Doc formats

1. M/s ABC Enterprises
Goods Receipt Note
Date: ______________________________
GRN No: _______________ Purchase Order NO: __________
Name of the supplier Challan No :______________
_________________________________________
_________________________________________
Code Number: __________________
The following items have been received in good condition.
Sr Description Code No Qty Qty Initials of
No Supplied Accepted Inspector
1 Corr. Boxes C298 500 492









Signature of the Receiver Signature of the stores-in-charge

2. ABC Enterprises, Production Planning Department
Bill of Material
Product Name:_Piston__________________ Product Code: P101
BOM Version: PV2.1
BOM Date : 12 Mar 2012

Sr Component Descr. Component Qty/ No
No Code Per Unit
1 Screw ½” S102 8
2 Washer 1cm W567 6
3 Shaft S001 1






Authorized by PPC Manager

3. M/s ABC Enterprises
Material Requisition Note
MRN No: _______________ Date: _____________
Please supply the following material.
Sr Description Code UOM Qty Qty Initials of
No No Reqd Supplied Stores Staff
1 1Kg Tins T298 No 500 500









Signature of Stores-in-charge Authorized Signatory
Packing Department

4. Premier Engg Co Ltd
Bin Card
Description : Corrugated Boxes 24x12x8 Max. Level: 1250
Material Code: B607 Min Level : 250
Location Code: 345/06 Unit : Number
Receipts Issues Balance Audit
Date G.R.N.
No
Quantity Date Requisition
No
Quantity Date Initials
1.1.2012 405
11.2.2012 256 300 705 15.2.2012
18.2.2012 78 150 555



Stores-in-charge

5. Infoworld Private Limited
Koregaon Park, Pune 411001
Payslip for the month of February 2012
Employee No : P0045
Designation : Developer
Working Days : 20
Bank : Union Bank
Branch : Tilak Road, Pune 411030

Employee Name : PrasanthaKamat
Department : Project A

Bank Account No : 0101550000006754

Earnings Deductions
Code Description Amount Code Description Amount
E1 Basic 28000.00 D1 Prof. Tax 200.00
E2 HRA 12000.00 D2 Income Tax 10500.00
E3 D.A. 14000.00 D3 Prov. Fund 1200.00
E4 Conveyance 5000.00 D4 E.S.I. 200.00
E5 Medical 1500.00 D5 Advance 7000.00


Total Earnings : 60500.00 Total Deductions : 20900
Net Pay : 39600.00 (Thirty nine thousand six hundred only)


Note: The pay-sheet, which is an important output of the system can be generated from the
pay-slip, as can be seen from the Pay-sheet format shown below. Pay-sheet can be prepared
separate for each department.
Pay-sheet Format

INFOWORLD PRIVATE LIMITED, Koregaon Park, Pune 411001
Paysheet for the month of February 2012
Department: Call Center
Earnings Deductions Net
EmpNo Name E1 E2 E3 E4 E5
Total
Earning
D1 D2 D3 D4 D5
Total
Dedns
Net
Pay
Bank
Acct
P0001 ABC 10 10 10 10 10 50 8 8 8 8 8 40 10 1111
P0002 XYZ 12 12 12 12 12 60 9 9 9 9 9 45 15 2222

6. Infoworld Private Limited
Koregaon Park, Pune 411001
Deduction Statement for February 2012
Employee
No
Name Professional
Tax
Income Tax Provident
Fund
E.S.I. Advance
E0044 Ms Sarojini M. 200.00 12500.00 1200.00 200.00
E0045 Prasantha
Kamat
200.00 10500.00 1200.00 200.00 7000.00
Etc.







Totals 38500.00 17,56,000.00 4,50,000.00 67500.00 750000.00

Note: Similar statement for individual items of deduction, and for earnings (e.g. Overtime) are also
prepared, as per requirement. A statement of earnings, on the lines of statement for deduction can also
be prepared.

7. ABC LOGISTICS LIMITED
Supplier-wise Pending Purchase Order Report
as on 30.11.2012

Supplier Code: A004 Supplier Name: ABC
P.O. No Item No. Description Pending Rate Value DueDate
Qty
P234 A003 ABC 100 5.50 550.00 1/10/2012
B007 ZYZ 200 3.00 600.00 20/08/2012
P639 X003 DEF 50 10.00 500.00 13/05/2012
P735 D007 LMN 10 100.00 1000.00 18/10/2012
Total for Supplier: 2650.00


Note: Separate report with a page break, will be prepared for each supplier, so
that it can be separately mailed/ circulated within the organization.

Prepared by Authorized by

8. Area Wise/ Product wise Sales Report
ABC PHARMA LIMITED
Area: Pune Camp Period: March 2013
Product Descr. Qty Value
Code
B003 Becadex 500 5675.50
N005 Novamox 100 7590.00
G005 Goodnight Mats 200 6300.00
Etc
Total 57589.00

Note: In place of area, any other unit of control can be introduced. For example,
A salesman (Medical Rep.), Product Category (Consumables), A district, A state
etc. The Product wise sales portion will however stay constant.

Prepared by Authorized by

Example of Product wise/ Area wise Sales Report
ABC PHARMA LIMITED
Product : Becadex
Area Description Quantity Value, Rs
Code
A01 Pune Camp 500 5369.00
A02 Deccan Gymkhana 200 2350.00
etc
Total 8765 89785.00

Prepared by Authorized by

9. Areawise Item wise Enquiry
ABC Bank
Address
Date: 10/3/2013
To
Hindustan Computers Ltd
Address

Please quote your lowest prices subject to the terms stated for the
products mentioned hereafter.
Product North East West South Northeast
Zone Zone Zone Zone Zone
1. Product1/Specs1 3500 2700 2100 3500 1500
2. Product2/Specs2 25 35 40 25 35
3.
4.

Note: An independent schedule can be attached in case number of areas is
higher.
Terms
1.
2.

Signed

10. Purchase Order System
1. Purchase Order System initiates with INDENTS raised by user departments,
stating their requirements.
2. Purchase Department periodically consolidates the indents and sends an
ENQUIRY to a selected number of suppliers. (Open enquiry or a Tender can
be replied to by any interested supplier).
3. The supplier(s) respond to enquiry by sending a QUOTATION.
4. The quotations are summarized and studied. Eventually an ORDER is placed
on one or a few of the suppliers.
5. In fulfillment of the order, the supplier supplies the material. The material
is accompanied by a DELIVERY CHALLAN which contains reference to the
order and particulars of the items supplied (Description, Quantity).
6. The stores department receives and inspects the material and prepares a
GOODS RECEIPT NOTE to record the material received and accepted. A
copy of the GRN is sent to the supplier and to Accounts Dept. as well.
7. The supplier sends a BILL to accounts department based on the copy of
GRN received by him.
8. Accounts Dept. makes the PAYMENT after scrutiny of PURCHASE ORDER,
BILL and GOODS RECEIVED NOTE.
Sales Order System
The Sales Order System can be visualized as the mirror image of Purchase Order
System. The firm receives Enquiry, sends Quotation, receives ORDER, sends
material along with DELIVERY CHALLAN, receives a copy of GOODS RECEIVED
NOTE, sends a BILL and receives PAYMENT. The document formats are nearly
similar – with reversal of names of sender and recipient.

11. Note: From the note on Purchase Order System, it can be seen that documents
forming a part of the system such as Indent, Enquiry, Quotation, Order etc have
common content. A format for Quotation is given below which can be used to
generate other formats, when needed.
Quotation
Sandvik Asia Limited, Pune
Date: 12/03/2013
To
Sumit Engineering Company
Address

Ref: Your enquiry No. Eng/678/2013

We quote below our lowest rates, subject to the terms stated, for the products
required by you as per your enquiry.
Product Qty Rate Value
1. Product1/Specs1 500 675.50 337750.00
2. Product2/Specs2 100 789.00 78900.00


Terms
1.
2.

Signed
For Sandvik Asia Ltd