Lesson Notes By Weeks and Term - Junior Secondary School 2

OFFICE DOCUMENT

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FIRST TERM

SUBJECT: BUSINESS STUDIES 

CLASS: JSS 2

REFERENCES:

  • Business Studies for JSS Bk 2 By O.A. Lawal et’al Publisher: Longman
  • WABP Business Studies for JSS Bk 2 By Egba T. Ehiametalor etal Publisher WABP
  • Business Studies Work Book for JSS Basic 8 By S. Okioyemi   
  • Macmillan JSS 2 Business Studies By Awoyokun A.A et’al.

 

WEEK THREE

TOPIC: OFFICE DOCUMENT

CONTENT

SALES AND PURCHASE DOCUMENT

  1. Letter of Enquiry 
  2. Catalogue 
  3. Quotation
  4. Price Current 
  5. Order etc.

OFFICE DOCUMENT

Office documents are official papers used in transaction of business between one organization another.

They are used to facilitate sales and purchase of items.

Office documents can be classified into (i) sales documents and (ii) purchase documents.

  1. Sales documents contains information about goods sold.
  2. Purchase documents contain information about goods bought.

 

Types of office documents are:

  1. Letter of Enquiry 
  2. Catalogue 
  3. Quotation
  4. Price Current 
  5. Order etc.
  6. Statement of account
  7. Consignment Note
  8. Bill of Lading etc.

 

SALES AND PUCHASE DOCUMENT

In the course of buying and selling of goods and services, these are lots of documents that must be involved for the following purposes. They include:

  1. Record Keeping    
  2. Documenting evidence of transactions between the buyer and sellers

iii.    Valid contract.

 

Sales documents: These are documents used in keeping records of all sales transactions. They keep record of what is sold either in cash or credit. Examples are invoice, debit note, credit note, quotation, , price current etc.

 

Purchase documents: These are documents used in keeping records of purchases in the organization.e.g order note,enquiry note etc.    

  1. Letter of Enquiry: A letter of enquiry is sent to the seller by the buyer asking for information about goods that are available for sale.
  2. Catalogue: A catalogue is sent to the buyer by the seller, as a reply to the letter of enquiry. The catalogue is a list of goods in stock available for sales
  3. Quotation: A quotation is also called a price list. It contains lists of goods and their prices. It is sent to the buyer by the seller and also contains illustrations on the goods
  4. Price Current: This is a document sent by the seller to the buyer indicating current prices ruling in the market at the time the goods or document is sent
  5. Order: The buyer sends an order to the seller asking for some goods that he would like to buy having studied the price lists. The order normally indicates the goods needed in terms of quality and amount.

 

EVALUATION

  1. Write short note on the following:
  2. Letter of Enquiry 
  3. Catalogue 
  4. Quotation
  5. Define office documents
  1. Delivery Note: Also called dispatch note, it is usually sent to the buyer to show the goods that have been supplied to him based on his request.
  2. Invoice: This is like a receipt given to the buyer by the seller, showing the types of goods bought, quality, price per unit and the total quantity bought.
  3. Pro-Forma Invoice: This is similar to the normal invoice showing what will eventually be indicated on the real invoice. It can be distinguished from the normal invoice by the word Pro-forma written on it
  4. Credit Note: This is a document sent by the seller to the buyer who is a debtor indicating that his accounts have been credited. The seller sends a credit note for the following reasons:
  1. When the buyers has been over charged by the seller 
  2. When the seller sends less or few goods for the number of goods ordered
  3. When the buyer returns some damaged goods
  4. When the seller sends wrong goods.
  1. Debit Note: This is a document sent by the seller to the buyer who is a debtor that his account has been debited. A debit note is sent for the following reasons.
    1. When the buyer has bought goods with the wrong price tag. E.g. A book of N15 carrying a price tag of N5 (Undercharged)
    2. When the seller sends more goods to the buyer than required 
    3. When the packaging price has been omitted in the invoice 

 

Other Documents used in Buying and Selling

    1. Statement of account
    2. Consignment Note
    3. Bill of Lading etc.

 

EVALUATION

  1. Write short note on the following:

Delivery Note

Invoice

  1. Define the following:

Pro-Forma Invoice

Pro-forma

Debit Note

 

READING ASSIGNMENT 

Business studies for junior secondary schools revised edition. O.A. Lawal, F.O.C. Ezeah. Pages 19-20

 

WEEKEND ASSIGNMENT

    1. A document showing the types of goods, the quantity price per unit and the total quantity bought is called ____ (a) Credit note (b) Price current (c) Invoice 
    2. The credit note is sent by ____ (a) Buyer to seller (b) Seller to buyer

(c) Buyer to customer 

    1. ____ is used to show the current price of goods in the market (a) Price list

(b) Quotation (c) Price current 

    1. A document sent by the buyer to seller asking for information about available goods is known as ____ (a) Letter of enquiry (b) Catalogue (c) Order 
    2. ____ is a document used in informing the buyer that the goods had been sent (a) Information note (b) Delivery note (c) Pro forma note

THEORY

  1. Mention two circumstances for which a debit note can be sent.
  2. List five types of documents used in buying and selling?



GENERAL EVALUATION:

  1. What is production?
  2. Define office document.
  3. Mention five types of office document.
  4. When is credit note sent to the buyer?
  5. Write short note on  the following (i) order (ii) letter of enquiry


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