Administrative Documents and Their Classification

Posted on Jul 4, 2025 in Business Administration and Innovation Management

Administrative Procedures & Documentation

Classifying Supporting Documentation

Depending on their origin:

a) Internal sources: those issued by the company;
b) External sources: those issued by third parties.

Internal Document Classification

Internal source documents may be classified according to their destination:

Internal circulation;
External destination, addressed to external parties.

Common Business Documents

Requisition (REQ)

Document issued for internal circulation, used by those who need goods or services for purchase or supply.

Request for Quotation (PC)

Document of internal origin and destination.
Issued to prospective suppliers.

Purchase Order (PO)

Document of internal origin and destination.
Sent to the provider requesting specific quantities of goods or services, detailing items, date, and price.

Note Order (NP)

Generally contains data similar to the Purchase Order (PO).

Receiving Report or Note (NR)

Document for purely internal issue and destination.
Evidences that goods or services have been received by the company.

Refer (RTO)

Evidence of delivery and reception.
Typical data includes: date, name, address, and other supplier data (letterhead); name, address, and other purchaser details; quantity or details of items shipped. May not indicate sales prices or amounts.
Typically issued in three copies:
- Original for the purchaser,
- Duplicate for the seller, signed by the buyer and carrier,
- Triplicate for the carrier.

Invoice (FAC)

Document sent by the seller to the buyer detailing items sold.
Includes: Date, seller’s name, address, and other details (letterhead); purchaser’s name, address, and other details; details of quantity, description, unit price, and total amount of goods or services sold.

Debit Note (DN)

Informs the recipient that their account has been charged the indicated amounts.
Used for: Billing errors where the good or service was charged at a lower amount than agreed or quoted; Uninvoiced interest; Untimely invoiced freight.

Credit Note (NC)

Similar to the Debit Note (DN), but indicates a credit to the recipient’s account.
Used for: Billing errors where a higher amount was charged than due; Return of goods.

Ballot Deposit (BD)

Document issued by the bank confirming a deposit has been made and credited to the specified account.

Receipt (RBO)

Document by which a person (receiver) acknowledges receiving a specific amount of money or other valuable items from another person (payer), for the stated purpose.
Includes: Date, receiver’s name, address, and other details (letterhead); Payer’s name, address, and other information; Amount received; Purpose of receipt; Signature of recipient.

Check (CH)

[Description missing in original text]

Payment Order (NP)