What are the uses of the purchasing documents in the laboratory stores, proforma invoice and bill of sale?

1. Purchasing documents in the laboratory stores: These documents are used to track and record all purchases made by the laboratory. They provide a detailed record of the items purchased, the quantity, the price, and the supplier. This information is essential for inventory management, budgeting, and financial reporting.

2. Proforma invoice: A proforma invoice is a preliminary bill of sale sent to a customer before the actual goods are delivered. It outlines the details of the transaction, including the description of the goods, quantity, price, and terms of sale. Proforma invoices are used to confirm the buyer's intent to purchase and to provide them with an estimate of the total cost.

3. Bill of sale: A bill of sale is a legal document that serves as proof of ownership transfer from the seller to the buyer. In the context of laboratory stores, a bill of sale is used to document the sale of equipment, supplies, or other items. It includes details such as the description of the items sold, the price, the date of sale, and the signatures of both parties. The bill of sale is important for record-keeping and to protect both the buyer and the seller in case of any disputes.

Purchasing Documents in Laboratory Stores

- Purchase Order: Authorizes the supplier to provide specific goods or services. It outlines the quantity, specifications, price, delivery date, and payment terms.
- Goods Receipt Note (GRN): Confirms the receipt of goods or services as ordered and matches them to the purchase order.
- Supplier Invoice: Provides a detailed statement of the goods or services delivered, including the quantity, unit price, and total amount due.
- Purchase Ledger: Maintains a record of all purchases, including supplier details, purchase orders, invoices, and payments.
- Stock Card: Tracks the inventory of each item in the laboratory stores, including receipts, issues, and balances.

Proforma Invoice

- Provides an estimated cost of goods or services before an official order is placed.
- Helps customers make informed decisions and prepare for the financial impact of the purchase.
- May be used for customs purposes to estimate import duties and taxes.
- Differs from a regular invoice in that it does not create a legal obligation to pay.

Bill of Sale

- A legal document that transfers ownership of an item from one party to another.
- Provides a record of the transaction, including the description of the item, its price, and the date and place of sale.
- Conveys ownership of tangible personal property (e.g., equipment, supplies) and may be required for proof of ownership or insurance purposes.