Payment Voucher

Financials | Accounts Payable | Debit Voucher | Tax Reports

Payment Voucher

Allows the user to create a transaction from Accounts Payable for the amounts to be paid to the vendor.

Requirements before using Payment Voucher

• The user should have the following records in order to proceed on using the Payment Voucher
  1. Currency
  2. Chart of Account
  3. Exchange Rate
  4. Supplier
  5. Accounts Payable

Payment Voucher Status

Payment Voucher Record Status

Status	Description
UNPOSTED/OPEN	If the transaction is not yet posted regardless if it is paid or not.
WITH PARTIAL PAYMENT	If there are any partial payments posted.
CANCELLED	Payment Voucher is cancelled

Payment Voucher Record List

Adding Payment Voucher

1. Click Payment Voucher under Financials Menu
2. Under Payment Voucher Screen, Click Add Payment Voucher
3. Fill out the necessary Fields in the Header Section
4. Fill up the necessary Fields on the Accounting Details then Click Save

Field	Description	Allowed Inputs	Restricted Inputs	Character Limit	Required Field?
1.Voucher No	•The generated Voucher Number of the Transaction upon creation	•Alphanumeric(auto-generated)	N/A	N/A	N/A
2.Supplier	•Name of Supplier	•Supplier List in the Supplier Maintenance Module	N/A	N/A	Yes
3.Currency	•Date when the Transaction was Created	•Currency List in the Currency Maintenance Module	N/A	N/A	Yes
4.Total Payment	•Payables to be tagged on the Transaction	•Accounts Payable List Provided in Accounts Payable Financial Module	N/A	N/A	Yes
5.Debits	•Debit Vouchers to be tagged on the Transaction	•List of Debit Vouchers provided in the Debit Voucher Financial Module	N/A	N/A	No
6.Voucher Date	•Date when the voucher was created	•Date picker provided in the system	N/A	N/A	Yes
7.Payment Mode	•Mode of Payment for the Transaction	•Cash/Check	N/A	N/A	Yes
8.Exchange Rate	•Exchange Rate of the Currency	•Amount/Numeric	Any inputs except numbers	20	No
9.Reference No.	•Reference Number of the Transaction	•Alphanumeric •Special Characters	None	50	No
10.Down Payment	•Allows the user to create a debit voucher from the Transaction	•Tick/untick / Edit down payment Account	N/A	N/A	No
11.Notes	•Adds additional remarks on the transaction	•Alphanumeric •Special Characters	None	300	No
12.Withholding Tax	•Applies a Withholding Tax to a specific account	•Tick/Untick	N/A	N/A	No
13.Account	•Account to be charged for credit and debit amount on the transaction	•Account list in the Chart of Accounts Maintenance Module	N/A	N/A	Yes
14.Description	•Any remarks or description on the Account Line	•Alphanumeric •Special Character	None	100	No
15.Debit	•Debit Amount for the Transaction	•Numeric	Any inputs except numbers	20	Yes
16.Credit	•Credit Amount for the Transaction	•Numeric	Any inputs except numbers	20	Yes
17. Foreign Currency Amount	•The converted currency amount to be paid	•Numeric(Auto-Generated)	N/A	N/A	N/A

Notes:

• By ticking Down Payment, the user can create a Debit Voucher.
• Supplier should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Supplier Maintenance Module
  • INACTIVE supplier can still be used if it is used in a transaction prior to its deactivation
• Account should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Chart of Account Maintenance Module.
• Currency should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Currency Maintenance Module.
  • INACTIVE currency can still be used if it is used in a transaction prior to its deactivation
• Only one user at a time can use the Payment Voucher.

Viewing Payment Voucher

1. Click the Payment Voucher under Financials Menu
2. Select Payment Voucher that needs to view its details. Click the drop-down arrow then click View.
3. The user has an option to Edit the Payment Voucher upon Viewing it.

Editing Payment Voucher

1. Click Payment Voucher under Financials Menu.
2. Select Payment Voucher record that needs to update its details. Click the drop-down arrow then click Edit.
3. Update the necessary fields then click Save.

Field	Description	Allowed Inputs	Restricted Inputs	Character Limit	Required Field?
1.Voucher No	•The generated Voucher Number of the Transaction upon creation	•Alphanumeric(auto-generated)	N/A	N/A	N/A
2.Supplier	•Name of Supplier	•Supplier List in the Supplier Maintenance Module	N/A	N/A	Yes
3.Currency	•Date when the Transaction was Created	•Currency List in the Currency Maintenance Module	N/A	N/A	Yes
4.Total Payment	•Payables to be tagged on the Transaction	•Accounts Payable List Provided in Accounts Payable Financial Module	N/A	N/A	Yes
5.Debits	•Debit Vouchers to be tagged on the Transaction	•List of Debit Vouchers provided in the Debit Voucher Financial Module	N/A	N/A	No
6.Voucher Date	•Date when the voucher was created	•Date picker provided in the system	N/A	N/A	Yes
7.Payment Mode	•Mode of Payment for the Transaction	•Cash/Check	N/A	N/A	Yes
8.Exchange Rate	•Exchange Rate of the Currency	•Amount/Numeric	Any inputs except numbers	20	No
9.Reference No.	•Reference Number of the Transaction	•Alphanumeric •Special Characters	None	50	No
10.Down Payment	•Allows the user to create a debit voucher from the Transaction	•Tick/untick / Edit down payment Account	N/A	N/A	No
11.Notes	•Adds additional remarks on the transaction	•Alphanumeric •Special Characters	None	300	No
12.Withholding Tax	•Applies a Withholding Tax to a specific account	•Tick/Untick	N/A	N/A	No
13.Account	•Account to be charged for credit and debit amount on the transaction	•Account list in the Chart of Accounts Maintenance Module	N/A	N/A	Yes
14.Description	•Any remarks or description on the Account Line	•Alphanumeric •Special Character	None	100	No
15.Debit	•Debit Amount for the Transaction	•Numeric	N/A	N/A	N/A
16.Credit	•Credit Amount for the Transaction	•Numeric	Any inputs except numbers	20	Yes
17. Foreign Currency Amount	•The converted currency amount to be paid	•Numeric(Auto-Generated)	N/A	N/A	N/A

Notes:

• By ticking Down Payment, the user can create a Debit Voucher.
• Supplier should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Supplier Maintenance Module
  • INACTIVE supplier can still be used if it is used in a transaction prior to its deactivation
• Account should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Chart of Account Maintenance Module.
• Currency should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Currency Maintenance Module.
  • INACTIVE currency can still be used if it is used in a transaction prior to its deactivation
  • Currency cannot be edited once it is already created.
• Only one user at a time can use the Payment Voucher.

Printing 2307 Payment Voucher

1. Click Payment Voucher under Financials Menu
2. Select Payment Voucher record that needs to print its details. Click the drop-down arrow then click Print 2307. The option will be only applicable if the said Payment Voucher has been applied with Withholding Tax
3. Under form 2307, Double check the details then click Generate PDF to finalize

Printing Payment Voucher

1. Click Payment Voucher under Financials Menu
2. Select the Payment Voucher that needs to print its details. Click the Drop-down Arrow then press Print.

Selecting Payment Method

If the Selected Payment is Check

1. Select Bank Account where the payable will be deposited
2. Enter its check details and its amount
3. Double check the Accounting details
4. Click Save

Check Payment Fields

Field	Description of Data Output
1. Deposit To	Dropdown selection listing of all active banks from Bank Maintenance Module
2. Check Number	Manual Entry of Check Number
3. Check Date	Date when the Check Payment is deposited.
4. Amount	Manual Entry of Amount to receive
5. Delete	Deletes Check Detailes
6. Add New Check	Add new Check Line

If the Selected Payment is Cash

1. Select account to be credited
   • OPTIONAL: You may also enter account description for easy referencing e.g. Payment for PO#123456
2. Enter received amount on Credit column
3. Click Save

Cash Payment Field Details

Field	Description of Data Output
1. Account	Dropdown selection listing of Active Chart of Accounts under Chart of Accounts Maintenance Module
2. Description	Manual Entry of Account Description
3. Debit	Manual Entry of Debit Account
4. Credit	Auto-Generated amount based from tagged payable
5. Delete(Line-Item)	Deletes Accounting Entry
6. Add a New Entry	Adds a new Line Entry
7. Total(Debit)	Auto-Calculated: Sum of Debit Entry
8. Total(Credit)	Auto-Calculated: Sum of Credit Entry

Cancelling Payment Voucher Record

Payment Voucher can be canceled in two ways:

• Using drop-down arrow of a record can be used in single record cancellation

• Using Cancel Button for cancelling multiple records

Posting Payment Voucher

1. Click Payment Voucher under Financials Menu
2. Select the Payment Voucher record that needs to be post. Click the drop-down arrow then click Post
3. Click Yes on the confirmation to proceed on the posting process.

Unposting Payment Voucher

1. Click Payment Voucher under Financials Menu
2. Select a Posted Payment Voucher that needs to be unpost. Click the drop-down arrow then click Unpost
3. Click Yes on the confirmation to proceed on the unposting process.

Exporting Payment Voucher

1. Click Payment Voucher under Financials Menu
2. Under Payment Voucher Screen, Click Options then click Export Payment Voucher

Payment Voucher Record Options

Actions Available base on Payment Voucher Record Status

Status	View	Edit	Print	Post	Unpost	Cancel
UNPOSTED	☑	☑	☑	☑		☑
POSTED	☑		☑		☑
CANCELLED	☑		☑

Notes:

• The user has an option to Edit the Record while viewing it
  • The user can only Edit the Record if it is still in OPEN status
  • If the Payment Voucher is Posted, Unposting the record will leave its status to OPEN thus can now be edited.
• The user can only Cancel the Payment Voucher if the status of the said Voucher is still on OPEN Status
• Debit Vouchers tagged will revert it status to Active when the Payment Voucher has been Cancelled.

Creating Debit Voucher

1. Click Payment Voucher from Financial Module
2. Under Payment Voucher Screen, Click Add Payment Voucher
3. Select Supplier, then tick the Down Payment, Account for Down Payment can be edited.
4. Fill out the necessary fields in the accounting details then Click Save.

Applying Debit Voucher

1. Under Create Payment Voucher, Select a Supplier then click the Debits field to tag a Debit Voucher
2. Tick the following Debit Voucher then click Tag
3. Fill out the necessary fields in the accounting details then click Save.