(a) Seven (7) Generated Documents That Would Be Required to Satisfy the Minimum Requirements of a Basic System and the Number of Copies of Each Document That Would Be Needed: Essay

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Part II (a) Seven (7) generated documents that would be required to satisfy the minimum requirements of a basic system and the number of copies of each document that would be needed: Generated documents | Number of copies needed | 1) Purchase order- the first document issued by buyer to supplier which indicates types, quantities, and agreed prices for products or services. | 4 copies needed, each copy will be sent to the department, receiving department, accounts payable department, and supplier. | 2) Invoice- a document issued by supplier to buyer. It relates to a sale transaction and indicates the products, quantities and agreed price provided by the supplier. | Company makes a duplicate copy of invoice to be recorded in the ledger. | 3) Purchase requisition- Document generated by a user department or storeroom-personnel to notify the purchasing department of items it needs to order, their quantity, and the timeframe. | One copy is generated and sent to the purchasing department to create the purchase order. | 4) Receiving report- an internal document used to record what materials and inventory were received by the company. | When the report is filled out, one sheet can be sent to accounting for recording, one sheet is sent to purchasing to verify the order was purchased and received, and one sheet is sent to the department that requested the order. The receiving department also keeps a copy of each receiving report on file. | 5) Voucher- a pre-numbered form made by account payable department. | Account payables prepare three copies of voucher after received supplier’s invoice and matched with purchase order. | 6) Debit memo- informal invoice issued by supplier to a customer showing that there is an additional amount owed due to previous error. | One copy needed to be hand out to the customer for the errors made. | 7) Packing

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