SOURCES OF

DOCUMENTS AND
VOUCHER -PROJECT
 WHAT IS AN INVOICE?
• It is a written verification of the agreement between the
buyer and seller of goods or services.

• It is sometimes called a sales invoice

or bill.
• The original copy is sent to the
purchaser and duplicate copy is
retained as an evidence of the
sales for recording in books of
accounts for future reference
 REASONS TO SEND AN INVOICE
Besides getting paid, the other reasons are:-

• To outline the products or services

• provided
To keep track of business revenue for tax
• season
To help forecast future income
• To leave a lasting impression on your clients
 FORMAT OF INVOICE
TAX INVOICE
BRIGHTNESS ELECTRIC SUPPLIERS
LTD.
Shine Your Day With Brightness
256, Wherever Street, Mumbai,
No. 3978 410012 Date:21.2.2
Ideal Customer GSTIN: 07FKNG569D9ABC 020
GSTIN:
Everywhere Road, Fine City, Meerut (UP) 07ABCF6789M
1Z
Quantity Particulars Rate Amount
₹ ₹
2 Air Conditioners (2 8,000 16,000
Lts.)
1,100 11,000
4 Ceiling fans 27,000
3,240
Add: IGST @12% 30,240
Total
Rupees Thirty thousand two hundred and forty only
E.&.O.E. Sales
Manager
T h a n k Yo u f o r S h o p p i n g W i t h
PAY-IN-SLIP BY: IRA B KHANNA

It is a source document used for depositing cash or cheques into the bank.
A pay-in-slip is a form available from a bank. It has a counterfoil which is
returned to the depositor with cashier’s signature, as a receipt.
The counterfoil of a pay-in-slip gives details regarding the date, amount(in cash
or cheque)
Note: Now banks usually place a box in which the pay-in-slips can be dropped.
In such cases he counterfoils are not signed.
THIS IS HOW A PAY-IN-SLIP LOOKS LIKE
 WHAT IS A CHEQUE- YUVRAJ

• A cheque is a certain document which

order’s the bank to pay a definitive
amount of money from a person’s
account to the person to whom the
cheque has been issued to.
 WHAT IS A CHEQUE

 EVERY CHEQUE IS ISSUED BY THE BANK.

 THE NAME OF THE PERSON TO WHO THE PAYMENT IS TO BE MADE IS
WRITTEN AFTER THE WORDS ‘PAY TO’ AND THE AMOUNT THAT IS TO BE
ISSUED SHOULD BE WRITTEN AFTER THAT.
 THE AMOUNT THAT IS TO BE ISSUED SHOULD BE WRITTEN IN BOTH
NUMERICALS AND FIGURES.
 THE CHEQUE IS TO BE DATED AND SHOULD BE SIGNED BY THE DRAWER. cheque
 EVERY CHEQUE HAS A COUNTERFOIL. A COUNTERFOIL IS A PART OF
CHEQUE THAT IS KEPT AS A RECORD OF PAYMENT WHICH HELPS IN
PROVIDING INFORMATION OF THE PAYMENT TRANSACTION AND/OR THE
TRANSACTION HISTORY.
 THE SAME DETAILS ARE ENTERED INTO THE COUNTERFOIL WHICH
REMAINS WITH THE ACCOUNT HOLDER WHICH THEN ACT AS A SOURCE
VOUCHER RECORDING THE TRANSACTIONS IN THE BOOKS OF THE
ACCOUNT. counterfoil
 RECEIPT- AARAYAN
• In retail accounting, the term receipt means the piece of paper churned
out from the cash register. There are usually two copies of them: one is
given to us and one is retained by the company for audit purpose. It
indicates the point where the sales transaction is complete and revenue
is recognized.
TYPES OF RECEIPTS
 Purchase invoices
 Bank statements.
 Bills of lading and commercial letters.
 Expense reports.
 Tax assessments.
 Commercial receipts.
BY AARYAN
CASH MEMO-
UPAMANYU
Cash memo is a document
stating cash received for the goods sold. It is
a paid bill for cash sales.
• Cash Memo is an evidence for the purchaser for goods purchased for
cash and for the seller it is an evidence of sales made for cash. It is
prepared by the seller when goods are sold against cash .It has all
details of goods sold like quantity,rate,the total amount received,date
and other terms and conditions if any.
• or
• When a trader sells goods for cash to a purchaser, she/he gives a cash
memo which is also known as a bill of sale. It is a written document
which contains details of the product, quantity, date and its price.
CREDIT NOTE
by PRASAD
 WHAT IS A CREDIT NOTE ?

• A credit note or credit memo is a commercial document issued by a

seller to a buyer. A credit note is evidence of reduction in the
amount that a buyer owes a seller under the terms of an earlier
invoice.
• A credit note is made out evidencing that credit has been granted
to a debtor. The effect of a credit note is that the amount of the
customers indebtedness is reduced or, if it is already settled, to
enable the customer to purchase goods to the value of credit
without further payment.
• A credit note is issued when a customer returns goods previously
invoiced or the customer is allowed further discount.
 EXAMPLE

• Company-B sells goods worth 1,00,000 to Company-A, however,

10,000 worth of goods were found damaged due to some reason
& this is notified to Company-B at the time of actual delivery.
• Company-B (seller) issues a credit note for 10,000 in the name
of Company-A (buyer). This reduces the receivables of the seller
by 10,000 and the buyer is only required to pay 90,000.
SPECIMEN OF A CREDIT NOTE
DIFFERENCE BETWEEN CREDIT NOTE AND
DEBIT NOTE ?
CREDIT NOTE DEBIT NOTE

• When a seller receives goods • When a buyer returns goods to

(returned) from the buyer he the seller he sends a debit note as
prepares and sends a credit note a statement to the seller of the
as a statement to the buyer amount and quantity being
showing that the money for the returned and requesting the
related goods is being returned in return of money.
the form of a credit note.
• The purchase return book is
• The sales return book is updated updated on the basis of the debit
on the basis of the credit note. note.

• It is prepared by the buyer • It is prepared by the supplier.

DEBIT NOTE
By:Fariha
 • A debit note is a document which can be issued
from a buyer to their seller to indicate or request a
return off funds due to incorrect or damaged
goods received, purchase cancellation or other

WHAT IS A unspecified circumstances.

DEBIT • Debit notes usually all include the same general

information: the date of the note, a serial number,
NOTE? a brief description of the prior business
transaction, details of items returned
(including sales tax and a reference to the invoice)
and the signatures of appropriate company
authorities.
WHEN TO
ISSUE A
DEBIT
NOTE?
 EXAMPLE
OF A
SITUATION
SPECIMEN OF DEBIT NOTE
WHEN DEBIT NOTE IS ISSUED
FROM SELLER TO BUYER:

But sometimes there are also cases when the

supplier will issue a debit notes to the buyers
• Supplier, Company Z, sells and ships goods
worth Rs5,00,000 to buyer, Company X.
• Company Z invoices Company X for only
Rs4,00,000 (due to a mistake)
• Company Z realizes their mistake and
issues a debit note to Company X for the
difference of Rs1,00,000 to resolve the
difference and make the necessary
adjustments in their accounts receivable.
 GST

• A debit Note is prepared when the

goods are returned and on its basis
an entry is recorded in the Purchase
Return Books.
• GST(either IGST or SGST and CGST)
were paid at the time of purchase of
goods.
• Thus in the Purchase Return books or
Return Outwards Books, Input IGST or
Input CGST and Input SGST should
also be reversed.
THANK YOU
 VOUCHER
A Voucher in Accounting is a
document , which provides the
evidence of the occurrence of a
transactions is called Voucher.
Voucher is also called the Source
Document . A voucher is also
prepared to show the necessary
details in respect of a transaction
where there may not be any
documentary evidence, particularly in
respect of small transactions like
petty expenses.
TYPES OF VOUCHERS
Vouchers in accounting can be
classified into the following categories
:–

Cash vouchers,
Debit vouchers,
Credit vouchers,
Journal vouchers, etc.
There are no set formats of
accounting vouchers , and these are
prepared by different organisations
depending on the nature of the
transaction.
Transaction Voucher
Transaction Voucher in accounting
records a transaction with one debit
and one credit.

Compound voucher
Compound voucher records a
transaction that entails

multiple debits and one credit;

Multiple s credit/and one debit
Compound vouchers can be further
divided into :

(a) Debit Voucher or

Complex Voucher / Journal Voucher
Complex Voucher or Journal Voucher in Accounting
records transactions with multiple debits and
multiple credits

Format and Elements of Vouchers

Since there is no set format for an accounting
voucher, depending upon the nature, requirement
and convenience of the business, Different types of
accounting voucher exist. Where, separate
vouchers are made for separate items of expenses ,
in order to distinguish them, the business uses
different colour papers and different fonts . in order
to be useful, an accounting voucher should contain
the following essential elements :
It should be made on a good quality paper;
Name of the firm/company/ business/
enterprise must be printed on the top of the
voucher ;
Date of entering into a transaction should be
mentioned all the voucher ;
All the vouchers should be made in a serial
order based on the date on which the
transactions have been entered into;
Name of the account to be debited or
credited should be mentioned;
CASH VOUCHERS
GAYATRI
Cash vouchers are the documentary
evidence of both cash receipts and
cash payments. Cash Vouchers are
 CREDIT VOUCHERS
Credit vouchers are the documentary evidence of
Cash receipts. These vouchers are prepared to
record various cash receipts relating to the
business. Examples of credit vouchers: Sale of
Goods for cash; Sale of fixed assets or investment
for cash; Cash received from Debtors, etc.
 CONTENTS OF CREDIT VOUCHER:
The following information are usually available from a credit voucher:
• (a) Names, address and GST no. of the organisation
• (b) Date of preparing the voucher;
• (c) Voucher Number;
• (d) Titles of accounts credited
• (e) Net Amount of the transaction
• (f) Narration
• (g) Signature of the person who is preparing the voucher;
• (h) Signature of the Authorised Signatory;
• (i) Supporting Voucher number
 DEBIT VOUCHERS
Debit vouchers are the documentary evidence of
cash payments. These vouchers are prepared to
keep records of various cash payments relating to
the business including capital and revenue
payments. For example, payment of Wages and
Salaries, purchase of Plant by cash; Purchase of
goods for cash, etc.
 CONTENTS OF DEBIT VOUCHER
The following information are normally available from a debit voucher:
(a) Names, address and GST no. of the organisation
(b) Date of preparing the voucher;
(c) Voucher Number;
(d) Titles of accounts debited
(e) Net Amount of the transaction
(f) Narration
(g) Signature of the person who is preparing the voucher;
(h) Signature of the Authorised Signatory;
(i) Supporting Voucher number
(j) A document in lieu of the supporting voucher
NON-CASH VOUCHERS
BY:ANANYA JAIN
 WHAT ARE NON-CASH VOUCHERS?

• As the name suggests they are the types of vouchers that are prepared for
transactions that do not involve cash .It is also called TRANFER VOUCHER.
• Non-Cash Vouchers are prepared for transactions of credit sales, credit
purchases ,goods returned(both inward and outward that is sales return and
purchase return),rectifying mistakes ,etc.
• Examples:
• Invoice or Bills
• Debit Note and Credit Note etc.
FORMAT OF NON-CASH VOUCHER
 FORMAT

• As in textbook
 INFORMATION PROVIDED BY A NON-CASH
VOUCHER

1.Name , Address and GST number of the organisation.

2.Date of Preparing the Voucher.
3.Accounting Voucher Number.
4.Titles of the Accounts Debited or Credited.
5.Net Transaction Amount.
6.Narration.
7.Signature of the Person preparing it.
8.Signature of Authorized Signatory.
9.Supporting Voucher Number.
THANK YOU