Acknowledging Receipt of Goods and Making Payment

When the buyer receives the goods delivered by the seller, he will examine them carefully; if he finds them to be in order, he will, in many cases, send the seller an acknowledgment of receipt. Should a remittance be made at the same time, an advice to this effect is included in the acknowledgment.

Before payment is effected, the buyer carefully checks the seller's invoice or statement and compares it with his own records. If he discovers any error or discrepancy, he will notify the seller immediately. The matter is then investigated by the latter and, if it is found that the buyer was right, a correction is made.

In settling indebtedness the following means of payment may be used:

1. cash,

2. postal orders and money orders,

3. cheques and bank drafts,

4. bank transfers,

5. bills of exchange and promissory notes,

6. documentary credits.

The means of payment most commonly used in foreign trade are bank transfers, bank drafts, bills of exchange and documentary credits.

Payments in foreign trade involve the conversion of one currency into another. Means of payment which represent a claim to the payment of a certain sum in a foreign currency are collectively known as foreign exchange.

A sum of money sent in the form of cash, a cheque, bank transfer, etc., to a person at another place is known as a remittance. (The word is also applied to the act of sending the money.) Remittances are accompanied by a remittance advice, or they are sent together with the order or the letter acknowledging receipt of the goods. If the sender of the remittance does not have any proof of payment, he will ask the recipient to send him a receipt.

 

Acknowledging Receipt of Payment

It is not necessary for the seller to acknowledge the buyer's remittance unless the buyer asks for a receipt. To many suppliers, however, such an acknowledgment is a welcome opportunity to build goodwill and to solicit further business.

Errors, misunderstandings and other difficulties in connection with payment have to be called to the buyer's attention. For example, the buyer may have made an error in remitting, he may have misunderstood the terms of payment, or he may have forgotten to mention the number and date of the invoice he is paying.

 

Statements

Customers who have a current account with a supplier receive statements of account at regular intervals, for example, once a month or once every quarter. The statement is, in effect, a copy of the customer's account since it was last balanced. It shows the balance at the beginning of the period, all invoices rendered and payments received during the period (including debit and credit notes, if any), and the balance at the end of this period. The statement enables the two firms to compare the entries in their books; it also acts as a reminder to the debtor that money is still owing.

 

Debit and Credit Notes

Debit and credit notes (US: debit and credit memoranda, debit and credit memos) are exchanged between two firms when faulty goods or empty containers are returned by the customer, or when an error or omission in an invoice or statement has to be corrected.

When a debit note has been received and found correct, it is acknowledged by a credit note, and vice versa.

Terms and phrases

a. Receipt of Goods, Invoices, etc.	Получение товаров, счетов и т.д.
We acknowledge receipt of the goods ordered and thank you for the prompt delivery.	Мы подтверждаем получение заказанных товаров и благодарим Вас за быструю доставку.
The goods covered by your invoice of... arrived by S.S. "Hamburg" yesterday.	Товары по Вашей счету-фактуре от … (дата), прибыли вчера на судне "Гамбург".
The shipment has reached us safely and has turned out to our complete satisfaction.	Груз был получен нами в сохранности и полностью отвечает нашим требованиям.
Your statement for the last quarter has been received and found correct.	Ваша выписка из счета за последний квартал была получена и признана правильной.
We are glad to advise you that your statement for December 20... corresponds with our books.	Мы рады сообщить Вам, что Ваша выписка из счёта за декабрь 20... соответствует нашим бухгалтерским книгам.
b. Arranging Payment	Выполнение оплаты
In payment of (In settlement of) your invoice we enclose crossed cheque for £... on District Bank Ltd., Manchester.	В качестве оплаты Вашей счета-фактуры мы прилагаем кроссированный чек на сумму £... Дистрикт Банк Лимитед, Манчестер.
We enclose cheque for £.., which please credit to our account (place to the credit of our account).	Мы прилагаем чек на сумму £..., который просим Вас записать на кредит нашего счета (зачислить в кредит нашего счета).
We enclose bank draft for $..., which covers your invoice after deduction of 2% cash discount.	Мы прилагаем банковский чек на сумму $..., который покрывает Вашу накладную после вычитания 2% скидки при оплате наличными.
We have instructed our bank to transfer (to remit) the amount of £... to your account with Barclays Bank Ltd., Bedford.	Мы проинструктировали свой банк о перечислении суммы в размере £... на Ваш счет в Барклей Банке Лимитед, Бедфорд.
We have accepted your draft and shall not fail to honour it promptly at maturity.	Мы акцептовали Вашу тратту и непременно оплатим её сразу по наступлении срока.
c. Errors in Invoices and Statements	Ошибки в счетах и выписках из счетов
On checking your invoice, we find that an error has occurred.	При проверке Вашей накладной мы обнаружили, что произошла ошибка.
We are returning your invoice, as you have made an error in totaling.	Мы возвращаем Вашу счет-фактуру, поскольку Вы сделали ошибку в подсчёте общей суммы.
There is a discrepancy between the goods delivered and your invoice.	Есть несоответствие между поставленными товарами и Вашей накладной.
We should like to draw your attention to two credit items which have been omitted from your statement.	Мы хотели бы привлечь Ваше внимание к двум пунктам кредита, которые были опущены в Вашей выписке из счёта.
We should be obliged if you would correct the statement (issue a corrected statement).	Мы были бы Вам обязаны, если бы Вы исправили выписку из счета (предоставили исправленную выписку из счета).
As we are having difficulty, owing to this error, in obtaining the release of the goods from the customs, we should be glad if you would send us an amended invoice.	Поскольку из-за этой ошибки у нас возникли трудности в получении товаров с таможни, мы будем рады, если Вы пошлете нам исправленную накладную.
Please confirm to us the adjusted balance of …	Пожалуйста, подтвердите нам уточнённый баланс...
d. Receipt of Payment	Получение оплаты
We acknowledge receipt of your cheque for..., which we have placed to the credit of your account.	Мы подтверждаем получение Вашего чека на..., который мы зачислили в кредит Вашего счета.
Our bankers have just advised us that they have received your remittance in the amount of...	Наши банкиры только что сообщили нам, что они получили Ваш денежный перевод на сумму...
We thank you for your prompt remittance and enclose our official (formal) receipt.	Мы благодарим Вас за быстрый перевод денег и прилагаем наше официальное подтверждение.
e. Errors in Payment, etc.	Ошибки в оплате и т.д.
We are returning your cheque because it is postdated.	Мы возвращаем Ваш чек, потому что он датирован задним числом.
We have noticed that your cheque is not signed.	Мы заметили, что Ваш чек не подписан.
Since payment was made after expiry of the discount period, we cannot agree to your deducting a 2% discount.	Так как оплата была произведена по истечении дисконтного периода, мы не можем согласиться с удержанием 2% скидки.
You have made a deduction of... from our invoice without giving any reason for it.	Вы сделали вычет в размере... с нашего счета, не указав причины.

 

Specimen letters