Various Various Proofs Of Transactions In The Business World

Business transaction illustration (Pixabay/CLICKerHappy)

YOGYAKARTA - In business activities, financial recording is a very important part. To ensure the accuracy and validity of each recording, transaction evidence is needed. Proof of transaction is a document or note that shows the occurrence of a transaction, whether buying, selling, receiving, or spending money. This document becomes the basis for accounting recording and as a verification tool in the audit process.

In general, proof of transaction is divided into two types, namely evidence of internal transactions and evidence of external transactions. Both have important functions in the company's financial system.

Evidence of internal transactions is a document made by the company itself without the direct involvement of outsiders. This type of evidence usually records the financial activities that occur within the organization. Example:

This memo is used to record events that occur internally, such as the transfer of goods between departments or the use of office equipment. This memo is usually signed by the authorities.

It is used to record small cash expenditures such as purchasing stationery or parking fees. This evidence is usually attached with a note or receipt as a complement.

Although not the main evidence, the listing in the journal comes from proof of transactions and becomes the company's internal control tool.

External evidence is a transaction document involving outsiders, such as consumers, suppliers, or other third parties. Types of external transaction evidence include:

a. Faktur (Invoice)

This is proof of a sale transaction or purchase of goods on credit. The invoice was made by the seller and given to the buyer as a debt statement that must be paid. There are two types of invoices:

b. Kwitansi

Used as proof of receipt of a sum of money. The receipt is usually signed by the recipient of the money and given to the money. This document is often used in cash transactions.

c. Memorandum of Conduct

A cash memorandum or purchase receipt is used to record purchase transactions in cash. This memorandum is given directly after the payment is made.

d. Credit Note

It is used by sellers to inform that there is a reduction in the value of the bill, usually because the goods are returned or there are discounts.

e. Debet Note

It is used by buyers to request a reduction in the value of the bill to the seller, for example because the goods are defective or not appropriate.

f. Check and Bilyet Giro (BG)

Both are non-cash payment tools. Checks can be cashed directly, while bilyet giro can only be transferred to the recipient's account.

g. Proof of Deposit and Proof of Transfer

This document is proof that there has been deposit or transfer of money through the bank. Generally used for bill payments or payment of receivables.

h. Road Letter

It is used to record shipments of goods from sellers to buyers. Road certificates include the type, number of goods, and date of delivery.

i. Shipping Resi

This document was issued by an expedition service as a sign that the goods had been delivered. Resion is important for tracking goods shipments.

Having complete and accurate transaction proof is very important for business continuity. Main functions include:

Without valid transaction evidence, financial records can be considered invalid and can trigger legal problems or financial losses.

Proof of transactions is a crucial element in financial management. Every transaction, both large and small, should be supported by valid written evidence. Therefore, the company needs to ensure that every financial activity is documented in an orderly and neat manner so that financial transparency and accountability is maintained.