Handout C506-01
Vocabulary
Invoice — A form that the seller/supplier completes and sends to the buyer during the month indicating how much is owed for items bought or services rendered and the due date for payment/payment terms. Job Application — An employment form used by employers to document information pertaining to job applicants. Purchase Order — A form prepared by a business (buyer) and sent to another business (seller/supplier) to order items or services. Purchase Requisition — A form to be completed by individuals within a business to request that items or services be purchased. Resume — Usually a one-page document, a resume is a summative document which usually outlines six major areas describing an applicant: Personal Information; Objective; Education; School/Community /Employment Awards, Honors and Accomplishments; Work Experience; and References.Handout C506-02
Business Forms Related to Purchasing
Purchase Requisition A form to be completed by individuals within a business to request that items or services be purchased. Many companies require that purchase requisitions be completed and approved prior to a purchase order begin created.
Purchase Order A form prepared by a business (buyer) and sent to another business (seller/supplier) to order items or services.
Invoice (Bill) A form that the seller/supplier completes and sends to the buyer during the month indicating how much is owed for items bought or services rendered and the due date for payment/payment terms.Handout C506-03
Purchase Order
SEASIDE HIGH SCHOOL
500 E. Main Street, Belleview, NC 25805
PURCHASE ORDER TO: Coastal Office Supply Company
P. O. Box 435 Manteo, NC 27954 Date Order No. Ship By May 27, 20— C-3458 United Truck
QUANTITY
2
DESCRIPTION
Levenger leather folios, No. 434-AZ Keyboard wrist pads Mediamate mouse pads Surge protectors
UNIT PRICE
99.95
AMOUNT
199.90
15 24 5 TOTAL
6.95 5.28 9.95
104.25 126.72 49.75 480.62 Activity C506-04
Purchase Order Exercises A purchase order is a form sent to a business to order materials or services. The top portion consists of the heading information, and the bottom portion consists of the list of items ordered and the total amount of the order.
Directions: Complete purchase order forms using today’s date, your school as the buyer, and the information provided below. Remember that all numbers listed in columns should be rightaligned. 1. Order Number: C-3458 To: Coastal Office Supply Company P. O. Box 435 Manteo, NC 27954 Unit Cost 99.95 6.95 5.28 9.95 Amount 199.90 104.25 126.72 49.75 480.62 Ship by: United Truck
Items Ordered 2 15 24 5 Total Levenger leather folios, No. 434-AZ Keyboard wrist pads Mediamate mouse pads Surge protectors
2.
Order Number: 6894 To: Adams Office Supply 235 N. Fifth Street Greensboro, NC 27407 Unit Cost 7.99 99.99 39.99 159.99
Ship by: Freight
Items Ordered 10 2 3 1 Maxell VHS videotapes, #454-23 Brother PT 12 electronic labeler Pneumatic lift chairs, #536-78 Reveal internal CD-ROM drive
Amount 79.90 199.98 119.97 159.99
Total 559.99Handout C506-05
Invoice
COASTAL OFFICE SUPPLY COMPANY
P. O. Box 435, Manteo, NC 27954
INVOICE NO.
983456
TO: Andrews, Larson, and Associates
Suite 4000, Century Bank Building North Graham Street Extension Belleview, NC 25805
DATE: TERMS:
May 27, 20— 5/10, n/30
QUANTITY
5
DESCRIPTION
Microsoft Excel 5.0 Upgrade for Windows Peachtree Accounting for Windows 2000, CD-ROM ed. Hewlett Packard Jet Printer
UNIT PRICE
86.00
AMOUNT
434.95
5
114.99
574.95
2 12 TOTAL
269.00 24.99
538.00 299.88 1,847.78 Activity C506-06
Black Inkjet Cartridge, #558-213
An invoice is a bill sent by a business for materials it sold or services it rendered to another business. The top portion, the heading information, includes the payment terms. Example: 5/10, n/30, means the buyer can take a 5% discount on the purchase price if the invoice is invoice forms 10 days. However, if not paid early, the entire Directions: Complete paid within using today’s date, your school as the seller/supplier, amount information “net”, represented by the that allmust be paid within 30 days ofbe and the owed (the provided below. Remember “n”) numbers listed in columns should the invoice date. Late payments may result in additional charges being assessed to the right-aligned. buyer. The bottom portion lists the items sold and the total amount due. If there are 1. Invoice Number: 983456 Terms: 5/10, n/30 shipping/handling charges or tax due, they will be included also as separate line items before the final TOTAL amount is calculated and listed.
Invoice Exercises
To:
Andrews, Larson, and Associates Suite 4000, Century Bank Building North Graham Street Extension Belleview, NC 25805
Items Sold 5 5 2 12 Microsoft Excel 5.0 Upgrade for Windows Peachtree Accounting for Windows 2000 CD-ROM Edition Hewlett Packard Jet Printer Black Inkjet Cartridge, #558-213
Unit Cost 86.99 114.99 269.00 24.99
Amount 434.95 574.95 538.00 299.88
Total
1,847.78
2.
Invoice Number: 95-17491 To: East Side Medical Center 1400 Memorial Boulevard Delray Beach, FL 33445 Unit Cost 129.99 349.99 199.99 59.99 2.78
Terms: n/30
Items Sold 6 2 2 1 12 AT&T Digital Answering System Speakerphone Apollo Cobra Portable Overhead Projector Shredex Crocodile C-1000 Shredder Globe Task Chair (Black), #504-32 C2 Office Gear Mouse Pad
Amount 779.94 699.98 399.98 59.99 33.36
Total 1,973.25Handout C506-07
Job Applications
Many employers required that job applicants complete an employment application form in addition to any resume or application letter they may receive. The following are some tips in completing employment applications: Take a copy of your resume with you when applying in person and use the resume to help in completing the job application form. Obtain an application in advance if possible. Make a copy and use this as a rough draft to eliminate making errors on the final copy. Use only blue or black ink when completing a hand-written job application. Check to see if the application form is available on-line. This makes for a neater copy, if available. Always answer all items correctly and honestly. Employers can and do verify information. False information on any application documents is regarded to be sufficient justification to not hire an individual. In addition, if false information is discovered after employment, it can be considered a valid condition for termination. Most employment applications ask you to sign your name at the bottom of the document. In many cases there is a statement immediately above your signature stating that you are verifying the information given by you to be accurate and truthful.
Information that you will typically be expected to supply is: *Name, address and telephone number(s) where you can be reached. *The job opening for which you are applying. *Past employment history (to include dates of employment, job titles/descriptions, supervisor(s), and contact information such as addresses and telephone numbers, and reason for leaving.) *School attended (to include dates of attendance, diploma, degrees or certification achieved, and contact information) *Military history (to include dates of service, branch, terms of discharge, etc.) *You may also be asked to give references. These are individuals who can attest to your abilities and/or character. Typically, you should not use relatives or spouses as references. Additionally, make sure you contact any potential references, obtain their approval to be used as a reference, and know what type of information they will give about you. You want no surprises if you make it this far in the interview, and a poor reference could ruin your chances for employment.Handout C506-08
Resumes
Resumes are a summary of your abilities and experiences. They should preferably be no longer than one page. Check your software and the internet for templates which can add a professional flare to your document. Formatting: Setting all margins to one inch is acceptable, however, you may choose to adjust any of these to fit the text. Always list the most recent information first (reverse chronological order) for both education and work experience. Key your name and contact information at the top of the page. List items so that the most important and impressive items are listed first. For example, if your educational background is stronger than your work experience, it should be listed first. If your work experience is more impressive that your educational background, then list work experience first. On a printed resume, use text enhancements to your advantage. Content: (Your resume should contain the following) Name and contact information. An objective, stating your goals or reasons for wanting the job opening.
Education listed in the format addressed above. You may list any special skills acquired or courses taken which are relevant to the job opening. It is also helpful to include grades earned in those courses related to the job competencies. List school, community or previous work accomplishments, awards and honors. Work experience listed in the format described above. You will need to include dates of employment, job titles/descriptions, supervisor(s), and contact information such as addresses and telephone numbers. Use active verbs to describe job duties. Three to six references of individuals who can attest to your abilities/skills, character, work habits, and personality. Be sure to include all contact information such as name, address, telephone numbers (home/work/fax/cell as appropriate) and e-mail addresses if available. The references may be keyed at the bottom of the resume if space permits, or if listed on a separate page, key a statement similar to the following under the “References” section: “References will be provided upon request.”