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Understanding The Functions of Note in a Business Transaction

To those in business or who often participate in purchasing and selling activities, the term ‘notes’ is very familiar. A cash note is one kind of note that is well-known in the market. This piece of paper is usually present whenever you finish a business transaction. In addition, it includes various information on purchasing and selling, ranging from the item’s name to the quantity and price.

Different kinds of notes are often seen and used by business professionals, depending on their purpose. Furthermore, the proof of transaction is utilized to match items with transactions that have already been documented. In creating transaction notes, it will be easier and save time if you do it digitally using Accounting software


Once you understand the meaning of notes, you’ll realize how critical it is to have dealings, mainly while operating a company. See the explanation in the following for additional information on how to improve your business’s performance.

Read more: 5 Benefits of Credit Note for Your Business

What is a Note?


A note is a legal document that functions as a promissory note from a borrower to a creditor or investment. Therefore investors in notes get interest payments for keeping the note and reimbursed the initial amount invested, similar to how they are repaid in bonds. It will affect the way debits and credits are recorded in business transactions. Additionally, the transaction evidence is used to rapidly determine the number of goods sold within a specific period.

Additionally, issuers of notes are obliged to return creditors the principal amount of a loan, plus any interest payments, at a specified date. You can use notes for various purposes, such as informal loan arrangements between family members, safe-haven investments, and complex financial instruments issued by companies.

How to Write a Note: What to Include


Customers who visit physical or online stores often get notes straight from the vendor. Transactions are performed immediately, without the need to wait until the due date. There is certain information that you must input while creating a note. When writing a sales notes, remember to include the following items:

  • Date of the note’s issue
  • The store’s, owner’s, or company’s identity
  • Customer-purchased goods category
  • The number of items available
  • Signature as evidence of a successful transaction

The Function of Note in Business Transaction

Each type of note reveals the purpose of the note itself. The following are some of the general functions of a note in a business transaction:

1. As evidence of payment

A note that contains information about various aspects of the transaction is used as evidence of payment. Therefore, it contains crucial business transaction information that the vendor or buyer needs. The data in the form of products or services, the quantity of money spent by customers, and their price.

2. As a reference to other parties 

Sales notes may also be used as a reference document for other parties interested in the products or services that customers have bought and utilized.

3. As evidence of transactional correctness

The most frequent notes are used as evidence of transactions are corrected if the customer makes a mistake in purchasing or receiving products. So, to prevent unpleasant things, it is strongly advised to maintain notes correctly and neatly. This transaction’s proof may also assist you in preparing financial statements. Whether there is proof of complete transactions, you may quickly determine any mistakes or manipulations in the financial accounts.

download skema harga software erp
download skema harga software erp

Types of Notes

Based on the type, notes are grouped into several types depending on their needs. The types of messages include the following:

1. Cash note

Cash notes are one of the proofs of transactions for consumers. Often, this is evidence of payment transactions provided to clients by company owners. Most company owners utilize paper sales notes, while others create them manually, such as in excel. It is to protect transaction evidence against irreversible harm or loss.

2. Sales note

A sales note, commonly referred to as a receipt, is evidence of a purchase of goods or services made in cash that the seller gives to the buyer. In general, a sales note consists of two copies. The first sheet will be given to the buyer, while the seller will keep the other sheet as a document for bookkeeping purposes.

3. Debit note

This kind of it is a document or evidence of a transaction that explains the decrease in accounts payable due to a variety of factors. Such are product returns or price concessions made by customers. The business will provide proof of this transaction to its consumers due to returning the products bought because they were damaged or do not match the order, and the seller agrees to take the goods back or lower the price. In brief, it will help reduce the buyer’s outstanding trade obligations.

The Company can regulate the process of returning the goods using the help of a POS system from HashMicro that can regulate the process of exchanging goods, returning goods, and payment installments in accordance with the applicable provisions effectively. Meanwhile, this software can be used on any device and you can monitor business transaction activity anytime and anywhere.

4. Credit note

A credit note is a document given by a seller to a buyer informing them that their credited account. If the credit note is for the same amount as the invoice, it will entirely cancel it. So, if it is for less, it will partially cancel the invoice.

Make Note Easily for Your Business Now! 

After understanding the critical function notes performed in purchasing and selling operations, you can now apply them directly to business. The note provides customers with a feeling of confidence during a business transaction. Meanwhile, for sellers, notes may serve as proof of tracking the number of items sold, profit margins, and other critical information.


To make it easier for you to write sales notes, you can also use HashMicro’s Best Peppol e-Invoicing Software. Now, you can spend less time on paperwork & improve your company productivity! Our system is connected to the Peppol network to speed up your invoicing process, help you get paid faster, and maintain cash flow. If you are interested in using inventory system, click here to try the free demo.

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