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Ledger accounting and double-entry bookkeeping
Business transactions and
documentation
The table below summarises the main types of business documentation and sources
of data for an accounting system together with their content and purpose.
Documentation Contents Purpose
Quotation Quantity/description/details of To establish price from various
goods required suppliers.
Purchase order Details of supplier, e.g. name, Sent to supplier as a request
address, quantity ordered, price, for supply.
terms and conditions etc.
Sales order Quantity/description/details of Cross checked with order
goods required and price. placed with customer. Sent to
stores/warehouse to process
the order.
Dispatch note Details of supplier, e.g. name and Provided by supplier.
(GDN) address. Quantity and Checked with goods received
description of goods. and purchase order.
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