ACCOUNTING Msc.

Natalia Isabel Serrano Redondo

Commercial Documentation.
It is any written document that registers a commercial transaction or a certain aspect of it, which can be
used for many purposes.

Purpose of commercial documents:

1. Be an instrument for accounting purposes.
2. Document the agreement between two parties.

There are simple and complex documents, they all have a certain purpose and aid several departments as
well. Documents can be classified into simple documents and complex documents.

Simple documents:
These are the files that are used constantly and therefore are more common to the ones using them, their
main purpose is to aid to the well-being or the company keeping their transactions clear and free of errors,
they are related to the existence of the company itself, and without them the total chaos would remain.
These forms are mainly developed to collect the necessary information amongst the most common ones we
can find: voucher, receipt, invoice, payroll, check, debit note, credit note, purchase order, etc.

Some offices still use this document, its purpose is to make some money advances to employees and they
need to let It is a document that is used in some offices, this is used for the purpose of advancing sums of
money to their officials, who must sign the receipt of it. It is a future promise of payment, which is made
informally on any kind of paper and is usually canceled two days after it is requested.

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 ACCOUNTING Msc. Natalia Isabel Serrano Redondo

Month day year

________ _______ ________

Mr. (person receiving the ¢) ______________

Worth (amount in letters) _________________

Reason for the voucher: ___________________

¢_amount in #: ___________________

Signature of the person receiving the money:

________________
Signature
Practice 1
1. Mr. José Aragón Castro went today to the office of the secretary of the management to request a
voucher for minor purchases for ¢10,000 colones, the voucher is authorized by the head of the
department Mr. Gabriel de Jesús Reyes.

Month day year

________ _______ ________

Mr. ____________________________

Worth _________________

Reason for the voucher: ___________________

¢_amount in #: ___________________

Signature of the person receiving the money:

________________
Signature

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 ACCOUNTING Msc. Natalia Isabel Serrano Redondo

2. Mr. Javier Barquero Quesada, head of the marketing department, today authorizes Mr. Carlos Espinoza
to withdraw a voucher from petty cash for the sum of ¢33,000 colones that will be used for a tour to
Puntarenas. The settlement of expenses must be delivered two days after the return of the tour.

Month day year

________ _______ ________

Mr. ____________________________

Worth _________________

Reason for the voucher: ___________________

¢_amount in #: ___________________

Signature of the person receiving the money:

________________
Signature

It is a document that is given in exchange for a certain amount of money that is received in payment of an
obligation. This document can be purchased already printed in bookstores or can be made with a model
according to needs. The receipt is used when money is received for any reason: payment of interest, account
credits, services rendered, rent, among others.

RECEIPT FOR MONEY No. 0543940 ______ / ______ / ______

DAY MONTH YEAR

Name of the person delivering the money

WE RECEIVED FROM__________________________________________________________________________________
Amount in letters amount in #
THE SUM OF:_________________________________________________________________ ¢____________
Reason why he gives money
FOR:_________________________________________________________________________________
The validity of this receipt is conditional on the checks received in partial or total payment being made effective.

Who receives the money signs

________________________
Responsible Signature

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 ACCOUNTING Msc. Natalia Isabel Serrano Redondo

Practice 2
1. On this date, Karla Pérez Rojas receives from Diego Bonilla the sum of ¢100,000 colones in cash as
a payment for her appliance account that has a remaining balance of ¢208.000 colones.

RECEIPT FOR MONEY No. 0543941 ______ / ______ / ______

DAY MONTH YEAR

WE RECEIVED FROM__________________________________________________________________________________

THE SUM OF:_________________________________________________________________ ¢____________

FOR:_________________________________________________________________________________
The validity of this receipt is conditional on the checks received in partial or total payment being made effective.

________________________
Responsible Signature

2. Mrs. Claudia Mata Sanabria yesterday paid Emanuel Ruiz the rent of the office she rents, the amount
is for ¢50.000 colones, the month she cancels is the present month.

RECEIPT FOR MONEY No. 0543942 ______ / ______ / ______

DAY MONTH YEAR

WE RECEIVED FROM__________________________________________________________________________________

THE SUM OF:_________________________________________________________________ ¢____________

FOR:_________________________________________________________________________________
The validity of this receipt is conditional on the checks received in partial or total payment being made effective.

________________________
Responsible Signature

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 ACCOUNTING Msc. Natalia Isabel Serrano Redondo

It is one of the most well-known trade documents. It is a legal and accounting document that is issued
through a purchase and sale contract. This document represents the proof of the quality and price of the
items.

INVOICE No. 05439401

DAY MONTH YEAR

Name of the purchaser

LORD:__________________________________________________________________________________

QUANTITY DESCRIPTION AMOUNT

1 Rolex watch, leather bracelet 380.000.00

SUB TOTAL 380.000

DISCOUNT (8%) 30.400
SUB TOTAL 349.600
I.V. (13%) 45.448
TOTAL 395.048

THE SUM OF:__________________________________________________________________ ¢____________

FOR:_________________________________________________________________________________
The validity of this receipt is conditional on the checks received in partial or total payment being made effective

__________________
Responsible Signature

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 ACCOUNTING Msc. Natalia Isabel Serrano Redondo

Practice 3
1. Miss María Gabriela, a resident of Los Angeles, showed up today at the El Gallito S.A. store and
bought the following products: 2 bags of milanes at ¢1,200 each, 3 bags of assorted candies at
¢2,000 each bag, 1 piñata at ¢5,000, 3 packages of piñata fillings at ¢1,300 each, 2 bags of chocolate
candies at ¢1000 each bag, 20 party balloons at ¢35 each, 15 eye masks at ¢30 each. We get an
8% discount and a 13% sales tax.

INVOICE No. 0543940

DAY MONTH YEAR

MISS:__________________________________________________________________________________

QUANTITY DESCRIPTION AMOUNT

SUB TOTAL

DISCOUNT

SUB TOTAL

I.V.

TOTAL

2. The office where I work sent me today to buy the following merchandise, the invoice must be in the
name of Inversiones Mar AZUL S.A.
THE SUM OF:__________________________________________________________________ ¢____________
4 packages at ¢10,000 colones each, 9 pencils at ¢395 colones each,
FOR:_________________________________________________________________________________
The validity of this receipt is conditional on the checks received in partial or total payment being made effective
5 pens at ¢200 colones each, 7 erasers at ¢250 colones each,
6 notebooks at 1,050 __________________
colones each, 1 calculator at ¢5,000 colones,
Responsible Signature

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 ACCOUNTING Msc. Natalia Isabel Serrano Redondo
2 staplers at ¢1,150 colones each, 8 hole punches at ¢950 colones each, 4 boxes of colored pencils at ¢550
colones each, 10 markers at ¢810 colones each. Plus sales tax and with a 10% discount

INVOICE No. 0543940

DAY MONTH YEAR

LORD:__________________________________________________________________________________

QUANTITY DESCRIPTION AMOUNT

SUB TOTAL

DISCOUNT

SUB TOTAL

I.V.

TOTAL

THE SUM OF:__________________________________________________________________ ¢____________

FOR:_________________________________________________________________________________
:
The validity of this receipt is conditional on the checks received in partial or total payment being made effective

Document containing the details agreed with the customer, regarding the type of merchandise, price,
__________________
delivery date, shipping day and Signature
Responsible payment terms. It receives this name because it is of an external nature, in
other words, for use in the importation of goods or merchandise.

Requirements:
• Quantity.
• Item description.
• Price of each of the items, total.
• Provider name, date, for use by.
• Authorized signature, company seal.
• Document title, sales tax, signature, and approved.

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 ACCOUNTING Msc. Natalia Isabel Serrano Redondo

The purchase order is used when internal goods or services are requested. Requirements: (Note). They are
the same requirements of the order plus the FOB price (free on board), FIB price (Cost, insurance and
freight) among others.

It is a certificate where the customer is informed that for one reason or another, money has been received,
so it is credited to their account. It is used by banking institutions, commercial companies. This document
is used when.

• The customer finds that he lacks merchandise.

• Damaged shipment, which is rejected.
• Poor billing.
• Discount for prompt payment.

Company REG, S.A. Credit Note No.141809

Date:____________________________________
Sir(s)_________________________________________________________

On this Date we have credited to your estimable account for the items indicated below, the sum
de_________________________________________________________________________

Concept Amount

Total credited

Remarks:____________________________________________________________________________________________________________________________
__________________________________________________________________________

________________________ __________________________ _________________________

Done by Reviewed by Authorized by

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 ACCOUNTING Msc. Natalia Isabel Serrano Redondo

It is a record where the values that are charged to customers are detailed. Charges caused by errors or
omissions in the prices of the goods or services supplied.

Company REG, S.A. Debit Note No.1809

Date:_______________________________
Sir(s)_________________________________________________________

On this Date we have debited your estimable account for the items indicated below, the sum
de________________________________________________________________________

Concept Amount

Total debited

Remarks:____________________________________________________________________________________________________________________________
__________________________________________________________________________

________________________ __________________________ _________________________

Done by Reviewed by Authorized by

They are essential documents to execute or exercise the literal and autonomous right that is set forth in
them.

• . A credit document in which the person who signs

it unconditionally promises to pay another a certain amount of money in a certain time.

• . It is a proof of lien, on a document or a real

estate that has not been paid in full, being affected in its availability by the debtor, until it is paid to the
creditor.

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 ACCOUNTING Msc. Natalia Isabel Serrano Redondo

•
It represents the payment mandate in favor of a third person and charged to the available funds that the
drawer has in the bank. It is an unconditional order (No conditions) of payment drawn on a bank and
payable on sight.

Banco Costa Azul CHEQUE No. 304938

SAN JOSE COSTA RICA

Day month year

SAN JOSE __________________________ 2008_____

Beneficiary name amount in #

PAY TO THE ORDER OF
_________________________________________________________o to bearer ¢_________
Amount in letters
COLONES______________________________________________________________________________________________

BONILLA JIMENEZ EMANUEL Signature of account holder

124480-9 ________________________________________
SIGNATURE
304938:010.1!!! 3000-: “1244809”

Responsible Signature

1. Make a check payable to Moisés Sánchez Arias for an amount of ¢ 80,000.

Banco Costa Azul CHEQUE No. 304938

SAN JOSE COSTA RICA

SAN JOSE __________________________ 2008_____

PAY TO THE ORDER OF

_________________________________________________________o to bearer ¢_________

COLONES______________________________________________________________________________________________

BONILLA JIMENEZ EMANUEL

124480-9 ________________________________________
SIGNATURE
304938:010.1!!! 3000-: “1244809”
__________________
Responsible Signature

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 ACCOUNTING Msc. Natalia Isabel Serrano Redondo

2. Make a check payable to Compañía Nacional de Fuerza y Luz for the sum of ¢ 400,000

Banco Costa Azul CHEQUE No. 304938

SAN JOSE COSTA RICA

SAN JOSE __________________________ 2008_____

PAY TO THE ORDER OF

_________________________________________________________o to bearer ¢_________

COLONES______________________________________________________________________________________________

BONILLA JIMENEZ EMANUEL

124480-9 ________________________________________
SIGNATURE
304938:010.1!!! 3000-: “1244809”
__________________
3. Prepare aResponsible Signature
check in favor of Aqueducts and Sewers for the sum of ¢ 135,189.00

Banco Costa Azul CHEQUE No. 304938

SAN JOSE COSTA RICA

SAN JOSE __________________________ 2008_____

PAY TO THE ORDER OF

_________________________________________________________o to bearer ¢_________

COLONES______________________________________________________________________________________________

BONILLA JIMENEZ EMANUEL

124480-9 ________________________________________
SIGNATURE
304938:010.1!!! 3000-: “1244809”
__________________
Responsible Signature

.
Commercial document par excellence and is used as a credit document.
Person involved in the bill of exchange.
1. Policyholder or beneficiary: It is the one who collects the bill of exchange.
2. Drawer or Drawer: It is the person who issues and signs at the bottom of the bill of exchange,
he will stop charging the acceptor and will stop paying the beneficiary.
3. Drawee or Drawn: It is the person who has to pay the bill of exchange, through the acceptance
process, known as the acceptor.

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 ACCOUNTING Msc. Natalia Isabel Serrano Redondo

Document by which a natural or legal person imposes a real lien on a movable property, in order to
guarantee an obligation of his own or another.

Securities issued in series and to bearer, the obligation to pay some sum of money in a certain period and
at a fixed interest rate. The bonds are redeemed through quarterly draws and are exempt from all taxes

They are the securities by which the status of partner in a corporation is accredited and transmitted,
represents an aliquot part of the share capital, represents equal parts of the share capital.

The deposit is considered commercial if the things deposited are the object of commerce, and it is made
as a result of a commercial operation.

It is one of the largest forms and records individually or totally, the wages paid and the mandatory and
personal deductions of employees in a certain period, either on a daily, weekly, or monthly basis. The form
canceled and duly signed by the interested parties is an element of judgment that serves to count.

"It is a list of the organization's personnel ordered by administrative unit or center of responsibility. It
records the wages earned by the workers and the deductions applied to them. The payroll is prepared
manually or through automatic procedures, depending on its volume and complexity. Apart from the
particularities of each company, the data commonly contained in the spreadsheet are:
✓ The worker's name, his two surnames and the ID number
✓ The nominal wage

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 ACCOUNTING Msc. Natalia Isabel Serrano Redondo
✓ The deductions that the employer must apply by law: for the social security system (for illness,
maternity, disability, old age and death); for the pension fund; to cancel income tax in the case of
workers who by law pay this tax according to their income.
✓ Other reductions previously authorised by the worker: for the solidarity association or for the
cooperative; for the National Institute of Housing and Urbanism; for the Popular and Community
Development Bank, in loan cancellation; For the National Insurance Institute, in the cancellation of
policy premiums or other obligations; to pay the dues of the union and other associations, etc.
✓ Pensions and attachments by order of a judicial authority
✓ The net salary, that is, the amount that must be paid to the worker once the corresponding
deductions have been made

For control purposes, it is common for the payroll to be prepared in an administrative unit different from
the one that makes the payments and can only be modified at the request of the authorized person (for
example, the head of Personnel)"1

WORKING DAYS AND OVERTIME

"For the purposes of this section, we shall understand a working day as the period during which a worker is
in the service of an employer so that the latter may use his physical or mental energy, or both.
Historically, for humanitarian reasons and social convenience (so that the employee could regain his strength
and to allow him to participate in family and community life) the working day was limited, by establishing a
maximum duration, which in our country, has constitutional rank:

Article 58. – The ordinary daytime working day may not exceed eight hours a day and forty-eight hours a
week. The ordinary night working day may not exceed six hours a day and thirty-six hours a week. Overtime
work must be remunerated with fifty percent more than the stipulated wages or salaries. However, these
provisions shall not apply in the very qualified cases of exception determined by law.

On this important subject Euquerio Guerrero tells us:

Two interests are at stake in this regard: on the one hand, man has a physical limit to work and in his
protection the time of work must be limited, because although a vigorous individual can accept many hours
of incessant work, apparently without fatigue, excessive physical wear and tear causes over time a loss of
faculties and a premature weakening that diminish the period of useful life. It must also be considered that

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the physical effort and wear and tear of the worker are not the same during all hours of the day or in tasks
whose diversity is enormous or in the environment in which they are carried out.

In accordance with the above-mentioned constitutional article and with the regulations included in the Labor
Code in Costa Rica, the maximum ordinary working day has the following characteristics

The maximum daytime working day

It should not exceed eight hours a day and forty-eight hours a week, although it is feasible to extend them
up to ten hours a day, if the work is not unhealthy and dangerous, with a maximum weekly limit of forty-
eight hours.

The night shift

It covers nineteen to five hours and its maximum duration is six hours a day.

The mixed day

It receives this name when the work is carried out during the day and partly during the night (it must not
exceed three and a half hours in the period between nineteen and five hours. It would then have the
character of a night shift) has a maximum of seven hours, which it is feasible to extend to eight when the
work is neither unhealthy nor dangerous

The cumulative working day

Workers and employers may agree on a cumulative working day (also called "continuous working day") that
does not exceed forty-eight hours per week, in order to dedicate a greater number of hours to work each
day, provided that the working day does not exceed ten hours per day and that they are tasks that are
neither unhealthy nor dangerous

The extraordinary working day

Working time that exceeds the limits indicated in previous lines acquires the character of overtime. On this,
the Labor Code orders:

Article 135. Daytime work is between five and nineteen hours and night work is work between nineteen and
five hours

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 ACCOUNTING Msc. Natalia Isabel Serrano Redondo
Article 136. The ordinary working day may not exceed eight hours in the day, six at night and forty-eight
hours per week.
However, in jobs that are not unhealthy or dangerous due to their own condition, an ordinary daytime
working day of up to ten hours and a mixed day of up to eight hours may be stipulated, provided that the
weekly work does not exceed forty-eight hours.
The parties may freely contract the hours allocated to rest and meals, taking into account the nature of the
work and the legal provisions.

Article 137. Effective working time is that in which the worker remains under the orders of the employer or
cannot leave the place where he provides his services during rest hours and meals.
In any case, effective working time will be considered the minimum mandatory rest that workers must be
given for half an hour in the working day, provided that it is continuous.

Article 138. Except as stated in Article 136, the mixed working day shall in no case exceed seven hours. But
it will be classified as night when three and a half hours or more are worked between nineteen and five
hours.

Article 139. Actual work that is performed outside the limits set above, or that exceeds the working day less
than these that is contractually agreed, constitutes overtime and must be remunerated with fifty percent
more than the minimum wages or the wages above these that have been stipulated. Overtime will not be
considered to be those hours that the worker spends in correcting errors attributable only to him, committed
during the ordinary working day.
Work that is not part of the ordinary working day and during daytime hours is voluntarily performed by
workers on agricultural or livestock farms shall not merit extraordinary remuneration either.

Article 140. The overtime, added to the ordinary one, may not exceed twelve hours, unless due to an incident
or imminent risk persons, establishments, machines or installations, plantations, products or crops are
endangered and that without obvious prejudice the workers cannot be replaced or the work of those who
are working suspended.
Article 141. In jobs that by their very nature are dangerous or unhealthy, overtime will not be allowed.

Overtime payment method

As provided for in article 139 of the Labor Code transcribed above, overtime will be compensated with 50%
more than the minimum wages or salaries above these.

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Holidays, holidays and weekly rest days

Reasons of a religious nature, civic celebration and hygienic and social causes, make it obligatory for the
employer to grant a day of absolute rest after each week or six days of continuous work. The Labor Code
tells us about them:

Article 152. Every worker has the right to enjoy one day of absolute rest after each week or every six days
of continuous work, which will only be with the corresponding salary if they are persons who provide their
services in commercial establishments or when, in other cases, it has been stipulated.
An employer who does not grant the day of rest shall incur the legal penalties and the obligation to pay his
workers, for that day, twice the salary that he ordinarily pays them.
However, work will be allowed, by agreement of the parties, during the weekly day of rest, if the work is
not heavy, unhealthy or dangerous and is carried out in the service of agricultural or livestock farms of
industrial companies that require continuity in work due to the nature of the needs they satisfy or activities
of obvious public social interest. In the first case, the remuneration shall be that established for overtime in
the first paragraph of Article 139, in other cases, it shall be that established in the second paragraph of this
Article.
In the case of those tasks included in the last case of the previous paragraph and the worker does not agree
to provide his services during the days of rest, the employer may request, before the Ministry of Labor,
authorization to grant the breaks on a monthly cumulative basis. The Ministry, after hearing the workers
concerned for a period that will never be less than three days in each case and in a reasoned resolution, will
grant or deny the requested authorization.

In our country, mainly due to a fairly deep-rooted religious tradition, Sunday has been considered the
regular day of rest (the Labor Code classifies it as a holiday. In addition, holidays are considered as non-
working days, as provided for in articles 147 and 148 of the aforementioned code:
The following will be considered holidays and therefore of mandatory payment: January 1, April 11, Holy
Thursday and Good Friday, May 1, July 25, August 15, September 15, December 25. August 2 and October
12 are also considered holidays but their payment will not be mandatory.

On certain dates that coincide with religious or civic celebrations in some parts of the country, workers are
granted these days as holidays without reducing their salary. These periods are known as holidays.
Thus, in the event that the overtime occurs on a day of rest, a holiday of mandatory payment or during the
holidays granted by the competent authority, if the worker's salary is weekly, the remuneration will be equal

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to twice that of the worker. If the salary is biweekly or monthly, as this includes the payment of all the days
included in this period (working and non-working), if you work overtime, the ordinary working day (that is,
the first eight hours) is paid in single time and in double time for the period that exceeds those first eight
hours.
These are in general terms the procedures for the payment of overtime.

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