What is the correct way to write the bill? Explanation on the role of the bill and the items and production methods that should be recorded | Entrepreneurship manual for entrepreneurship, financing

Invoices are essential for a smooth transaction! Explain its importance and correct writing, etc.

For the goods and services provided by the company, the document issued to pay the price from the customer is the bill. If the minimum necessary items are not recorded on the bill, you will not be able to get the right price in terms of amount, remittance method, date, etc.

New entrepreneurs should firmly grasp the rules and etiquette of billing and communicate smoothly with customers. This time, we explain the importance of the bill, the correct way to write it, and the items that should be recorded.

In the Entrepreneurship Handbook where I wrote this article, more substantial information is also explained in the thick printed version of the Entrepreneurship Handbook. Because you can get it for free, please bring it over and have a look.

The catalogue of this article

The bill means

請求書を発行することは、正しい取引きが行えるだけではなく、双方が取引き内容を確認し経理処理を円滑にするために重要です。では、請求書の発行にはどのような意味合いがあるでしょうか。こちらでは、請求書の役割について説明します。

請求書は取引きの内容を確定させるための書類

請求書を発行する理由は、他社との取引きについて、どのような商品・サービスを提供したか、その対価はいくらかといった内容を明確にし、確定させるためです。また、取引き先との内容の齟齬を起こさないよう、双方の合意を得た上で対価を請求した証明となる書類でもあります。

In addition, when paying the price from the customer, it is necessary to confirm whether there is any difference in the amount and to manage it properly. Moreover, for customers who receive the issuance of bills, proof of the cost paid is taken as an expense fact.

請求書でチェックすべき主なポイント

When issuing an invoice, you need to carefully describe the following points and check their contents.

請求書の重要性について

Why bills are important can be roughly divided into the following two points.

取引きの内容を証明することでトラブルを防ぐ

With invoices, you can keep the details of the transaction that are not listed in the contract. When any trouble occurs, you can organize the process and correct the error by proving the transaction process in conjunction with the contents of the contract.

支払いに関する齟齬をなくす

In addition, it is important to leave facts as a bill when dealing with items that are not specified in the contract. For example, in the event of discounts, extra charges and installments, the price cannot be charged as planned without proof of the bill. Therefore, if these facts are recorded in the bill and kept, there will be no disagreement about payment.

In addition to the bill, what documents are required for the transaction process?

When making a transaction, in addition to the bill, there are documents exchanged with the customer. Some of these documents are often confused with bills, but you can understand their roles by mastering the transaction process. So, let's take a look at the difference between the documents needed in addition to the bill and the bill.

大まかな取引きの流れについて

First of all, we will introduce the general process of the transaction and the accompanying documents.

それぞれの書類の役割とは

With regard to the documents described above, explain the role of documents other than the bill.

見積り書は商品やサービスの内容・金額を提示するもの

A quotation is a document exchanged for the first time before the actual transaction begins. The party providing goods and services shall, according to the requirements of the customer, propose the quantity, unit price and total amount. If the valuation is not issued, the content of the transaction will be different from the initial stage, and there is a great possibility that the transaction will develop into a dispute due to different understanding.

In addition, the provider who receives the goods and services considers whether to trade or not by accepting the valuation from the other party, confirming the nature and price of the goods and services. At this point, we have not yet reached a formal contract, and customers can compare and review quotations from multiple companies.

納品書は先方へ納品した際に発行するもの

When delivering goods or services to the other party, the delivery order is issued to the delivery unit in order to check whether its contents are correct. The place of delivery may check whether the delivery has been received according to the correct type, number and amount of goods and services, and keep it as a document if there is no problem.

In addition, in the accounting process, bills and delivery orders are important documents to grasp the flow of the amount. Therefore, when issuing invoices, inconsistencies with the contents of invoices must be avoided.

領収書は金額を受け取った証明となるもの

A receipt is a document issued at the end of the transaction and you need to prove that you did receive payment at the delivery address. Since the premise is that it is deposited in accordance with the amount of the invoice issued to the place of delivery, if the amount of the invoice is different from the invoice, the transaction must be traced back and any errors are considered.

In addition, the timing of invoicing must confirm that there is a deposit or its amount before it can correctly record the change in the amount and become the cause of the dispute.

Let us know how to create invoices correctly

請求書には、厳密な書式があるわけではなく、法的に義務付けられている書き方は特にありません。しかし、取引き先とのやりとりにおいて、双方で取引き内容を合致させ齟齬をなくすために、記載すべき項目や書き方が存在します。では、請求書の作成方法を知っていきましょう。

請求書に記載しておくべき項目とは何か

Well, let me introduce you to the items that should be included in the bill.

書類の題目は必須

The title refers to the meaning of the document. If it is a bill, it is clearly capitalized at the beginning of the document entitled "bill".

誰が発行したかを書く

Make it clear which company the requesting party is. In general, the name, responsible person, address and contact information of the company are recorded in detail on the right side of the next paragraph of the title.

誰に請求するかを書く

Next, record the bill information on the left below the heading. At this point, billing information is sometimes recorded in detail, from the company name to the address, but there is no problem with only the company name and the name of the person in charge.

取引きの内容の詳細を明示する

Specify in detail the type, quantity, unit price and total amount of the goods and services provided. In this case, if you provide a full range of products and services, we may set the quantity to "one set" to calculate the total amount. In addition, there is a situation where each transaction occurs when it is issued and where there are more transactions to summarize and tighten the month.

請求金額を記載する

The billed amount accurately describes the total amount generated by the content of the transaction. At this time, with regard to the calculation of consumption tax, it is necessary to make a good note of whether it is internal tax or external tax. In addition, if the service provided generates withholding tax, the amount after deducting that amount will be taken as the claimed amount.

請求書を発行した日付を忘れない

The issue date of the invoice is basically the production date, but the invoice is issued after delivery, so after the delivery date is the issue date. However, depending on the billing fee recording system, there are also cases where the issue date is set according to the billing deadline.

支払い方法を明記

Whether the consideration is paid as a transfer or directly received in cash, in order to let the requesting party know the method of payment, I will indicate. In most cases, we will deal with it through money transfer, in which case you can record the company's bank account information, bank name and branch name, any one of the demand / demand deposits, account number and name. to ensure that the billing address is not wrong.

支払い期日を指定する

In accordance with the accounting regulations of our company, specify the payment date and write it on the bill. By paying before the deadline, in addition to making the accounting process smooth, the billing party can prevent the payment from being forgotten if the date is determined.

請求書を作成するには

When making a bill, there are several necessary things to pay attention to.

請求書を作成する際に注意したいこと

Here, I introduce four things to pay attention to when making bills.

請求書を作成するにあたって使えるツールについて

When creating a bill, the following tools are recommended:

海外の取引き先に請求書を発行する時の書き方

Companies that operate globally may issue invoices to overseas customers. At that time, how to write the bill in English?

記載項目の英語表記を覚えておこう

Notes when sending invoices

When you create an invoice and send it to the bill, it should be mailed or emailed. Either way, there are several etiquette to follow and points to pay attention to when sending. So, what is this point? let's explain it.

郵送する時に気を付けたいこととは

First of all, explain the main points that should be paid attention to when mailing.

メールで送付する際には以下の点に注意

Second, please pay attention to this and etiquette when you add the bill as data to the email.

メール送付について先方に確認を取る

It is etiquette to confirm whether there is a problem with data delivery before sending an email. At this point, we also exchange the bill by email and leave it in the document. By the way, the result of negotiation between the two parties is sometimes sent by mail and the original at the same time, or sent only by mail.

捺印の方法を協議する

When stamping, there are also companies that do not accept the digitization of electronic seals. Therefore, in the case of the feasibility and impossibility of the electronic seal, it is important to negotiate with the requesting party in advance whether it can be dealt with through the visualization of the imprint on the paper.

メールの件名・文面に請求書送付の旨を明記する

In the email, since there is no invoice, it should be clearly indicated in the subject and body of the email that the invoice is sent. In the bill, we look at the subject from a large number of emails and categorize the processing, so please indicate in the subject that this is an important file to send.

PDFファイルに書き出して送付する

When the invoice is digitized and emailed, it is also important to convert the file format to PDF so that it cannot be overwritten or tampered with later.

Summary (summary)

Invoices are essential to ensure that companies pay the price of goods and services when conducting transactions. In the transaction, it is recommended to distinguish the documents that need to be issued from the bill, and remember the process of issuing. Moreover, although the bill does not have a strict format, it is important to note that if the items that need to be recorded are omitted, the transaction will not proceed smoothly. If the understanding of the two sides is inconsistent, it may also lead to disputes. In order to make the transaction smoothly, please master the method of making the bill.

In the brochure version of the Entrepreneurship Handbook, the production method of issuing documents for transactions headed by bills is described in detail. In order to smooth the transaction, please be sure to help.

(editor: editorial Department of Entrepreneurship Handbook)