The sales office – Part 11
IN THIS week’s lesson, we will look at documents used in the sales office. Be sure to familiarise yourselves with these documents.
CATALOGUE AND PRICE LISTS
Products and services offered by an organisation are listed in a catalogue or inventory, with each item having its own reference number. Both the catalogue and the price lists are used by the sales staff and the customers.
The price list is usually put in the catalogue or as a separate document. The price list should indicate the basic price and any tax. So as to ensure that the list is accurate, it should be updated regularly.
LETTER OF ENQUIRY
A potential customer sends a letter to a supplier, making queries about the price of goods, availability of goods, cost of delivery, and terms of sale.
QUOTATION
Quotations are sent in reply to a letter of enquiry and tell the customer how much the goods or services will cost, and the terms on which payment may be made. Some organisations offer discounts to customers who buy in large quantity. Trade discounts are offered to people in the same trade, who will need to ‘mark up’ the goods (add more to the price at which they bought them) before passing them on to their own customers.
ORDER
If the customer feels that the quotation is reasonable, he sends his order into the sales office where details are checked and the availability of goods verified.
INVOICE
This document gives details of goods sent to the customer and is sometimes sent along with goods. It states: Quantity of goods supplied, description, unit price, total amount owed, any discount offered.
CREDIT NOTE
If the goods sent to a customer are not those required, or if the goods were overcharged, then the customer is entitled to credit. A credit note is then issued showing the details.
DEBIT NOTE
Where the customer is undercharged, either in error or because of price change, then a debit note must be sent.
DELIVERY NOTE
This accompanies the goods. It gives the name and address of the recipient, the quantity and the description of the goods. On arrival, goods must be checked and signed by the recipient, acknowledging receipt of goods.
For the job in the sales office to be executed expeditiously and accurately, the following pieces of equipment are most important:
EQUIPMENT
Add-listing machine i. Performs accurate calculations.
ii. Gives a printed record of the figures and the total.
iii. Useful for cross-checking and verifying figures.
Computer i. Used for storing data. ii. Used for processing data. iii. Makes payroll calculations. iv. Keeps check of stock. v. Generates statements. vi. Sends documents as email/fax.
Facsimile (Fax) i. For transmitting documents. ii. May be used internally or overseas. iii. It is a hard copy, used as supporting evidence and can be filed.
Photocopier i. Produces copies of original documents and has the capacity to copy a number of pages in a few seconds.
Can you think any other equipment in this department?
God bless you.
Hyacinth Tugman is an independent contributor. Send comments to kerryann.hepburn@gleanerjm.com.