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Most Important Accounting Documents Checklist - PDF.co
TOP-20 Important Documents in Accounting
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If you handle accounting, you must have noted that some documents always crop
up in your reports. When accounting, we record financial transactions, analyze them,
and make reports.
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(PDFlite)
The importance of accounting to a business cannot be overemphasized more,
especially as oversight agencies and tax authorities need these financial statements
for various reasons.
Here are things to cover in this article:
1. TOP-20 Accounting Documents
2. How to Automate Extraction from Receipts
3. Important Tips for Handling Accounting Documents
4. FAQ about Accounting Documents
Knowing what documents to use is just one part of the bigger picture. Here we
compile a list of the most frequently used documents in accounting.
TOP-20 Accounting Documents
1. Cash Memo
Businesses use cash memos as source documents. It is here that we record all sales
and purchase transactions. It is one of the most recurrent accounting documents,
which a business gives when it makes cash sales or receives in case of a cash
purchase.
The cash memo contains details such as the number of sales, price of goods,
applicable discount, and sales tax. Transactions in the cash memo go into the book
of accounts and the auditor will always look to cross-reference the cash book and
the cash vouchers.
2.ThisInvoice
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prepares a sales invoice. It details the transaction in terms of the number of goods
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sold, the price per item, and the total amount sold. The same applies to purchases.
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Invoices usually are written in duplicate, with the main (original) copy given to the
buyer while the seller keeps the duplicate.
An invoice becomes a bill when the buyer or purchasing entity receives the original
invoice copy.
3. Receipt
Businesses use the receipt as proof of payment for goods and services. It is a source
document that a seller prepares on account of receiving cash from a second party.
Also prepared in duplicate, the original copy goes to the person giving out cash or
paying. The seller keeps the duplicate as a record of the transaction and will show
payment details including name, date, the total amount paid, and type of payment
(cash/cheque).
4. Pay-in-Slip
The pay-in-slip is a proof of transaction document received from a bank for
depositing money into a bank account.
The process involves filling up a form at the bank, with details of the depositor, date
of transaction, and amount deposited.
Pay-in-slip must be signed by the bank clerk with the official bank stamp on the
counterfoil. Bookkeepers use the pay-in-slip counterfoil as a source document for
recording the transaction.
5. Cheque
The cheque is one of the most used financial accounting documents. The document
is used for financial transactions and is payable once presented to a specified
banker. The cheque is an unconditional order in which an entity signed signs
directing the banker to pay a certain sum of money. The payee is the person whose
details appear on the instrument.
Cheques can be “crossed” which means the cheque is payable to the account of the
payee only.
6. Debit Note
We use the debit note as an evidence document. The note is sent to an individual or
business against which we have the debit. Businesses draw debit notes against
entities from which they anticipate recovering certain amounts of money. For
example, if you draw a debit note to a supplier, you expect them to return defective
or damaged goods.
Businesses also use a debit note in cases where there is an overpayment. You must
indicate all the necessary details in a debit note, including the date and amount
debited.
7. Credit Note
Businesses use a credit note to show that they have credited a given party as
indicated on the document. The document is written, for example, to a purchaser to
show that the business has credited that transaction in their books.
You can prepare a credit note in case you make a payment that turns out to be less
than it should have been.
Details are like in a debit note. However, easily be distinguished between the two by
the
red ink used to write the credit note.
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Ayou
voucher
is a business document that records what type of transaction is to be
recorded in financial books. Vouchers are prepared using
OK source documents and
identify transactions as debit and credit.
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There are two types of vouchers:
Cash Voucher
Non Cash Voucher
Cash vouchers include receipt and cheque payments while non-cash vouchers
involve debit note and credit notes.
9. Remittance Advice
We use the Remittance Advice to detail payments sent to a supplier, including
whether it’s an invoice or offset credit note. And if the customer is paying with a
check, the remittance advice will be sent along with the check. In that regard,
remittance advice is different from a payment receipt, since it originates from the
customer.
10. Account statement
This is a document sent out by a supplier to a customer listing the transactions on
the customer’s account, including all invoices and credit notes issued and all
payments received from the client.
TOP-10 Important Documents in Accounting
11. Quotes
When sourcing for goods or services, a business will often seek price quotations
from different suppliers. The suppliers will send their quotes, in which they describe
their products or services, pricing, and delivery terms.
Once the business checks the quotes and selects the best quote, the suppliers will
receive a purchase order, based on their quote. In turn, they will supply the goods or
services, and then send a purchase order.
During audits of accounts, auditors and tax agents often ask for supplier quotes, to
look for signs of fraud. Quotes as source documents are therefore important to the
accounting department.
12. Orders
Order documents are sent by the business to a supplier. They bear the description
of the products or services, but may not include prices. That’s because a business
may want to order supplies, but may not have the updated price list.
However, they are important because the goods delivered or services provided must
match the specified requirements in the order documents. An order document can
be as simple as an excel page with a list of items, along with a short description.
13.
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The goods received note indicates who delivered the goods, who received them, the
superficial condition of the goods, and their quantity. The goods received can be
used to track inventory, and therefore streamline accounting work.
14. Material Received Note
For manufacturing businesses that receive materials from suppliers, they use a
material received note to keep track of their material inventory received. That note
details the name of the supplier, the name of the delivery person, what was
received, its quantity, date, and inventory location.
It also includes the name of whoever received the goods into the warehouse, their
signature, and date. It may also indicate the condition of the received materials.
15. Goods Dispatch Note
When a supplier makes a delivery, the goods are accompanied by a goods dispatch
note. That document details what is being delivered, who delivered it, and who
received it. Often the receiver has to sign it, indicating they accepted the goods.
The goods dispatch note can be used to back up invoices, or claims of undelivered
goods. In that regard, it helps the accounting department do a follow-up on invoices
and debts.
16. Sales Order
When a supplier receives a purchase order from a customer, they will create an
internal sales order. The sales order is then sent to the sales team, for the sales
team to arrange for the delivery of goods.
A copy of the sales order is also sent to the warehouse, to help with inventory
management. In that regard, sales orders help the accounting team to coordinate
with the sales team.
17. Purchase Order
A purchase order is a document that a buyer prepares and sends to a seller or
supplier when they want to purchase goods or services. This document usually
contains a detailed order request for the supplier to go through to ascertain if they
can supply the requested goods. The company that makes use of a purchase order
provides a significant amount of control over how they spend their money by
creating a seamless and transparent method of requisition.
Once a purchase order is received by a supplier, it gives them the necessary
information to decide if they can fulfill what is required by the customer. As a result,
this document significantly reduces the chances of incorrect or incomplete
fulfillment of orders.
18. Employee Time Sheet
Employee timesheet is an important accounting document that must be used by any
serious business that employs staff. This document allows a business to keep track
of the amount of time spent by staff working each day. The employee timesheet is
typically a document, which presents time logs in a tabular format, either physically
or digitally. This document is critical in ensuring that employees are accurately
compensated for the work they do without short-changing the business. Therefore,
a well-managed employee timesheet ensures productivity and allows a business to
manage its finances efficiently and effectively.
19. Packing Slip
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A typical packing slip may include shipment details such as stocking keeping
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number, dimensions of the package, the weight of the package, and unit number.
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The information that is included on a packing slip helps the accounting department
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to get the actual number of items that have been shipped. Likewise, it ensures that
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the right shipment has been made. Once a shipment has reached its destination, the
recipient can easily compare the packing slip against the received items to ensure
the right items have been received.
20. Deposit Slip
A deposit slip is a document that is invaluable for the management and control of
transactions within a bank as it makes accounting easy. When an individual goes to
deposit money in cash or as a cheque into a bank, the teller usually hands them a
deposit slip to fill. Information such as account name, account number, amount of
money in cash or as a cheque, and more must be written when filling the deposit
slip. Once the slip is filled and submitted, a receipt is presented to the depositor and
a deposit slip is filed away to facilitate recordkeeping.
How to Automate Extraction from Receipts
1. Check Out a Sample Scanned Receipt
2. Setup PDF.co
3. Choose Document Parser Configurations
4. Run & Test Document Parser
5. See the Parsed PDF Result
6. Template Creation Guide
Step 1: Check Out a Sample Scanned Receipt
In this little guide, you will learn how to automate text extraction from scanned PDF
receipts with the help of PDF.co and Zapier integration. It can be handy when you
have tons of receipts every day.
All the data will be extracted from this scanned PDF receipt except for the addresses.
If you want to join the process, see the receipt sample here and the template here.
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Sample Scanned PDF Receipt
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Step 2: Setup PDF.co
Initially, a scanned PDF receipt is stored in the Google Drive folder. If you need to
learn how to set up this step, go here.
We will jump straight to the Action Step. Kindly choose PDF.co as the App and the
Document Parser as the Action Event.
Step 3: Choose Document Parser Configurations
Here’s how you can set up the Document Parser.
Select the scanned PDF receipt link in the Input field.
Enter the ID for the receipt’s template in the Template Id. We have a separate
tutorial on how to create a template below.
Step 4: Run & Test Document Parser
Let’s run & test our configuration at PDF.co. If the test runs successfully, it means
that we set everything up correctly.
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Step 5: See the Parsed PDF Result
Great! PDF.co processed our request successfully and returned the parsed text from
the scanned PDF receipt.
Parsed Text From Scanned PDF Receipt
Step 6: Template Creation Guide
Here you will find out how to create the template for this specific scanned PDF
receipt.
First of all, go to your PDF.co account and click on the Document Parser. On the top,
you can do a right-click on the New Template link to open the Online Template
Editor. Here’s a direct link https://app.pdf.co/document-parser/templates/new
Secondly, click on the Load Test PDF or Image button to open the scanned PDF
receipt. One of the options is to copy and paste the sample template in this folder in
the Edit Template to run the template straight away or start from scratch.
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After that, just click on the +Add Object button and choose the Add FIELD based on
TEXT SEARCH. It will parse all the non-table text such as Company Name, Receipt #,
etc.
To get the Company Name, we can use the $$funcFindCompany special function.
This will locate the first company name that it finds in the document. This can be
added in the Expression field. Don’t forget to check the Regex box every time you
use the macros, special functions, and regular expressions.
To get the Receipt #, add RECEIPT{{Spaces}}#{{Spaces}}(?<value>
{{AnythingGreedy}}) in the Expression field and check the Regex check box.
Getting the Bill To name and Ship To name is a bit complex. You can use
{{LineStart}}{{Spaces}}(?<value>{{SentenceWithSingleSpaces}})
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{{Spaces}}{{SentenceWithSingleSpaces}}{{Spaces}}RECEIPT
DATE
to getthat
the
useTo
of their
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Bill
name
andPlease
{{LineStart}}{{Spaces}}{{SentenceWithSingleSpaces}}
you consent to our cookies.
{{Spaces}}(?<value>{{SentenceWithSingleSpaces}}){{Spaces}}RECEIPT
DATE
to get the Ship To name.
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To get the table items, we will use the ADD TABLE field based on TEXT SEARCH
object. Add the following to the Expression field to get all the items and click the Run
Template button to see the result.
{
"start": {
"expression": "QTY{{Spaces}}DESCRIPTION",
"regex": true
},
"end": {
"expression": "Subtotal{{Spaces}}{{Number}}",
"regex": true
},
"row": {
"expression": "{{LineStart}}{{Spaces}}(?{{Digits}})
{{Spaces}}(?{{SentenceWithSingleSpaces}}){{Spaces}}(?{{Number}})
{{Spaces}}(?{{Number}})",
"regex": true
},
"columns": [
{
"name": "qty",
"dataType": "integer"
},
{
"name": "description",
"dataType": "string"
},
{
"name": "unitPrice",
"dataType": "decimal"
},
{
"name": "amount",
"dataType": "decimal"
}
]
}
The template can be saved, and you can get the Template ID by clicking on the Save
Template and Return button.
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Documents
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After
knowing the most important accounting documents, a seller has to understand
how to use them to get the best results. Some of these
OKdocuments act as proof of
sales, and therefore, they should be perfect when the controlling agencies come
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asking for them. Additionally, accounting documents can be changed at any time, so,
a seller should know how to update them with the required details. However, as long
as one understands the accounting process and knows how to meet local laws’
requirements, everything will be fine. The following tips can make the handling of
these documents easier.
Always Keep an Electronic Copy of Accounting Documents
After preparing cash memos, receipts, and other documents in accounting, a seller
should create an electronic copy too. Nowadays, it is easy to manage electronic
copies because they do away with the clumsiness associated with hard copies. For
instance, they can be retrieved with ease, and they can be stored more safely.
They will help to clear the office of too many documents that may no longer be
useful. However, the most significant advantage of electronic copies is that they act
as a backup for the rest of the records. If the hard copy gets lost, it can be retrieved
and printed. Therefore, these copies will help to solve disputes in the absence of
hard copies too.
Be Thorough with Financial Accounting Documents
The documents used in accounting require data from various sources, and it is used
for specific purposes. For example, cash memos are filed with data regarding the
sold items. Because of that, the seller has to ensure that all details are captured in
the documents. It becomes even more important when these documents are used
as proof of sales.
In that case, the seller will be in a difficult spot if they do not thoroughly check the
details. A look at the accounting document list shows that each one needs to capture
data for specific purposes, and it is good to keep it in mind when using them.
Use a Variety of Business Documents in Accounting
The diversity of accounting documents is an indication that a seller should not rely
on one option. If one knows the importance of source documents in accounting,
they would know that using them in different forms can bring lots of benefits.
For example, when working with various types of cash memos, it will be easy to
identify the one that captures sales data best when there is a variety. When using a
receipt as a source document, you may want to know if there is a type that captures
more details than the others.
Also, consider consulting a professional accountant when working with accounting
documents.
An expert knows how to identify errors and inconsistencies, and they will help fix
them to make financial statements accurate. It is more important when doing it for
tax compliance purposes.
In addition to that, accountants know what the authorities look for when they ask for
financial information, and so, they will help business owners to avoid fines and other
penalties.
FAQ about Accounting Documents
Source Document in Accounting
What is a Source Document in Accounting?
In accounting, a source document is created when a business spends or receives
money.
An example
ofCookies
a source
document
is acontent,
receipt,
bill,traffic,
statement,
invoice,
check, display ads. We also share information about your use of
This website
uses cookies.
are used
to personalize
analyze
provide social
media features,
purchase
any
other transaction
document.
our site withorder,
our socialand
media,
advertising
and analytics partners
who may combine it with other information that you have provided to them or that they have collected from your
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Which is not a Source of Document?
you consent to our cookies.
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Any document that does not have original transaction details is not a source
document. That’s the case with any document whose transaction details were
extracted from another transaction document.
For instance, a cash memo is not a source document because its details are
extracted from receipts, bills, and invoices.
Source Documents Required for Accounting
There are eight types of source documents required for accounting when a
transaction occurs. They are used to generate a paper trail, which makes it easy to
audit business transactions and keep track of sales and expenditures.
These source documents of accounting are quotes, purchase orders, delivery
dockets, sales and purchase invoices, debit notes and credit notes, checks, payment
advice, and receipts.
An Important Production Document is a Route Card
A route card or route sheet is one of the most important production documents.
Businesses use it to outline the manufacturing operations in a specific sequence and
the machines that are used in each of the listed operations.
The document also lists the department in which the production will occur and the
next department the product will move to for the next operation. The other
production documents are design sheets, a list of materials, and control charts.
Most Important Document of a Company
The most important document of any company or business is its memorandum of
association. It guides and defines a company’s operations, indicating what the
company can and cannot do.
Therefore, this being the most important document of a company means
institutions such as banks and investors can request a company’s Memorandum of
Association before they start a business relationship with it.
Documentation – Document Preparation Process
The process of preparing a document is called documentation, and businesses need
it because their documents are often reviewed, edited, and approved by more than
one person.
A documentation process helps to save time by eliminating missteps and confusion
among the parties involved in creating the business’s documents.
The most common steps involved in the documentation process include setting the
stage for creating a new document, initial drafting, interim drafting, and final
drafting of the document.
Customer Payment Receipts and Transaction Record
Document type for customer payment
When a customer makes a payment, they are issued with a receipt. The receipt
acknowledges the payment received, and it includes the transaction details. Often it
is issued after a customer pays an invoice with cash.
When does an accountant record a transaction?
An accountant records a transaction when the business receives funds or spends
funds. And if the company wants to create a cash flow statement, balance sheet, and
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income statement, then the accountant has to create a double-entry accounting.
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A seller or buyer can create a debit note. Sellers use debit notes to inform buyers
how much debt they have. The seller will include information about an upcoming
invoice or funds due.
For a buyer, they can create a debit note when they return goods they received on
credit. In that case, it will include an inventory of returned goods, the reason for
their return, and anticipated credit.
Documents Used for Timekeeping
A time sheet or timesheet is a document used for recording the time workers spend
on each task. Traditionally, it was a sheet of paper with data recorded in a tabular
format. Today most timesheets are in digital format.
Financial Documents List
Financial documents show the source of a company’s money, how the money was
used, and where the money is now. Here is a list of financial documents that are
most important for businesses.
Balance sheets
Income statements
Cash flow statements
Statements of shareholders’ equity
Cash Memo in Accounting
Businesses use a cash memo to track receipts and payments for business-tobusiness transactions and for business-to-consumer transactions. It is a legal
document, and it is the equivalent of an invoice copy. You can use a cash memo to
verify cash sales, pay taxes, and reconcile accounts.
Conclusion
Accounting documents play a critical role in the handling of business transactions
and the preparation of financial statements like the income statement and balance
sheet. They are also needed for compliance and tax records. Businesses are now
automating many of the accounting processes, and the software a business chooses
could be a great addition to keeping financial records.
Related Pages:
Accounting vs Auditing
All About Accounting: Basics Tutorial
How to Perform a Company’s Financial Audit in 2022
Learn About Big Four Accounting Networks
Learn About Tax Preparation Process
TOP-10 Accounting Firms in 2022
TOP-10 Best Software to Optimize Accounting
Top-10 US Tax Forms in 2022 Explained
TOP-15 Interview Questions for Accountants
TOP-20 Important Documents in Accounting
TOP-60 Accounting Terms: Complete Terminology
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