Customer documents and communication: guides

204 guides in this section. Pick the question closest to yours, or browse by tool. Page 4 of 9

• Does the receipt tool keep the customer names and amounts I enter?Customer names, numbers and amounts typed into the receipt generator are neither uploaded nor stored. What that means for their privacy, and why your PDF is on you.
• I tutor privately; how do I give parents a receipt for the month's fees?For private tutors: how to give parents a clear monthly receipt naming the student, the period and the number of sessions, so you are not explaining it every time.
• Isn't the bank transfer screenshot enough? Why issue a receipt at all?A transfer screenshot comes from the payer and shows a transfer was started. A receipt comes from you and confirms you received it, and for what. When you need both.
• The money arrived yesterday and I am writing the receipt today; which date goes on it?A receipt has one date field, labelled 'Payment date'. Why the day the money arrived is the right one, and how to record the issue date when it differs.
• My customer lost their receipt; how do I give them a copy with the same number?The receipt tool keeps no history, so reissuing a lost receipt depends on your own records. How to rebuild it with the original number, date and amount, marked as a copy.
• Will my customer's employer accept this receipt for an expense claim?Your customer wants the receipt to claim the cost back from their company. Acceptance is their call; here is what the receipt carries and what to do if they need more.
• Why does my purchase order charge tax on the shipping as well as the items?The purchase order adds shipping to the items, then applies the tax rate to the sum. See the difference in figures, and what to do if the supplier does not tax shipping.
• How do I send a purchase order in USD to a factory in China?Importing from a factory in China: an English purchase order in dollars, with the freight they quoted, the delivery terms you agreed, and no local tax line.
• What should I write in the delivery terms of a PO for a small warehouse?Delivery terms are free text printed beside the delivery address. What the driver and supplier need: receiving hours, part deliveries, unloading, shortages.
• How do I order roasted coffee by the kilo with quantities like 12.5 kg?A roastery or cafe buying beans by weight: how to enter quantities like 12.5 kg on a purchase order, where the unit goes, and how each line and the tax are rounded.
• Why won't the purchase order tool accept my requested delivery date?'This date cannot be earlier than the document date' shows under the delivery date. The usual causes: an old order date, swapped day and month, or a half-typed date.
• Can a small agency use a purchase order to commission a freelance translator?Purchase orders are not only for goods. Commissioning a freelance translator with one: word count as quantity, per-word rate, deadline as delivery date.
• Why does a PO line with a unit price of 0.125 come out rounded?Parts priced below one cent: the tool multiplies exactly, then rounds each line half up. Why 41.625 prints as 41.63, and why the lines always add up to the total.
• How do I get my manager to approve and sign a purchase order before it goes out?Every purchase order from the tool ends with an 'Approved by (name and signature)' line. With no e-signature option, here is a simple print, sign and scan routine.
• My supplier in Dubai has English-speaking staff; which language should the purchase order use?Arabic, English or both: choosing the PO language for a supplier whose warehouse team does not read Arabic, and why item names stay exactly as you type them.
• How do I have a supplier deliver straight to the event venue instead of my office?Ordering chairs and lighting straight to the venue: where the venue address goes, how to add the access window and site contact, and which date to ask for.
• How do I check a supplier's delivery against my purchase order and their packing list?The shipment is here: the PO says what you ordered, the packing list what the supplier shipped, your count what arrived. How to compare the three before you sign for it.
• How do I list the free samples a supplier promised on my purchase order?Promised free samples? Add them as zero-price lines so they are part of the written order and your receiving staff expect them, with no change to the total.
• My supplier gave me 5% off for volume; how do I show that on the purchase order?The purchase order has no discount field. Enter the net unit price after the discount, note the list price and discount, and the total matches what you will actually pay.
• Are my supplier prices and order quantities stored when I make a PO on the site?Buying prices are business secrets. The purchase order tool builds the file in your browser, so your prices are neither uploaded nor kept. What that means for you.
• One product is spread over three cartons; how do I enter it on the packing list?Two honest ways to record an item split across cartons: one line per carton with its own quantity, or one line with a package range, and when to use each.
• Why does my packing list show several totals when I mix pieces, kilos and boxes?Pieces, kilos and boxes on one list make the grand total meaningless, so the tool also prints a total per unit. Here is which figure to read and which to ignore.
• Should the packing list weight be in kg or lb for a customer in the US?The kg or lb option on the packing list only changes the unit label; it does not convert the number. Match your shipping booking and convert before typing.
• I put an item in carton 4 of a 3-carton shipment; why didn't the tool warn me?Package numbers on the packing list are free text and are not compared with the package count, so a carton that does not exist raises no warning. Check it like this.