5.06 Input Data Using Templates

1. 5.06 Input Data Using Templates

2. Business Forms Relating to Purchasing

3. Business Forms Relating to Purchasing PURCHASE REQUISITION Form completed by individuals within a business to request that items or services be purchased

4. Business Forms Relating to Purchasing PURCHASE ORDER • Form prepared by a business (buyer) and sent to another business (seller) to order items or services

5. Purchase Order

6. Purchase Orders • The top portion consists of the heading information • The bottom portion consists of the items ordered and the total amount of the order. The “Unit Cost” is the cost per item being ordered.

7. Business Forms Relating to Purchasing INVOICE Form that the seller completes and sends to the buyer during the month indicating how much is owed for items bought or services rendered

8. Invoice

9. Invoice • The top portion shows the heading information. The “terms” section refers to early payment discounts, if available. • The bottom portion lists the items sold and the total amount due. • If there is a transportation charge, it will also be added. • The bottom portion should be single spaced with double space between items. • After the last item amount in the total amount column, the spacing should be double.

10. Application Forms • is a brief standardized version of your resume • tells who you are and where they can find you • tells what kind of job you want • tells the kind of education and training you have • tells what sort of experience you have

11. Application Forms • Be able to list education, work experience, and special skills, but not your age and health • Know your social security number • Print neatly in black or blue ink • Sign your full name in cursive • Complete all blanks and print N/A if an item does not apply • Be able to list references

12. Resumes • Personal data sheets • One page with 1” margins • Be honest, positive, and stress achievements • Uses three references (ask for permission and do not use relatives) • List education before work experience if you have little business experience

13. GIVE YOUR RESUME A… • K eep • I t • S hort & • S imple

14. A Good Resume Presents • Who you are • What kind of position you want • Skills you have • Listing of education and training • Listing of previous work experience

15. 5.07 Simple Tables

16. Hints for Formatting Simple Tables (Guideline Method) • Center the table horizontally (equal blank space on the left and right of the table). • Center the table vertically (equal blank space at the top and the bottom of the page).

17. Tables with Main Headings • Center the main heading. Key the heading in ALL CAPS. Double- space after the main heading. • Double-space between the heading and the body of the table.

18. Tables with Main Headings DS Left tab Right tab

19. Tables with Main & Secondary Headings • Center the secondary heading. Key the secondary heading in initial caps (upper and lower case letters). Single-space the secondary heading if it takes more than one line.

20. Tables with Main & Secondary Headings Main Heading DS Secondary Heading DS

21. Tables with Main, Secondary, & Column Headings • Column headings identify the data in each column of a table. Key column headings in initial caps. Underline the column headings. • Column headings may be blocked (begin at the tab stop) or centered. • Double-space after the column heading. • Column headings in a unruled table should be keyed in initial caps and underlined.

22. Tables with Main, Secondary, & Column Headings DS DS

23. Tab Settings • Use left tab for columns that contain words. • Use right tab for columns that contain whole numbers. • Use a decimal tab for columns that contain decimal numbers. (If the column has a column heading, use a right tab so the column heading will align with the right edge of the column).

24. Divider Line • If a table is included in a word processing file, use 1 1/2” divider line to separate the body of the table from the source note.

25. Line Spacing • The number of blank lines between the title and the subtitle is 1. • The number of blank lines between the subtitle and the column heading is 1.

26. 5.08 Business Documents • Announcements & Invitations • Minutes, Agendas, and Itineraries

27. Announcements & Invitations • Use enhancements to attract a reader’s attention • Use vertical centering (equal top and bottom margins) • Use the automatic centering feature to horizontally center text

28. Minutes, Agendas, & Itineraries

29. Agendas • An agenda includes the order of topics to be covered at a meeting and the individuals responsible. • Use columnar format • Arrange topics in chronological order • Key the time in the first column • The descriptive information is in the second column. • Put the speaker’s name in the third column

30. Agenda

31. Itinerary • An itinerary is a list which includes the dates, times, schedules, lodging, and method of travel to be used on a trip. • Use default margins (set tabs at 5 spaces and 25 spaces) • Use 2” top margin or center vertically • DS after the heading • Key the day of the week and date at the left margin. Underline and bold this. • Double space all of an itinerary except the individual event notations.

32. Itinerary

33. Minutes • Minutes are a summary of the events and business conducted during a meeting. Minutes are the official record of the meeting (should be kept in a notebook) • LM=1.5”, RM=1”, TM=1” • Key the organization’s name, DS, Key the date, then QS • SS body • QS before closing to allow for Secretary’s signature • The side headings are ALL CAPS.

34. Minutes