Glossary of Terms

An Air Waybill (AWB) is a non-negotiable air cargo transport document used as the contract of carriage between the shipper and the carrier (airline). It also functions as a shipment receipt and a tracking/reference document for air freight.

• Purpose: Document the air carriage agreement, provide shipment reference/tracking, and support operational handling through the air cargo chain.
• Non-negotiable: Unlike an ocean bill of lading, an AWB is generally not a document of title and does not transfer ownership of the goods.
• When to use: Whenever goods are shipped by air (courier, airline cargo, or via freight forwarder).
• e-AWB: The electronic Air Waybill (e-AWB) replaces the paper AWB in lanes/relationships where e-AWB is enabled.

B2B describes transactions where a business sells products or services to another business (the customer is a company or organization, not an individual consumer).

• Typical buyers: Companies, government agencies, institutions, SMEs, enterprise customers.
• Typical documents: Quotation → Purchase Order → Sales Order → Delivery/GRN → Invoice → Payment (often on credit terms).
• Payment behavior: Often invoiced with payment terms (e.g., Net 30) and requires AP matching (PO/GRN/Invoice).
• Why it matters: Processes are more formal, with approvals, compliance, and documentation expectations.

B2C describes transactions where a business sells products or services directly to an individual consumer (the customer is a person acting for personal use).

• Typical buyers: Individuals/consumers purchasing for personal use.
• Typical documents: Receipt and simplified invoices are common; purchase orders and GRNs are uncommon.
• Payment behavior: Often immediate payment (card/cash/online) rather than credit terms.
• Why it matters: Higher volume, smaller ticket sizes, simpler billing flows, and more emphasis on checkout/payment UX.

A barcode is a machine-readable code used to identify items, packages, or documents. 1D barcodes (e.g., EAN/UPC, Code 128) are common for retail and logistics, while QR codes are a 2D barcode suited for larger payloads like URLs.

• Purpose: Enable fast scanning for identification and tracking of products, cartons, pallets, or documents.
• Common uses in operations: SKU/product identification, inventory scanning, picking/packing, shipment labels, and document references.
• Why it matters: Improves speed and accuracy, reduces manual entry errors, and supports traceability.

Base currency is the first currency in a currency pair quotation (e.g., EUR in EUR/USD). It is the unit being priced, and the FX rate is expressed as how much of the counter currency equals 1 unit of the base currency.

• In a pair: First currency in the pair (e.g., EUR in EUR/USD).
• Interpretation: EUR/USD = 1.0850 means 1 EUR costs 1.0850 USD.
• In invoicing: Often the invoice currency or the seller’s reporting currency, depending on workflow.

A bill of lading (B/L) is a key ocean shipping document that functions as a receipt for cargo, evidence of the contract of carriage, and (when issued “to order”) a document of title that can control release/transfer of goods.

• Purpose: Prove shipment receipt and carriage terms, and control cargo release at destination.
• When to use: Sea freight shipments (including FCL/LCL), commonly required for customs, banks (LCs), and cargo release.
• Negotiable vs non-negotiable: An “order/to order” B/L is typically negotiable; a “straight” B/L consigned to a named party is typically non-negotiable.
• Why it matters: Mismatch between B/L, commercial invoice, and packing list is a common cause of clearance/payment delays (especially under LCs).

A Certificate of Origin (CO) is a trade document that certifies the country where the goods originate. It is used to satisfy customs or trade requirements, including duty/tax assessment and eligibility for preferential tariffs under FTAs.

• Purpose: Proves the origin (nationality) of exported goods for customs clearance, duty/tax treatment, and trade compliance.
• When to use: When the destination country, buyer, bank (e.g., letter of credit), or customs requires proof of origin—especially for cross-border shipments.
• Preferential vs non-preferential: Preferential CO supports FTA tariff benefits; non-preferential (ordinary) CO is used for general origin attestation without tariff preference.
• Who issues it: Commonly issued/endorsed by authorized bodies such as chambers of commerce or competent authorities, depending on the scheme.

CIF (Cost, Insurance and Freight) is an Incoterms® rule for sea/inland waterway shipments where the seller delivers the goods onboard the vessel at the port of shipment, pays carriage to the named port of destination, and provides minimum cargo insurance for the buyer’s benefit.

• Applies to: Sea and inland waterway transport only (commonly used in maritime/commodity trade).
• Seller pays: Export clearance (where applicable), loading onto the vessel, and freight costs to the named port of destination.
• Seller provides insurance: Minimum cargo insurance cover for the buyer’s risk during the main carriage (default is minimum cover unless parties agree to more).
• Risk transfer: Risk transfers to the buyer once the goods are loaded on board the vessel at the port of shipment (even though the seller pays freight and insurance to destination).

A commercial invoice is the primary document used in international trade and customs clearance. It describes the goods being shipped, their value, and the sale/shipping terms, and is used to assess duties and taxes.

• Purpose: Provide customs and the buyer with a complete, itemized record of the shipment’s goods, value, and trade terms for clearance and taxation.
• When to use: For cross-border shipments of goods—typically required by customs authorities, carriers, or couriers before release/clearance.
• Why it matters: Customs uses it to determine admissibility, classification, country of origin, and the amount of duties/taxes due. Missing or inaccurate details can delay clearance.
• Not the same as: A proforma invoice (estimate/quotation). A commercial invoice is the finalized trade document used for customs and is commonly treated as the shipment’s definitive invoice.
• Common in: Export/import shipments, courier and freight forwarding workflows, and documentary trade (e.g., letters of credit).

Company letterhead is the standard branded header (and often footer) used on official documents such as invoices, quotations, purchase orders, and letters. It typically includes the company’s name, logo, and key contact/registration details.

• Purpose: Make documents clearly identifiable and professional, and ensure consistent company details across customer and audit records.
• When to use: On outward-facing business documents: quotations, invoices, receipts, delivery documents, letters, and contracts.
• Why it matters: Improves trust and reduces confusion (correct entity/contact details). It can also help with compliance if required identifiers are shown (e.g., UEN, GST reg no.).
• Not the same as: A logo alone. Letterhead is the full document identity block (logo + company particulars + layout).

A company logo is the primary visual identifier of a business, used across documents, websites, products, and marketing. On invoices and trade documents, it helps confirm authenticity and reinforces consistent branding.

• Purpose: Provide a recognizable visual identity and improve trust/legibility on customer-facing documents.
• When to use: On letterheads, invoices, quotations, receipts, and websites—wherever the company identity should be clear.
• Why it matters: Reduces confusion between entities/brands, improves professionalism, and supports consistent document appearance.
• Best practice: Use vector (SVG/PDF) or high-resolution PNG for crisp PDF output; keep a monochrome version for stamps or low-ink printing.

A company seal (common seal) is a formal corporate seal used to execute certain documents by affixing an embossed imprint or stamp. In modern practice (including Singapore), many documents can be executed without a common seal, depending on legal requirements and internal policy.

• Purpose: Provide formal execution of specific corporate documents where a seal is required by contract, counterparties, or tradition.
• Where used: Certain contracts, deeds, or documents where counterparties request sealing.
• Why it matters: A seal is more formal than a routine stamp and may come with stricter control and authorization requirements.

A company stamp is an ink stamp used to mark documents as acknowledged or approved (often showing the company name and sometimes UEN/address). It is commonly used as an operational verification tool, especially in B2B workflows.

• Purpose: Provide quick visual authentication/acknowledgement on documents (e.g., delivery orders, invoices, letters).
• Where used: Delivery acknowledgements, receiving docs (GRN/DO), quotations/PO sign-offs, internal approvals.
• Why it matters: Supports operational controls and audit trails, but it is not automatically a legally binding signature in all contexts.

Counter currency (also called quote currency) is the second currency in a currency pair quotation (e.g., USD in EUR/USD). It is the currency used to express the price of 1 unit of the base currency.

• In a pair: Second currency in the pair (e.g., USD in EUR/USD).
• Interpretation: EUR/USD = 1.0850 means the counter currency is USD and the amount is USD per 1 EUR.
• In settlement: Often the currency used to pay when the contract/invoice is denominated in the counter currency.

Country of Origin is the country where goods are considered to be produced, obtained, or substantially transformed under applicable rules of origin. It is used by customs to determine duties/taxes, apply trade measures, and validate origin claims (including FTA preferences).

• Why it matters: Affects duty rates, taxes, import restrictions/controls, trade remedies, and whether preferential tariffs can be claimed.
• How it’s determined: By rules of origin (non-preferential or preferential). Common tests include wholly obtained/produced and substantial transformation (often via product-specific rules).
• Not the same as: Country of shipment/export or port of loading. Origin is about where the goods are made/obtained/transformed, not where they are shipped from.
• Proof of origin: Often supported by a Certificate of Origin or an origin declaration/self-certification (depending on the trade scheme/FTA).

A credit note is issued by a seller to reduce the amount a buyer owes on a previously issued invoice. It documents refunds, returns, discounts, or corrections without deleting the original invoice.

• Purpose: Formally reduce an outstanding invoice balance while preserving an audit trail.
• When to use: When goods are returned, services are canceled/partially delivered, pricing was overstated, or a post-invoice discount/refund is agreed.
• Why it matters: Keeps accounting and tax records consistent by referencing the original invoice and the reason for adjustment.
• Not the same as: A receipt (proof of payment) or a refund transaction itself. A credit note documents the reduction/credit; payment handling depends on the agreement.

Customs refers to the government authority and processes that control goods entering or leaving a country. Customs determines admissibility, verifies declarations, and assesses duties/taxes and compliance requirements.

• Purpose: Regulate cross-border trade by enforcing laws, collecting duties/taxes, and preventing prohibited/unsafe shipments.
• What customs checks: Classification (HS code), declared value, country of origin, permits, and documentation consistency.
• Why it matters: Customs holds are often caused by missing/incorrect documents, vague descriptions, mismatched weights/quantities, or controlled goods.

Dangerous Goods are articles or substances that can pose risks to health, safety, property, or the environment during transport. They are regulated by mode-specific rules (air, sea, road), with strict requirements for classification, packaging, marking/labeling, documentation, and trained handling.

• Purpose of DG rules: Prevent incidents by requiring correct classification, approved packaging, hazard communication (labels/marks), and compliant documentation.
• Air vs Sea rules: Air shipments follow ICAO Technical Instructions and IATA Dangerous Goods Regulations; sea shipments follow the IMDG Code (mandatory under SOLAS).
• Core identifiers: UN number, Proper Shipping Name, hazard class/division (and subsidiary risks), packing group (if assigned), and packaging/packing instruction requirements.
• Documentation: For regulated DG by air, shippers typically must prepare a Shipper’s Declaration (DGD/e-DGD) certifying the shipment is packed, labeled, and declared correctly.

A debit note is issued to increase the amount owed on a previously issued invoice (or to request an additional charge). It documents corrections or extra costs without reissuing the original invoice.

• Purpose: Formally increase an outstanding balance while preserving an audit trail and references to the original invoice.
• When to use: When the original invoice understated charges (e.g., missing items, underpriced line, additional freight/fees, tax corrections).
• Why it matters: Avoids canceling/replacing invoices and keeps accounting/tax records traceable via the original invoice reference.
• Not the same as: A new standalone invoice for a new sale. A debit note typically adjusts an existing billed transaction.

A delivery order (often called a delivery note) is a document that accompanies a shipment and lists the goods being delivered. It is used to confirm what was delivered and is typically signed/acknowledged by the receiver.

• Purpose: Document the items delivered and provide a receiver acknowledgement for fulfillment and dispute reduction.
• When to use: At the time of dispatch and delivery—especially when physical goods are handed over or transferred to a customer/site.
• Why it matters: Supports proof of delivery, improves 3-way matching (PO ↔ DO/GRN ↔ invoice), and reduces claims about missing/incorrect items.
• Not the same as: An invoice (no payment request) or a packing list (packaging detail). A delivery order focuses on what was delivered and acknowledged.

EXW (Ex Works) is an Incoterms rule where the seller makes goods available at a named place (often the seller’s premises). The buyer assumes most costs and risks from that point, including loading, export procedures, main carriage, and import clearance.

• Seller does: Makes goods available for collection at the agreed location (e.g., factory/warehouse) on the agreed date/time.
• Buyer does: Handles loading, export clearance, international transport, insurance (if desired), import clearance, and final delivery.
• Risk transfer: Risk generally shifts to the buyer once goods are made available at the named place.
• Best used for: Situations where the seller does not want to arrange transport beyond their premises; often considered safer for domestic sales rather than exports.

Export is the act of sending goods (or providing certain services) from one country to another. For goods, exporting typically involves customs/export declarations, compliance checks, and shipping documentation.

• Purpose: Move goods across borders for sale, transfer, or distribution in another country.
• When it applies: Whenever goods leave the origin country to a foreign destination (including returns, samples, and inter-company transfers).
• Why it matters: Export controls, permits, HS classification, and document accuracy affect clearance speed, costs, and legal compliance.

A footer is the bottom section of a document page that typically repeats across pages and contains supporting information such as page numbers, legal text, disclaimers, and contact details.

• Purpose: Provide consistent secondary information and page context (e.g., page numbers, disclaimers).
• Common contents: Page number, terms/disclaimer, company registration details, website/email, and sometimes payment notes.
• Multi-page use: Often repeated across pages to preserve context when printed or exported.

Freight refers to goods transported in bulk or as shipments via air, sea, rail, or road, and can also refer to the transportation service cost charged to move those goods.

• Purpose: Move cargo from shipper to consignee using carriers and transport networks.
• Where it shows up: Freight charges appear on quotes, invoices, and shipping documents (freight prepaid/collect).
• Why it matters: Freight mode and pricing affect lead time, risk exposure, insurance, and landed cost.

An FX rate is the price of one currency in terms of another. In a pair quote (Base/Counter), it indicates how much counter currency equals 1 unit of base currency.

• Pair meaning: Base/Counter rate is 'counter per 1 base' (e.g., EUR/USD 1.0850 = 1 EUR costs 1.0850 USD).
• Conversion rule: To convert Base → Counter: multiply by the rate. To convert Counter → Base: divide by the rate.
• In invoicing: Used to show local-currency equivalents, price catalogs in multiple currencies, or to settle invoices in a different currency.

A goods received note (GRN) is a buyer-side document created when goods are received. It records what arrived (and in what condition) and is used for inventory updates and invoice matching.

• Purpose: Confirm receipt of goods against a PO/DO and create an internal receiving record for inventory and accounts payable.
• When to use: Immediately upon receiving goods (warehouse/site) after inspection/counting.
• Why it matters: Enables 3-way matching (PO ↔ GRN ↔ invoice), reduces overbilling risk, and supports inventory accuracy and audits.
• Not the same as: A delivery order (supplier-issued) or an invoice. A GRN is typically buyer-issued and internal-facing, reflecting what was actually received.

GST is Singapore’s consumption tax charged on most supplies of goods and services in Singapore and on the import of goods. GST-registered businesses charge GST on standard-rated supplies and account for it to IRAS.

• Current standard rate: 9% on/after 1 Jan 2024 (standard-rated supplies).
• When you must register: If you reasonably expect taxable turnover to exceed S$1 million in the next 12 months, you must apply for GST registration within 30 days.
• Tax invoices & receipts: GST-registered businesses must issue tax invoices for standard-rated supplies and show their GST Registration Number on tax invoices, simplified tax invoices, and receipts.
• Why it matters in invoicing: Your invoice fields (GST rate, GST amount, totals) and required particulars affect compliance and can impact customer accounting and audit trails.

A header is the top section of a document page that typically repeats across pages and contains identity and navigation information such as company name/logo, document title, and key references.

• Purpose: Provide consistent document identification and key references at the top of each page.
• Common contents: Company logo/letterhead, document type (Invoice/PO), document number, dates, and sometimes contact details.
• Multi-page use: Often repeated on every page (or in a lighter form) so pages remain identifiable when printed or separated.

An HS code is a standardized product classification code used internationally for customs declarations, duty/tax assessment, trade statistics, and import/export controls. HS is harmonized internationally at the 6-digit level; countries may extend it beyond 6 digits for local tariff needs.

• What it does: Classifies goods for customs so authorities can determine admissibility, duty rates, taxes, restrictions, and reporting requirements.
• 6-digit international standard: HS codes are harmonized internationally up to 6 digits; countries can add additional digits for national tariff lines.
• Singapore context: Singapore adopts 8-digit HS codes under the ASEAN Harmonised Tariff Nomenclature (AHTN), based on the WCO 6-digit HS level.
• Where you’ll use it: Commercial invoices, packing lists, permits/declarations, and shipping/customs workflows—especially cross-border trade.

IBAN (International Bank Account Number) is a standardized format for identifying bank accounts across countries, used to route international payments reliably (commonly in Europe and many other jurisdictions).

• Purpose: Standardize account identifiers for cross-border payments, reducing errors and manual repair.
• Format: Country code + check digits + BBAN (domestic bank/account structure). Length varies by country (up to 34 characters).
• When to use: On invoices/payment instructions when receiving international transfers to an IBAN-enabled account.
• Not universal: Not all countries use IBAN (e.g., Singapore does not use IBAN).

Import is the act of bringing goods into a country from abroad. It commonly involves customs clearance, duties/taxes assessment, and meeting product compliance requirements.

• Purpose: Bring goods into a country for sale, use, processing, or distribution.
• When it applies: Whenever goods enter the destination country’s customs territory.
• Why it matters: Incorrect valuation/classification/origin can cause delays, penalties, or incorrect duty/tax treatment.

Incoterms are ICC-published, standardized three-letter trade terms (e.g., EXW, FOB, CIF, DAP, DDP) that define how delivery obligations, costs, and risk are allocated between seller and buyer for the sale of goods.

• Purpose: Clarify who does what (transport, export/import clearance, insurance), who pays which costs, and where risk transfers from seller to buyer.
• When to use: Whenever you sell goods with delivery/shipping involved—especially cross-border—by stating the chosen term and named place (e.g., FCA Singapore, DAP Rotterdam).
• Why it matters: Reduces disputes by standardizing interpretation of delivery responsibilities and risk transfer points.
• Important note: Incoterms apply only if explicitly incorporated into the sales contract (ideally stating the version, e.g., “Incoterms® 2020”).
• Does not cover: Payment terms, contract price, warranties, or transfer of title/ownership—those must be defined elsewhere in the contract.

An invoice is a billing document issued by a seller to request payment from a buyer for goods delivered or services provided. It itemizes charges and states totals, due date, and payment instructions.

• Purpose: Request and document payment for completed delivery of goods/services (or a defined billing milestone).
• When to use: After fulfillment or at agreed milestones (e.g., monthly services, partial deliveries, progress billing).
• Why it matters: Creates a clear record for accounts receivable, audit trails, and tax/accounting reconciliation; reduces disputes by documenting what was delivered and what is owed.
• Not the same as: A quotation (price offer) or proforma invoice (estimate). An invoice is commonly treated as the payable document.
• Common in: All B2B/B2C billing flows—domestic and international (though international shipments often additionally use a commercial invoice for customs).

An invoice number is a unique identifier assigned to an invoice so it can be tracked, referenced, and audited (e.g., for payment reconciliation, disputes, tax records, and credit/debit adjustments).

• Purpose: Provide a unique reference for tracking, reconciliation, and audit trails across invoices, receipts, and adjustments.
• Singapore GST context: For GST invoicing (e.g., tax invoices and simplified tax invoices), an identifying number (such as an invoice number) is part of the required particulars.
• Best practice: Keep invoice numbers unique, controlled, and non-reusable; avoid editing issued numbers—issue a credit/debit note instead.

The issuer is the party that creates and issues a document (e.g., invoice, quotation, certificate). In invoicing contexts, the issuer is typically the seller/service provider requesting payment.

• Purpose: Identify who is responsible for issuing the document and the accuracy of its contents.
• Where it appears: Invoices, quotations, purchase documents, transport documents, certificates, and most formal business records.
• Why it matters: Defines the legal entity behind the document for accounting, compliance, and payment routing (bank details usually belong to the issuer).

A letter of credit (LC) is a bank’s undertaking (issued on the buyer’s instruction) to pay the seller, provided the seller presents the required documents that comply with the LC terms within stated timelines.

• Purpose: Reduce payment risk in international trade by substituting bank credit for counterparty credit, conditional on compliant documents.
• When to use: Higher-value or higher-risk cross-border sales, new counterparties, regulated lanes, or when the buyer needs bank-facilitated payment assurance.
• Why it matters: LCs are document-driven: even small document discrepancies can delay payment or cause refusal until corrected.
• Not the same as: Open account terms (pay later by invoice) or a simple TT deposit; LC payment is conditional on complying presentation.

An LLP is a business vehicle that operates with partnership flexibility while having a separate legal identity. It can own property, enter contracts, and sue/be sued in its own name, while partners generally have limited liability for the LLP’s debts.

• Best for: Two or more partners (often professional/service firms) who want partnership-style operations with limited liability protection.
• Legal status: Separate legal entity from its partners; can hold assets and enter contracts in its own name.
• Liability: Partners are generally not personally liable for debts caused by other partners, but remain liable for their own wrongful acts.
• Tax (Singapore): For income tax, an LLP is treated like a partnership (tax transparent): the LLP is not taxed at entity level; each partner is taxed on their share of income.

Logistics is the planning and execution of moving and storing goods (and related information) from origin to destination—covering transport, warehousing, inventory handling, and delivery coordination.

• Purpose: Ensure goods are moved, stored, and delivered efficiently, reliably, and safely.
• What it includes: Warehousing, inventory handling, packaging, transport coordination, documentation, tracking, and returns.
• Why it matters: Directly affects delivery time, cost, customer satisfaction, and trade compliance (for cross-border shipments).

Margins are the blank spaces around the edges of a page that create a safe printable area and prevent headers/footers/content from being cut off or crowded.

• Purpose: Ensure readability and print safety by keeping content away from page edges.
• Why it matters: Printers and PDF viewers vary; insufficient margins can cause clipped content, especially for headers/footers and tables.
• Layout impact: Margins define the usable content box; headers/footers should be inside reserved top/bottom margins.

A multi-currency account lets a business hold and receive funds in multiple currencies under one account product, often with separate currency balances and local receiving details in certain regions. It helps reduce FX conversion costs and simplifies cross-border invoicing and settlement.

• Purpose: Receive, hold, and pay in multiple currencies while reducing unnecessary conversions.
• When to use: If you invoice international customers or pay overseas suppliers in multiple currencies.
• Why it matters: Improves FX control and reconciliation (match invoice currency to receipt currency), and can reduce bank fees and FX spreads.

An outbound shipment is a shipment leaving a seller’s/warehouse’s control toward a customer or destination. In international trade, outbound shipments typically coincide with an export movement; domestically, it’s simply a delivery/dispatch.

• Purpose: Track and execute the physical movement of goods from origin to recipient.
• When to use: Whenever goods are dispatched—whether domestic delivery or cross-border export.
• Why it matters: Drives fulfillment status, tracking, customer notifications, and downstream documents (DO, packing list, invoice).

A packing list itemizes the contents of a shipment by package (cartons/pallets), including quantities, weights, dimensions, and marks. It supports handling, customs checks, and shipment verification and typically does not include pricing.

• Purpose: Describe exactly what is packed (and how) so carriers, warehouses, and the consignee can verify shipment contents and handle cargo correctly.
• When to use: For most shipments—especially international—attached to shipping docs and provided to the freight forwarder/courier and consignee.
• Why it matters: Helps customs and logistics partners validate quantities, package counts, weights, and labeling; reduces disputes about shortages/mis-picks.
• Not the same as: A commercial invoice (which includes value/pricing). A packing list focuses on physical packing details, not billing.

A past due invoice is an invoice that has not been paid by its due date. It may trigger reminders, late fees, credit holds, or escalation steps depending on agreed payment terms.

• Purpose: Signal that payment is overdue and initiate collections actions such as reminders, dunning, or contractual late fees.
• When it happens: Automatically once the due date passes without full payment (based on the invoice’s payment terms).
• Why it matters: Affects cashflow, may impact credit risk, and often requires documented follow-ups for audit and dispute handling.
• Not the same as: A disputed invoice. Past due only means unpaid after the due date; disputes may be a separate status/flag.

A preliminary invoice issued before (or alongside) shipment/delivery to confirm items, quantities, pricing, and terms. It works like a quotation/estimate and is not the final bill for payment.

• Purpose: Provide a formal record of the proposed sale before fulfillment, so both parties align on scope, price, currency, and terms.
• When to use: Before a sale is finalized, especially for export/import shipments, deposits, pre-approvals, or when the buyer needs documentation to raise a PO or arrange financing.
• Why it helps: Sets expectations early (reduces surprises), documents the agreed estimate, and can support logistics/customs preparation when a final invoice is not yet available.
• Not the same as: A final invoice requesting payment. A proforma invoice typically cannot be used to demand or process payment on its own.
• Common in: International trade (import/export), where shipment and customs steps may happen before the final commercial invoice is issued.

A Pte Ltd is a private company limited by shares in Singapore. It is a separate legal entity, and shareholders’ liability to creditors is limited (generally to the capital invested in the company).

• Typical naming: Company name usually ends with “Pte Ltd”.
• Ownership size: Can have a maximum of 50 shareholders.
• Who can be a shareholder: Corporations can be shareholders.
• Legal status: A company is a separate legal entity from its members and directors.
• Why it matters for documents: Used as the seller/buyer legal entity name on invoices, POs, contracts, and bank details; typically paired with UEN (and GST Registration Number if GST-registered).

A purchase order (PO) is a buyer-issued document that formally authorizes a purchase from a seller. It specifies what is being bought, quantities, agreed pricing, delivery details, and terms, and is commonly referenced on delivery documents and invoices.

• Purpose: Provide formal approval and a clear record of the buyer’s intent to purchase under agreed terms.
• When to use: Before fulfillment begins—typically after a quotation is accepted or a vendor is selected.
• Why it matters: Controls spending (internal approvals), reduces disputes by locking scope and price, and improves matching between PO, delivery, and invoice.
• Not the same as: A sales order (seller confirmation) or an invoice (payment request). A PO authorizes the purchase from the buyer side.

A QR code is a 2D barcode that encodes data such as a URL, identifier, or payload. In document workflows, QR codes are commonly used to quickly open, verify, or share a document, or to link to payment and tracking pages.

• Purpose: Enable fast scanning to retrieve a document link, identifier, or verification payload.
• Common uses in documents: Document verification links, invoice payment links, shipment tracking, and internal asset IDs.
• Why it matters: Reduces manual typing errors and speeds up operational workflows (receiving, approval, reconciliation).

A receipt is a document issued after payment is made, confirming that money was received for specific goods/services or for a particular invoice. It serves as proof of payment.

• Purpose: Confirm payment was received and provide proof for the payer’s records and reconciliation.
• When to use: After payment is received (full or partial). Often sent automatically once funds clear.
• Why it matters: Reduces payment disputes, supports audit trails, and helps both parties reconcile invoices and bank transactions.
• Not the same as: An invoice (request for payment). A receipt acknowledges payment already made.

The receiver is the party the document is addressed to (the recipient). In invoicing contexts, the receiver is typically the buyer/customer who is expected to pay or act on the document.

• Purpose: Identify who the document is intended for and who should respond (e.g., approve, accept delivery, or pay).
• Where it appears: Invoices, quotations, delivery documents, shipping documents, and official correspondence.
• Why it matters: Correct receiver details reduce payment delays (AP matching), prevent misdelivery, and support dispute resolution.

A recurring invoice is an invoice issued automatically on a repeating schedule (e.g., weekly, monthly, yearly) for ongoing services, subscriptions, retainers, or rentals.

• Purpose: Bill consistently for ongoing obligations without manually recreating invoices each cycle.
• When to use: For subscriptions, retainers, maintenance contracts, rentals, or any repeating charge with predictable frequency.
• Why it matters: Improves cashflow predictability, reduces admin work, and minimizes missed billing cycles.
• Not the same as: A one-time invoice for a single delivery. Recurring invoices repeat on a schedule and often reference a contract period.

A sales order is a seller-generated document that confirms a customer’s order details after acceptance. It records what will be delivered, pricing, and delivery/payment terms, and is used to drive fulfillment and invoicing.

• Purpose: Confirm the buyer’s order from the seller’s side and create an internal control document for fulfillment, inventory allocation, and billing.
• When to use: After a quotation is accepted or a purchase order is received, before fulfillment begins (picking, packing, delivery, service scheduling).
• Why it matters: Prevents misunderstandings by locking agreed scope and terms; provides traceability from quote/PO to delivery and invoice.
• Not the same as: A purchase order (buyer-issued) or an invoice (payment request). A sales order is a confirmation and fulfillment instruction.

A signature is a mark or electronic action indicating a person’s approval, acceptance, or authorization of a document. Signatures can be handwritten (wet) or electronic (e-signature/digital signature), depending on legal and business requirements.

• Purpose: Indicate consent, approval, or acknowledgement by an authorized person.
• Where used: Contracts, purchase orders, delivery acknowledgements, invoices (in some workflows), and compliance documents.
• Why it matters: Helps establish who approved what, and when—useful for disputes, audits, and compliance.
• Types: Wet signature (handwritten), e-signature (electronic intent), digital signature (cryptographic integrity + signer identity, depending on implementation).

A sole proprietorship is a business owned and controlled by a single owner. In Singapore, it is not a separate legal entity from the owner, meaning the owner is personally responsible for the business’s debts and liabilities.

• Best for: Simple, low-cost setups where one owner runs the business and wants minimal administrative complexity.
• Liability: Unlimited liability — the owner is personally liable for all debts and losses.
• Legal status: Not a separate legal entity; typically sues/is sued in the owner’s name.
• Tax (Singapore): Business income is taxed in the sole proprietor’s name and reported under individual income tax.

A SWIFT code (also called BIC) identifies a bank (and sometimes a specific branch) in international payments. It’s used alongside account identifiers (IBAN or local account number) to route cross-border transfers through the SWIFT network.

• Purpose: Identify the recipient bank in international transfers to ensure payments are routed correctly.
• Format: 8 or 11 characters: bank code (4) + country code (2) + location code (2) + optional branch code (3).
• When to use: On invoices/payment instructions for international wire transfers, especially when the payer’s bank requires SWIFT/BIC.

A telegraphic transfer (TT) is an electronic bank-to-bank funds transfer, commonly used for cross-border payments via correspondent banking and SWIFT messaging.

• Purpose: Send money internationally from the payer’s bank to the beneficiary’s bank (often in foreign currency).
• When to use: Supplier payments, international invoices, deposits, and trade transactions where bank wires are accepted.
• Why it matters: Fees, FX spreads, intermediary bank charges, and reference formatting can impact the net amount received and reconciliation.
• Not the same as: A card payment or payment gateway checkout; TT is bank-rail transfer (often SWIFT/correspondent network).

A timesheet invoice bills for work performed based on time tracked (hours/days) and agreed rates. It typically references timesheets and may include materials/expenses if billed on a time-and-materials basis.

• Purpose: Request payment for services where charges depend on time spent (and sometimes materials/expenses), supported by recorded timesheets.
• When to use: For consulting, professional services, contractors, maintenance, repairs, or projects billed hourly/daily or on time-and-materials (T&M).
• Why it matters: Creates transparency and reduces disputes by tying billed amounts to logged time entries, roles, and approved work periods.
• Not the same as: A fixed-fee invoice. Timesheet invoices are variable based on actual time recorded and approved.

A UEN is a single identification number assigned to registered entities in Singapore, used when transacting with government agencies (e.g., tax filings, permits, contributions). It is generated upon successful registration/incorporation for many entity types.

• Purpose: Acts as a standard identifier for an entity across government agencies to simplify transactions and filings.
• When you get it: Typically generated after successful registration/incorporation/conversion (e.g., via ACRA BizFile for many business entities).
• Where it shows up: Commonly used in tax and regulatory interactions; often requested on official forms, invoices/records, and government portals.
• Related to GST workflows: IRAS portals and checks commonly allow lookup using UEN / GST registration references; UEN is frequently involved in tax administration identifiers.

UN 3480 is the dangerous goods classification for lithium ion batteries shipped by themselves (i.e., not packed with or contained in equipment). They are regulated as Class 9 (miscellaneous) due to fire/thermal runaway risk, and require compliant packaging, marking/labeling, and documentation depending on transport mode (air/sea/road).

• Proper shipping name: LITHIUM ION BATTERIES (including lithium ion polymer batteries).
• Hazard class: Class 9 (miscellaneous dangerous substances and articles).
• Key air restriction (cargo): UN 3480 shipped by itself is generally not permitted as cargo on passenger aircraft; it is treated as Cargo Aircraft Only under the relevant air rules.
• Testing requirement: Cells/batteries must be of a type proven to meet UN Manual of Tests and Criteria, Part III, subsection 38.3.

An unlimited private company is a company type in Singapore where members’/shareholders’ liability is not limited. It may be incorporated with or without share capital and is typically identified by having “Unlimited” in its name.

• Liability: Liability of members/shareholders is not limited.
• Naming: Usually has the word “Unlimited” as part of its name.
• Capital structure: Hybrid company that can be incorporated with or without share capital.
• Practical impact: Because liability is not limited, it is generally higher risk than a Pte Ltd for owners/members.