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Pro forma invoices






 

'Pro forma' means 'for form's sake'. A pro forma invoice is used:

To cover goods sent 'on approval' or 'on consignment'.

To serve as a formal quotation.

To serve as a request for payment in advance for goods ordered by an unknown customer or a doubtful payer.

Where the value of goods exported is required for customs purposes.

 

Pro forma invoices are not entered in the books of account and are not charged to the accounts of the persons to whom they are sent.

Covering letter with invoice

It is not normally necessary to send a covering letter with an invoice, partially when the invoice is sent with the goods. If the invoice is sent separately a short but polite covering letter may be sent with it.

 

JOHN G GARTSIDE & CO LTD

Albion Works, Thomas Street

Manchester M60 2QA

Telephone 0161-980-2132

 

INVOICE

 

Johnson Tools & Co Ltd Your order no: AW 25

112 Kingsway Date: 18 August 19—

LIVERPOOL L20 6HJ Invoice no: В 832

Quantity Item(s) Unit Price Total £
10 21 12 Polyester shirts, small 15.00 150.00
  Polyester shirts, medium 16.00 336.00
  Polyester shirts, large 17.25 207.00
      693.00
  VAT(@ 17.5%)   121.28
  One case (returnable)   13.25
  Terms 2/4% one month   827.53

 

E& OE Registered in England No 523807

 

Invoice

The invoice informs the buyer of the amount due for goods supplied on credit.

VAT: Value Added Tax. A tax on goods and services, payable to HM Customs and Excise.

E & OE: Errors and omissions excepted. This statement reserves the supplier's right to correct any errors which the document may contain.

(a) Non-regular customer

 

Dear Sir/Madam

 

YOUR ORDER NUMBER AW25

 

We are pleased to enclose our invoice number В 832 for the polyester shirts ordered on 13 August.

 

The goods are available from stock and will be sent to you immediately we receive the amount due, namely £ 312.28.

 

Yours faithfully

 

(b) Regular customer

 

Dear Sir or Madam

 

YOUR ORDER NUMBER AW 25

Our invoice number В 832 is enclosed covering the polyester shirts ordered on 13 August.

 

These shirts have been packed ready for despatch and are being sent to you, carriage paid by rail. They should reach you within a few days.

 

Yours faithfully

DEBIT AND CREDIT NOTES

 

If the supplier has undercharged the buyer a debit note may be sent for the amount of the undercharge. A debit note is in the nature of a supplementary invoice.

If the supplier has overcharged the buyer then a credit note is sent. Credit notes are also issued to buyers when they return either goods (as where they are unsuitable) or packing materials on which there is a rebate. Credit notes are usually printed in red to distinguish them from invoices and debit notes.

 






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