
to quantity, quality, etc. agrees with the goods actually delivered. A qualified
signature should be given if goods are opened or damaged on receipt. The
goods are then taken into stock and recorded in the store books for costing
purposes. The delivery note is therefore the source document for recording
transactions in the stores book.
The delivery note certifies the delivery of goods to the buyer, who must sign
it to make it clear that the goods have been delivered in accordance with the
conditions established. When a customer places an order with you, you should
aim to send the goods as soon as you can. If a delivery note is created to send
with the shipment, it can be used as a checklist and, as previously mentioned,
it can serve as proof of delivery. Also, it is an added service that puts the
customer’s mind at ease. It is useful because, suppliers can confirm that every
think went as planned with the delivery and after it is being signed and returned,
it serves as proof that all goods were received and the recipient is satisfied. It
also gives customer an overview of the products they’ve ordered as it allowsthem to cross check the products they received with their order
Application activity 2.3
1. What is the goods delivery note?
2. State the importance of the goods delivery note.
3. Draw up and fill in the goods delivery note basing on the following
data:
– Name of the seller: BANANA GROWERS Company
– Name of the buyer: NYIRANGARAMA Enterprise
– Items supplied:
* 10 tons of green banana for FRW 500 each kg
* 20 tons of yellow banana for FRW 600 each kg
– Issuance date : 24th March 2022– Number of the document: 12345
2.4. Goods received note
Activity 2.4
Analyze the case study below and answer on the questions:
BANANA GROWERS Company, the supplier of green and yellow banana
to NYIRANGARAMA Enterprise, has supplied mentioned items to its
customer in terms and conditions with the order. This conformity is justified
by the fact that when delivering, the supplier has accompanied the items
by the goods delivery note and the buyer proves this delivery by written
evidence.
a) What are the activities made by the two people?b) What is the document prepared and sent by the receiver (buyer)?
Goods received note (GRN) is a document that of a company that lists the
goods that a business has received from the supplier. The goods received note
is usually prepared by a business’ own warehouse or goods receiving area.
It is also known as received note, which is used as the evidence that goods
are delivered and the customer already received. Moreover, both suppliers and
customers use goods received note to compare between order and delivery
quantity.
However, the goods received note is the most important document both for
suppliers and customers. Goods received note ensures that the provided goods
are received by the customer, and at the time of billing the goods received note
is attached with the invoice for the cross-reference. It helps customers and
suppliers make and keep a binding agreement, and empower organizations to
keep stock of inventory levels. Here are its features:
– Name of supplier’s organization
– Product details such as name, size, type, technical specifications, etc.
– Delivery time and date;
– Product quantity;
– Signature of the supplier’
– Name and signature of the receiver;– Goods received note number.
Application activity 2.4
1. What is the goods received note?
2. State the importance of the goods received note.
3. Draw up and fill in the goods received note basing on the following
data:
a) Name of the seller: BANANA GROWERS Company
b) Name of the buyer: NYIRANGARAMA Enterprise
c) Items received:
– 10 tons of green banana for FRW 500 each Kg
– 20 tons of yellow banana for FRW 600 each Kg
d) Issuance date : 24th March 2022e) Number of the document: 54321
2.5 Invoice
Activity 2.5
Analyze the case study below and answer on the questions:
BANANA GROWER Company, the supplier of green and yellow banana to
NYIRANGARAMA Enterprise, has supplied mentioned items to its customer
in terms and conditions with the order. This conformity is justified by the fact
that when delivering, the supplier has accompanied the items by the goods
delivery note and the buyer has sent goods received note as the delivery
confirmation. Then, the seller informs the buyer how much money he/she
has to pay for through a written supporting document.
a) What are the activities made by the two people?b) What is the document prepared and sent by the seller?
Invoice is a commercial document issued by the seller to the buyer, relating
to a sale transaction and indicating the products, quantities and agreed upon
prices for products or services the seller had provided the buyer.
An invoice serves an important purpose in business accounting; it demonstrates
a client’s obligation to pay you for your services. An invoice offers verification in
writing, of the payment agreement between your business and its client. Invoices
set your payment terms and enable you to get paid faster for your services.
The main elements that each invoice must include are the following:
a) The word Invoice;
b) Seller’s name and address, contact details and company registration
number (if any);
c) Buyer’s name and address;
d) Date: invoice issue date, payment due date, delivery date;
e) A unique invoice reference number;
f) Description of services or products including quantity, cost per unit
and total item cost;
g) Total amount charged with tax information;
h) Available payment methods, including bank account number and
reference code identifying the customer.
Invoicing before delivering the goods or services is a practical option when
working on small orders. This approach comes with increased pressure to deliver
the goods or services, but eliminates the possibility of non-payment. Receiving
upfront payment helps improve cash flow, particularly in small businesses.
Invoicing after the delivery of goods requires a high level of trust and can be
risky. Rectifying instances of non-payment costs money in legal costs or debt
collection agency fees.
Note that an invoice is primarily a demand for payment, but it is used for
other purposes as well. Most accounting software packages can generate an
invoices, however in smaller businesses with paper based systems, invoices are
produced on multi part stationary, or photocopied or carbon-copied. The top
copy will go to the customer and the other duplicates will be used by variouspeople within the business.
Application activity 2.5
1. What is the invoice?
2. State the importance of the invoice.
3. Draw up and fill in the invoice basing on the following data:
a) Name of the seller: BANANA GROWERS Company
b) Name of the buyer: NYIRANGARAMA Enterprise
c) Items received:
– 10 tons of green banana for FRW 500 each kg
– 20 tons of yellow banana for FRW 600 each kg
d) Issuance date : 24th March 2022
e) Number of the document: 53100
f) Trade discount applied : 3%g) VAT : 18%
2.6 Receipt
Activity 2.6
Analyze the case study below and answer on the questions:
As mentioned on the invoice above provided by the seller to its customer,
the buyer makes payment of the full amount of the invoice in cash, the seller
receives the paid amount. This payment is proved by a written document
provided by the seller and sent to the buyer.
a) What are the activities made by the two people?b) What is the document prepared and sent by the seller?
Receipt is mainly a document confirming that a payment has been received.
It is a written document triggered by the receiving of something of value from
a third party. This document acknowledges that the item has been received. A
receipt may contain the date of the transfer, a description of the item received,
the amount paid for the item, any sales tax charged as part of the transfer and
the form of payment (such as with cash or a credit card).
Receipts are usually associated with the delivery of goods or services from
a supplier. They can be used for several reasons, including the following:
1. To document the transfer of ownership to the buyer;
2. As a control, so that the buyer has proof of the amount paid;
3. To form the basis for an accounting entry to record the underlying
transaction;
4. To document ownership for insurance purposes;
5. As a proof of delivery from the supplier, in case goods are returned under
warranty;
6. To provide evidence that a sales tax paid as part of the transaction, so
that the buyer is not liable to pay a use tax.
The purposes of the receipt are many. First of all, it serves as accounting records.
Also, it gives the customer a written proof of the transaction in case they have a
claim in regard to the items being bought. Receipt can be issued to record that
something was transferred.
A receipt may be automatically generated by the seller (such as by cash register)
or under more informal of low-volume circumstances, a receipt may be producedmanually by the seller.
Application activity 2.6
1. What is the receipt?
2. State the importance of the receipt.
3. Draw up and fill in the receipt basing on the following data:
a) Name of the seller: BANANA GROWERS Company
b) Name of the buyer: NYIRANGARAMA Enterprise
c) Amount received: FRW19,458,200
d) Reason for the payment: goods supplied
e) Date of payment: 24th March 2022f) Number of the document: 1357
2.7 Cheque
Activity 2.7
Analyze the case study below and answer the following questions:
A number of people make transactions of depositing and withdrawing their
money to their bank account with a financial institution. Most of the time,
the depositing transaction is made between the financial institution and
any depositor to a specified bank account. The withdrawal transaction
sometimes involves paying attention because it may happen that it is not the
true beneficiary to receive cash from the bank. That is why the document
used to perform this transaction must contain full and correct information.
a) What are the activities made by the different people with the
financial institutions?
b) What are the documents used by the people at bank and thoseissued by the financial institutions to their customers?
A cheque is a written order from a bank current account holder, addressed
to his/ her bank to pay a stated sum of money to or to the order of the person
named on the order or to its bearer. Only a person operating a bank account
can use a cheque as a means of payment. The person writing the cheque,
known as the drawer, has a transaction banking account where the money is
held. The drawer writes the various details including the monetary amount, date
and the payee on the cheque and signs it, ordering his/ her bank, known as
the drawee, to pay that person or company the amount of money stated. The
cheque may also be defined as the negotiable instrument instructing a financial
institution to pay a specific currency from a specified transactional account held
in the drawer’s name with that institution. Both the drawer and payee may be
natural persons or legal entities. Cheques are important because they provide
alternative means of holding cash for the cash owner. A person cannot hold
money in the amount of millions. It would be too unsafe to carry or travel with
having money in bulk amount, in that case cheques provide easier and safer
medium to hold cash.
Cheques are a type of bill of exchange that was developed as a way to makepayments without the need to carry large amounts of money
A cheque must have at least the following items:
1. Drawer: the person or entity whose transaction account is to be drawn.
Usually, the drawer’s name and account is preprinted on the cheque and
the drawer is usually the signatory;
2. Payee: is the person or entity who is to be paid the amount;
3. Drawee: is the bank or other financial institution where the cheque can
be presented for payment. This is usually preprinted on the cheque;
4. Amount: the currency amount usually must be written in words and in
figures. The currency is usually the local currency, but may be a foreign
currency;
5. The word “cheque” in both text and title;
6. An order to pay a specified sum of money;
7. The place of payment;
8. Date of drawing;
9. Place of drawing;
10. The account number of drawer;
11. The signature of the drawer.
Types of cheques
There are various types of cheques which are used by the issuer according to
their requirements and terms of payments. Each type of cheque has its own
merits and demerits as per both drawers as well as drawee respective. Hence,
let us discuss each type of cheques along with their features and uses in brief.
Bearer cheque
The bearer cheques are those which can be redeemed in cash by anyone who
holds them or whose name is mentioned over the cheque. In other words, it is
negotiable financial instrument encased by anybody without endorsement who
present the cheque in the bank and doesn’t require identification as well and
this is because it is risky type of the cheque. Typically, such cheques are issued
by the owner to the most trustworthy and credible person or party. In case of
loss of bearer cheques, the issuer can cancel such cheque from the bank toavoid the risk of fraud
Order cheques
When the term bearer is strike-off (cancelled) by the issuer, such cheques are
converted into order cheque. Order cheques are payable to the specific person
whose name is mentioned on the beneficiary column or any other person who is
endorsed by the original beneficiary.
Self-cheque
Whenever the issuer or account holder utilizes his own cheque for self-payment
or withdrawal of money from his own account, such cheque is known as self
cheque. In the case of self cheque, the beneficiary column is filled by the term
“SELF” instead of any other person’s name. Self-cheques are usually present
by the owner for the purpose of immediate and big withdrawal funds instead of
other methods like ATM, etc.
Account payee/ crossed cheques
When the issued cheque is crossed twice with two parallel lines at its top corner,
then such cheque is converted into account payee cheque. An account payee
cheque is only payable into the bank account of the beneficiary. Such cheque
is considered the safest type of cheque and is used mostly during business
transactions by traders to pay the salaries of employees, due invoices and other
expenses.
Such cheques are also called “crossed cheques”, however, there are basically
three conditions of crossing as follows:
a) Whenever the cheque is simply crossed by two parallel lines at the
top corner such crossing can be termed as a general crossing. Such
crossing indicates that payment should be credited in a bank account
only whether in payee or anyone else account endorsed by the original
beneficiary.
b) If a cheque is crossed at the top corner by two parallel lines and at
the same time the term “account payee only” is also written between
such parallel lines, such crossing is known as Account payee crossing
which ensures the remittance of payment in the payee bank account
only.
c) If the drawer wishes to pay a certain amount in any specific bank only,
he/she can simply mention the name of the bank between two parallel
lines over the body of cheque which ensures that the payment will be
done in the bank account of mentioned banks only. Such crossing isknown as a special crossing.
Bankers cheque
The banker’s cheque is issued either by the bank itself or on the behalf of its
customers for the purpose of clearing various outstanding or payments like rent
payment, electricity charges, maturity payments etc. in other words, the drawer
of the banker cheque is the bank itself or any other person or entities and the
payee could be anybody like the person, firms, company, etc.
The payment of such cheque is guaranteed by the bank as unlike other types of
cheque, there is no need to deposit money to the issuer’s account. The banker
cheque cannot be transferred to anyone i.e. it is non-negotiable.
Travelers cheque
A traveler’s cheque is nothing but a cheque which is used by the individuals
during travelling abroad and don’t want to carry a huge amount (cash) with
themselves to avoid the risk of theft. Such cheques can be encased or used
for the payment purpose abroad by the owner where the foreign currencies are
exchanged/accepted.
Post-dated cheques
If a cheque is drawn by the drawer to pay a specific amount to any person/firm
on a future specified date, in this case, a post-dated cheque is issued. A postdated cheque ensures the payment on a future specified date only; this means
it cannot be encashed before the mentioned date.
Such cheques are used in the business where the goods or services are sold
on a credit basis, repayment of the debt, rent payment etc. a post-dated cheque
is also used as security during the delivery of goods from one party to another.
Blank cheque
A blank cheque is typically used during a business deal where a person of firm
signs a deal with the company for dealership/ invoices or any other services of
whenever the amount of funds and date of payment is not sure.
A blank cheque neither contains the date of payment nor the sum of money
which are generally filled by the beneficiary itself after a mutual discussion in
a future specified date. However, it is risky to issue a blank cheque; the issuer
generally mentions a maximum limit over such cheque to minimize risk.
Nominative cheque
Nominative cheque represents a document that someone (considered a giver
or issuer) uses to make a payment to another (called a bearer or beneficiary)
without to use cash. The beneficiary or favored of that payment is the legal or
natural person whose name is on it. The nominative cheque is characterized
because it stipulates an amount that the natural person of legal entity named in
it will withdraw from the issuer’s bank. It is to be cashed or deposited exclusively
by the payee who is explicitly named on the cheque.
It cannot be deposited into an account of a third person, other than of the
beneficiary. However, nominative cheque can be delivered or assigned to third
party through an endorsement. It must be taken into account that there are
nominative cheques that do not allow to be endorsed. If it is observed that the
cheque has a “to the order”, it means that it could be endorsed. On the contrary,
it cannot be endorsed if it has the stipulation “not to order”. In order to cash the
cheque, it must be presented at the bank, either to exchange it for cash or to
deposit it in an account in the name of the beneficiary, within a specified period
of time from the issue date indicated on the cheque.
The issue of the cheque may avoid or revoke it if the indicated period of time is
exceeded and the cheque has not yet been presented at the bank for collection.
Endorse a cheque.
Endorsement of cheque means giving signature for transferring. The word
endorsement came from Latin word “indorsum”. Here “In” means above and
“dorsum” means backside. Even in this electronic age, the cheque is still the
payment method used by many employers. To deposit or cash a cheque it must
first be endorsed. There are three basic types of endorsement:
a. Blank or general endorsement
A blank endorsement is made when the payee named on the cheque supports
it by putting his/ her name on the cheque; signing the back of the cheque
completes the negotiation that allows the transfer of the money ordered by the
cheque. A blank endorsement is the most common type of endorsement and is
the least restrictive, as it does not limit marketability. Anyone else can negotiate
a cheque with a blank endorsement.
b. Restrictive endorsement
A restrictive endorsement is made by writing “deposit only” on the first line of
the cheque and then signing the name below.
Restrictive endorsement limits marketability. “Deposit only” is the most common
form of restrictive endorsement and is used to avoid further negotiation of thecheque. A cheque with a restrictive endorsement can only be deposited into
account in the name of the signer. One of the ways for the casher to minimize
their risk of loss is by placing their restrictive endorsement on the cheque.
c. Special endorsement
A special endorsement allows a payee to make a cheque payable to another
person or entity. A cheque with a special endorsement is signed when you
want to deliver the cheque to someone else. It is different from a blank cheque
because the blank cheque can only be cashed or deposited by the person to
whom the cheque is being assigned. Make a special endorsement you must
write “pay to the order of [name of the person to whom the cheque will be
delivered]” and sign their name below.
Advantages and disadvantages of a cheque
Advantages
– It is more convenient than carrying cash around;
– Payments can be stopped if necessary;
– Cheques are safer crossed;
– One does not have to count notes and risk making counting mistakes;
– Cheques can be drawn anytime;
– Some are negotiable and can be endorsed in favor of a third party;
– They can be post-dated;
– hey can be traced if lost;
– They can be posted cheaply;
– The customer is sent a statement at the end of each month.
Disadvantages
- Cheques are not legal tender and other creditors may refuse to accept
them;
- They may be valueless if the drawer has no funds on his/her account;
- Depositing cheque into an account is time consuming;
- Cheque can be tampered with or forged by changing the figures;
- Cheques are not suitable for small amounts;
- People without bank account will be inconvenienced by crossed cheques;- Bank charges are levied on cheque books and dishonored cheques.
Dishonoring a cheque
When a person presents a cheque in a bank and the bank refuses to make
payments as instructed, then we say that the cheque has been dishonored. In
most cases, we say the cheque bounced.
Reasons for dishonoring a cheque:
- When a cheque is not properly dated;
- When a cheque is damaged i.e. some parts missing and can’t be read;
- When it has been altered with some information changed;
- When it’s stale cheque i.e. more than six months old;
- If it is a post dated cheque i.e. if the date is a future date; e.g. a cheque
dated 25th March 2022 and presented 20th March 2022;
- When the amount in figures differs from the amount in letters (in words);
- Insufficient funds on the drawer’s account (cheque without provision);
- When the account from which the cheque is issued has been already
closed;
- Missing items on the cheque;
- Signature is not matching, i.e. if the signature differs from the specimen,the bank will suspect that it is forged.
Application activity 2.7
1. What is a cheque?
2. State the importance of a cheque.
3. What are the main items of a cheque?
4. List out the types of a cheque
5. Distinguish different forms of cheque endorsement
6. State some advantages and disadvantages of using the cheque.
2.8 Credit note
Activity 2.8
Analyze the case study below and answer the questions:
BANANA GROWER Company, the supplier of green and yellow banana to
NYIRANGARAMA Enterprise supplied the stated items to its customer. At
delivery, the customer finds that some items don’t match with the order and
decides to return them to the supplier. On its return, the seller accepts the
return of the returned items and draw up document as an evidence of this
transaction.
g) What are the activities made by the two people?h) What is the document prepared and sent by the receiver (buyer)?
Credit note
A credit note, also known as a credit memo, is another document originating
from the seller to the buyer. It is used to correct an overcharge on an invoice or
to certify the credit of set-off the return of goods by the seller. Where returns
goods to the supplier, his/ her liability is reduced and in this case the customer
should send back the goods, accompanied by a goods returned note, where
purchases return and consequently ask for a credit note from the supplier.
Credit notes issued during the period provide information on goods that have
been returned by the customer of sales returns, allowances for overcharges,
rebates, etc. and this information is recorded in the relevant books of account
for the period. By issuing a credit note, the seller promises to pay back the
reduced amount or adjust it in a subsequent transaction.
The various reasons for the credit note may include the following:
1. Sales return or certain goods or services rejected by the recipient;
2. Goods damaged in transit of in some other way;
3. Error in the price of goods or services in the original invoice;
4. Over payment by the recipient on the original invoice;
5. When the available discount has not been applied at the time of
preparation of the invoice;6. When the seller wants to cancel a payment pending from the buyer
Application activity 2.8
1. What is a credit note?
2. State the importance of a credit note.
3. Draw up and fill in a credit note basing on the following data:
a) Name of the seller: BANANA GROWERS Company
b) Name of the buyer: NYIRANGARAMA Enterprise
c) Items returned/ damaged:
– 50 Kg of green banana for FRW 500 each kg
– 20 Kg of yellow banana for FRW 600 each kg
d) Issuance date : 24th March 2022e) Number of the original invoice: 53100
2.9 Debit note
Activity 2.9
Analyze the case study below and answer on the questions:
BANANA GROWERS Company, a supplier of green and yellow banana
of NYIRANGARANA Enterprise, forgot to charge to its customer the cost
of transportation of the supplied items. It informs to the buyer the reason
of charging this cost through a written document. On its turn, after being
informed, the buyer accepts to pay this cost.
a) What are the activities made by the two people?b) What is the document prepared and sent by the seller)?
A debit note is a document sent by the seller to the buyer to correct an undercharge
in an invoice. The effect of the debit note is to increase the customer’s account.
Debit notes provide information to correct undercharge on goods or in respect
of other charges and this information is then recorded in the relevant books ofaccount.
This note is issued by the in goal to:
i) Rectify a favorable mistake to buyer which it has been clearly fixed only
after the sending of an invoice.
ii) Request additional payment as interests due a delay period made by the
buyer in the payment of this invoice
iii) Charge the customer who fails to return the packaging cases or containers
not charged for in an invoice.
Incoming debit notes are received from creditors, outgoing debit notes are sentto debtors
Application activity 2.9
1. What is the debit note?
2. State the importance of the debit note.
3. Draw up and fill in the debit note basing on the following data:
i) BANANA GROWERS Company sent a debit note concerning
the transport cost to NYIRANGARAMA Enterprise for goods
supplied on 24th March 2022
ii) The transport cost is amounting to FRW 50,100 and were not
charged to the customer at the moment of issuing the invoice.
iii) Issuing date: 25th March 2022iv) Number of the debit: 202020
2.10 Petty cash voucher
Activity 2.10
NYIRANGARAMA Enterprise operates a number of transactions; the
cheque became a very important means of settling its business accounts,
such that most payments requiring sums of money are made by cheque.
Nevertheless, there are certain accounts that require small amounts for
settlement. Expenses for the kitchen, cleaning, postage etc. are settled by
small amounts of money which usually are not done by cheque. Sometimes,
items like stationery, travelling expenses, small ledger accounts, advances
to casual workers, etc. are required urgently and the procedure for preparing
a cheque for the purpose is rather long. The alternative is to keep some
cash to meet such minor and urgent payments. The amount of cash kept in
the office to meet minor and urgent expenses is called petty cash, float or
imprest. The clerk in charge of handling petty cash payments is known as
a petty cashier.
a) From the case study above, state the source document which is
required.b) Give its format
A petty cash voucher is an accounting term used to describe the form that is
used to record the transactions taken from a petty cash funds.
The petty cash voucher is a specially designed form used by a petty cashier. It
states the nature of payment, the amount, date, the authority for the payment
and the person to be paid to. It also acts as evidence for receipt of such cash
as the recipient must sign it immediately after receiving the cash. It should be
numbered serially. Petty cash vouchers are used as a source of information for
recording the petty cash book, which records petty cash transactions.
Petty cash voucher has on it the following features:
a) Space for the date transactions are made;
b) The amount of money disbursed;
c) The name of the person being given the money;d) The reason why the money was given out;
Importance of the petty cash voucher
There are so many reasons why petty cash voucher is very important in many
businesses. The following are the major reasons why the petty cash voucher is
vital:
a) These vouchers help to financially control the petty cash accounts in
order to make sure that no one can abuse or mismanage the funds in
the petty cash fund
b) It can provide solid evidence when it comes the reconciliation of theamount of cash that is left in the petty cash fund
Application activity 2.10
1. What is a petty cash voucher?
2. State the importance of a petty cash voucher.
3. Draw up and fill in a petty cash voucher basing on the following
data:
– Company name: NYIRANGARAMA Enterprise
– Purpose of expenditure:
• Travelling expense: FRW 30,000
• Kitchen expenses: FRW200,000
• Cleaning expenses: FRW 150,000
• Casual labor expenses: FRW 45,000
– Beneficiary name: KEZA– Date of payment: 26th March 2022
Note that the above list does not exhaust all the source documents that you will
find in a business or any other organizational setting. Examples of other source
documents not described in details include quotation, statement, remittanceadvice and many others.
End of unit assessment
1. What is a source document?
2. Explain concisely the following terms:
(i) invoice
(ii) credit note
(iii) debit note
(iv) cheque
(v) receipt
(vi) purchase order
3. Among the documents commonly used in business are as follows:
– Cheque
– Petty cash voucher
– Debit note
Required: list under each of the above headings the details information
to describe the document
4. Explain briefly but concisely the following business terms:
a) Delivery note
b) Goods received note
5. What is the primary function of a sales invoice which a customer has
received from a supplier:
a) It is a receipt for money paid;
b) It is a demand for immediate payment by the supplier;
c) It is a record of goods purchased by the customer;d) It is a demand for payment within an agreed time from the supplier
6. Which of the following correctly describes the function of a credit
note issued by a supplier to one of its customers?
a) A demand for payment;
b) An agreed allowance which can be deducted from the nest
invoice payment;
c) A loan available to the customer;
d) A document used by the supplier to cancel part or all of a
previously issued invoice
7. Which of the following correctly describes the term “debit note”?
i) It is issued by a supplier to a customer to demand payment in full
for goods supplied
ii) It is issued by a supplier to the customer to correct an undercharge
iii) It is issued by a customer when goods are delivered
iv) It is issued by a customer to a supplier to cancel an invoice
received
8. The following transactions took place in the business of KALISA
Company, a sole trader. On 1stJanuary 2022, purchased the
following foods on credit from KARAKE Company, a sole trader:
i) 5,000 kg of sugar at FRW 1,500 each
ii) 15,000 kg of beans at FRW 700 each
iii) 50,000 kg of rice at FRW 1,200 each
You are required to design the appropriate source document from which
the above transactions were extracted, indicating the amount of money that
was actually due for payment considering that :
• Trade discount applied is 5%
• VAT applied is 18%• Number of the document: 505050