A receipt voucher is a document that serves as an acknowledgment of receipt. It is issued in two copies, one for the buyer and the other for the supplier. The copy intended for the supplier is also called a delivery note. The receipt voucher is often used in business-to-business transactions. How to create a receipt voucher? To find out, read on.
The information that must be included in a receipt voucher
As a reminder, the receipt voucher is a document that is normally issued by the company providing a product or service. In this case, here are the details that must appear on it:
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- the contact details of the company or supplier;
- the date of the transaction;
- the list of products or services provided;
- the amount of the transaction;
- the payment method.
These are the essential elements that must be included in such a document. Regarding the supplier’s contact details, this includes the name, address, phone number, and email address (if possible) of the company.
As for the list of products or services sold, it should be followed by a brief description of them along with their quantity. The total amount must be detailed to include the net amount, VAT, and any discounts. Furthermore, it should be noted that the receipt voucher does not replace the invoice and therefore cannot generate payment.
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How to verify the validity of a receipt voucher?
Before validating a receipt voucher by signing it, the person receiving the goods checks if the receipt voucher matches the purchase order. Indeed, a purchase order always precedes a receipt voucher.
So, if after verification, both documents are consistent, the person receiving the goods can now sign the receipt voucher.
In cases where the two documents do not match, the client can raise a reservation. This should be done by carefully noting the anomaly on the delivery note. This could involve, for example, an incomplete delivery, a damaged delivery, etc.
However, once the client signs the delivery note, this constitutes acceptance of the goods, and they therefore keep their signed receipt voucher. Additionally, you should know that this document can be issued on paper or on a digital medium. In both cases, the verification and validation procedure is the same.
The advantages of the receipt voucher
The receipt voucher is beneficial for both parties.
The advantages of the receipt voucher for the supplier
For the supplier, the receipt voucher indicates whether a product has been delivered or not. This helps avoid errors when counting stock and allows selling other products that are no longer in stock.
The advantages of the receipt voucher for the buyer
On the buyer’s side, the receipt voucher is a supporting document that allows accounting to clarify an expense. The receipt voucher serves as proof of purchase. It also helps reconcile the transaction when the assets are received.