Francisco, Aryan Sofia T.

Block F(Group 6) TTH 3:00 – 4:30

Accounting Source Documents Example

1. Official receipt - An Official Receipt

or OR, is a document that provides
evidence of a sale of a service by or
to a business. Official Receipts
should be issued by the business
performing the service
immediately upon receipt of
payment from a customer for that
service.

2. Sales invoice - A sales invoice, or

sales bill, is an essential and
common document used by all
kinds of companies. Companies use
sales invoices to inform customers
of the amount they owe in
exchange for goods or services that
were sold. Most sales invoices will
always include information as to
when payment is expected.

3. Delivery receipt - A document that

is typically signed by the receiver of
a shipment to indicate that they
have in fact received the item
being shipped and have taken
possession of it.
Francisco, Aryan Sofia T. Block F(Group 6) TTH 3:00 – 4:30

4. Purchase order - A purchase order,

or PO, is an official document
issued by a buyer committing to
pay the seller for the sale of
specific products or services to be
delivered in the future. Each PO
has a unique number associated
with it that helps both buyer and
seller track delivery and payment.

5. Job order receipt - It refers to the

order issued according to the order
received from customers. A job
order is usually issued upon
confirming the written order form
and sending back its confirmation
form.
Francisco, Aryan Sofia T. Block F(Group 6) TTH 3:00 – 4:30

6. Sales order - A sales order is a

commercial document - prepared
by a seller and issued to a customer
- confirming the sale of goods or
services involved in each
transaction. The document
contains details about the sale,
including the quantity, quality, and
price of any goods or services
exchanged.

7. Petty cash voucher – Petty cash

voucher acts as a source document
of cash expenditures which are
very small in nature and are
incurred frequently (e.g tea
expenses). The format of petty cash
voucher is the same as that of a
cash voucher.

8. Cash voucher – Every firm needs to

spend some amount in cash. For
such amount, one can prepare a
cash voucher. Such voucher acts as
a source document of such cash
expenditures and entries in books
of accounts are done on the basis
of such voucher.
Francisco, Aryan Sofia T. Block F(Group 6) TTH 3:00 – 4:30

9. Check voucher - A check voucher is

a document recording and filing
system used in accounting to
record, monitor and organize check
issuances of the business.

10. Check - A check is a written, dated,

and signed instrument that directs
a bank to pay a specific sum of
money to the bearer. The person
or entity writing the check is known
as the payor or drawer, while the
person to whom the check is
written is the payee. The drawee,
on the other hand, is the bank on
which the check is drawn

Accounting Records

1. Sales journal - A sales journal is

a specialized accounting journal
and it is also a prime entry book
used in an accounting system to
keep track of the sales of items
that customers have purchased
on account by charging a
receivable on the debit side of
an accounts receivable account
and crediting revenue on the
credit side.

2. General journal - General

journal is a daybook or journal
which is used to record
transactions relating to
adjustment entries, opening
stock, accounting errors etc.
The source documents of this
prime entry book are journal
voucher, copy of management
reports and invoices.
Francisco, Aryan Sofia T. Block F(Group 6) TTH 3:00 – 4:30

3. Subsidiary ledger - A subsidiary

ledger stores the details for a
general ledger control account.
Once information has been
recorded in a subsidiary ledger,
it is periodically summarized
and posted to a control account
in the general ledger, which in
turn is used to construct the
financial statements of a
company. Most accounts in the
general ledger are not control
accounts; instead, individual
transactions are recorded
directly into them. Subsidiary Examples of subsidiary ledgers are:
ledgers are used when there is a  Accounts payable ledger
large amount of transaction  Accounts receivable ledger
information that would clutter  Fixed assets ledger
up the general ledger. This  Inventory ledger
situation typically arises in  Purchases ledger
companies with significant sales
volume. Thus, there is no need
for a subsidiary ledger in a small
company.
4. Purchase journal - A purchases
journal is a specialized type of
accounting log that keeps track
of orders made by a business on
credit or on account. Cash
purchases for inventory are not
tracked in the purchases
journal. The amount of detail
provided in a purchases journal
is determined by the type of
purchase and products
received.

5. Aging of accounts receivable

schedule - Aging schedule is a
table that shows a summarized
breakup of accounts receivable
into different time brackets. It is
an important tool used in
working capital management to
project pattern of collections
and estimate doubtful debts. It
is called aging schedule because
it ranks accounts receivable
according to their age i.e. into
slabs such as not yet due, 30
days overdue, 60 days overdue,
Francisco, Aryan Sofia T. Block F(Group 6) TTH 3:00 – 4:30

90 days overdue, etc.

6. Stock card - In FIFO accounting,

one option of keeping track of
inventory is the stock card. It is
a sheet that tracks purchases,
sales, returns, and other
drawings. It tracks the unit price
and inventory counts

7. PPE depreciation schedule -

Depreciation occurs as an
economic asset is used up. This
includes different types of
property, plant, and equipment
(PP&E). As these assets are
used, they begin to degrade and
lose value. Different assets lose
value at different rates. A
depreciation schedule helps
outline these differences. The
schedule will list the different
classes of assets, the type of The screenshot above is an example of a 5-year straight-line depreciation, from
depreciation method they use, CFI’s e-commerce financial modeling course.
and the cumulative depreciation
they have incurred up to that
point in time.

8. Supplier list - A supplier or

vendor list is a selected or
contracted suppliers list for a
project or company. Additional
goods or materials can be
purchased or supplied from the
Vendor List without any further
technical qualification work
process and can be used for the
standardization.
Francisco, Aryan Sofia T. Block F(Group 6) TTH 3:00 – 4:30

9. Customer list - A list of previous

buyers from a company. The
company maintains a customer
list to continue the business
relationship. That is, companies
use customer lists to keep up
with buyers and to promote
customer loyalty.

10. Check booklet - A check booklet

or checkbook is a folder or small
book containing preprinted
paper instruments issued to
checking account holders and
used to pay for goods or
services. A checkbook contains
sequentially numbered checks
that account holders can use as
a bill of exchange.