When you sell goods you issue a bill - in principle, that is. The type of
bill necessary depends on the type of business you are running. Most retailers
only make out bills to customers on request.
As the original bill has been handed to the customer, you use a copy (carbon
copy, photocopy, or an additional print-out) for a voucher for your bookkeeping.
Entering purchase transactions┬á
When entering purchase transactions into the accounts, you use the original
invoice as a voucher. And as there exists only one single original version of
the invoice, you are sure to enter the transaction only this once.
Likewise, you must also make sure to enter sales transactions into the accounts
only once. You do this by printing out all your sales invoices consecutively
numbered. You must ensure an uninterrupted chronological succession.
These sales invoices must be filed in numerical order. At your own
discretion you can make more copies of these invoices for other purposes. You
may want to file copies of invoices along with your correspondence with the
Within retailing, e.g. shop sales, bills are issued to the customers only
rarely. Thus, in order to comply with the rules, sales must be registered
Normally, a cash register is used to register regular sales. The cash
register accumulates the daily sales and registers each sales transaction on a
cash register roll. At the end of the day the cash register totals the day┬┤s
The cash register can group sales into two or more product lines depending on
the structure of the company┬┤s bookkeeping.
So, as there are no real sales invoices, the cash register roll works as a
voucher for the bookkeeping of the daily sales transactions.
Usually, the total sales of the day are entered as one transaction or one for
each product line if the cash register groups the sales into product lines.
Market trade and similar sales from stands are a bit special. Traditionally, it
is legal to register such sales indirectly.
To register sales indirectly means that you determine the day┬┤s sales by
deducting the morning cash balance from the day-end cash balance, factoring in
payments received or made not relating to sales.
This is not a very precise way to register sales, but when it is accepted all
the same, it is probably out of recognition of the fact that such sales from
stands would never work otherwise. The daily sales statement worked out this way
functions as a regular voucher for the company┬┤s bookkeeping.
Thus, you always use sales registration copies as vouchers for the entering of
sales transactions into the accounts. So, the type of sales registration is
merely a matter of business type.
- Go to next business issue: Payment Transaction Voucher
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