1 Terms of Reference
For this assignment I have given a scenario in which I am hired by the personnel manager at the East Down Institute to update their documents, which at the moment are out of date.
For this assignment I will collect an invoice and a statement from three different companies. I will study these documents in an effort to improve East Down Institutes presentation of documents.
An invoice is a document that is used for a company to charge a customer for their products or service. It includes the company’s details, the customer’s details such as name and address; it gives a detailed description of the product and the prices and total prices of the product.
3.1.1 C Johnston & Co
Very well laid out invoice with company name centred and in bold block capitals and with their details directly beneath it centred in block capitals. They have their customers details several spaces below left aligned and with the town and postcode in block capitals. Several spaces below that they have two lines for any other details, professional services are left aligned and in bold and underlined they have the VAT registration number right aligned in bold and underlined. Two spaces below that there is their own reference left aligned and in bold, the date centred and in bold and the invoice number right aligned in bold. Below that there is a large space for the descriptions of the products, which is all left aligned, and in normal font. They have the net total centred and in bold, directly below that there is the VAT total in bold then below that there is the grand total also in bold.
3.1.2 Down Lisburn Trust
They have their company logo in the top left hand corner with their company details centred in block capitals except for the telephone and fax numbers, which are to the right. They have many rounded edge boxes laid out with the headings in them all our centred in the box, in bold and in block capitals, all with space below to enter the details. There is a large box to enter all the descriptions of the products with the headings also in rounded edge boxes, which all are centred in the box, in bold and in block capitals. All the boxes have a light shading in them. Below that are some more rounded edge boxes to hold headings but no shading in them, all headings are centred in the box, in bold and in capitals with a small box below to enter the details. Underneath that in block capitals and left aligned with small font is the VAT registration number. To the right of that are three rounded edge boxes with the totals for excluding VAT the VAT and grand total, all headings are centred in the box, in bold and in block capitals with a small box to the right to enter the details.
At the bottom is a slip for the customer to fill out to pay for the goods, this includes the company logo to the top left and a small note to the customer there are five rounded edge boxes with the headings in them, the first is the customers account number and name, the second is the invoice date, type and number, which is to the right, the third is below, which is the customers reference and then the companies reference, slightly over from that is the fifth box giving the grand total of the invoice. All the headings are centred in the box, in bold and in block capitals.
Logo to top left with company details to right in small font and in block capitals. Right aligned is the VAT number in small font and in block capitals.
Left aligned below that is a box to state where the invoice is going to and where it is to be delivered. Below that are four boxes with arrowheads and with dark shading all with a box to the right to enter the details, all the headings are in small font the headings are as follows: customer order number, delivery advice number, invoice date and invoice number. Below that is a large box to enter the descriptions of the products, there is seven boxes with headings in them all are centred, in bold and in block capitals, the headings are as follows from left to right: code, description, quantity price per unit, VAT and value. Below value there is another box with an arrowhead with dark shading to give the invoice total, the heading is centred, in bold and in block capitals.
3.2 Similarities of invoices
The Down Lisburn Trust and the Brooks invoices both include a company logo. All are easy to read and to understand. They all give detailed descriptions of the products and all have their own company details in the invoice. They all give a VAT number and an invoice number. They all show the totals before and after VAT has been added.
A statement is a document the company sends to their customer after they have ordered the product(s) it will include the company’s details and customer’s details like an invoice. It will include the prices and the total amount due by the customer for the products and also the products reference number instead of the details.
3.3.1 C Johnston & Co
Company name centred and in bold block capitals and with their details directly beneath it centred in block capitals. They have their customers details several spaces below left aligned and with the town and postcode in block capitals. They have the company’s reference right aligned and the date below that. Several spaces below there is the account rendered, centred in bold and underlined, below that is the balance due, centred in bold and underlined. There is a final note, which is left aligned and in normal font.
3.3.2 Down Lisburn Trust
In the centre there is the company name in bold, block capitals and underlined. Several spaces below that to the left is the date in bold and in block capitals. There is a large box with many smaller boxes within it and with a heading above it, which is centred in bold, block capitals and underlined. There are several headings and spaces below to enter the details the first three from left to right are client name details of service and balance all are centred, in bold and in block capitals. There are two smaller headings beneath the client name for the weeks and days.
To the right of that there are several boxes to deal with the charges for the services and then the prices to the right of that again all headings are in small, normal font. At the very bottom there is boxes for the total charges of the services, the heading is in block capitals. Below the box there is a heading for the code, which is left aligned and in block capitals, the right of that to subheadings to enter the authorisation and the checked signatures both are in bold. Below that in left alignment is the name and address of the customer both are in small and bolded font. To the right of that there are two boxes to give the INV and the DBN, which are in bold and block capitals. At the bottom there is a space to add your account number, the heading is in left alignment, in block capitals with bold.
At the top there is the company logo and the company details, which is centred. There is a big heading below that, remittance advice, which is in block capitals, to the right of that there is a space for the account number, the heading is in bold and block capitals. There is a large rounded edge box with five categories, date, reference, desc, value and a tick box. All headings are centred, in bold and in block capitals. Directly below the value there is a separate box for the total amount due, the heading is in bold and in block capitals.
3.4 Similarities of statements
Each statement has the company name and C Johnston & co and Brooks have their company details. All of the statements have the reference number or account number in the statement. In the statements all the company’s give the total amount due by the customer and Down Lisburn Trust and Brooks statement give the separate prices for each of the products.
3.5.1 C Johnston & Co good points
The good points of C Johnston & Co invoice and statement is that their invoice is very well laid and easy to understand, they give a large section towards the description of the products, which is easy to read. They have the prices before and after VAT has been added. The statement is very simple and easy to read, and gives the total amount due, which is in bold and easy to point out.
3.5.2 C Johnston & Co bad points
The bad points of the invoice are that it doesn’t give the separate prices of the products. The bad points of the statement are that they don’t give any reference to the products and so customers don’t know what they have purchased.
3.5.3 Down Lisburn Trust good points
The good points of the invoice is that they give their company details and their company logo, which helps the customer to get in contact with the company. The invoice gives a lot of detail for the products. At the bottom of the invoice there is a slip for the customer to fill in if they want to pay by cheque. The good points of the statement are that they have the detail needed for the customer to know what they have purchased. They give they costs and any additional charges need to be paid by the customer.
3.5.4 Down Lisburn Trust bad points
The bad points of the invoice is that it can be hard to understand due to only having one box to fill in all the details. The bad points of the statement is that they don’t have any of their company’s details encase a customer wants to get in contact with them.