Payment Voucher

Financials | Accounts Payable | Debit Voucher | Payment Voucher Aids

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 setup the following Maintenance Module in order to proceed on using the Payment Voucher
  1. Currency
  2. Chart of Account
  3. Exchange Rate
  4. Supplier
• For detailed instructions on how to setup the needed Maintenance Module, the user may visit the following Job Aid pages:
  1. Currency Aids
  2. Chart of Accounts Aids
  3. Exchange Rate Aids
  4. Supplier Aids

Notes:

• The supplier should have a Import Purchase Order and Purchase Order with Purchase Receipt Record in order to create an Accounts Payable to be tagged on the Payment Voucher. Instructions on how to create the following records can be found below:
  1. Import Purchase Order Aids
  2. Purchase Order Aids
  3. Accounts Payable Aids

Payment Voucher Record List

File:Payment Voucher Record List.png

Payment Voucher Record List

Adding Payment Voucher

File:Adding Payment Voucher.png

Adding Payment Voucher

Field	Description	Expected Values
1.Voucher No	•The generated Voucher Number of the Transaction upon creation	•Alphanumeric(auto-generated)
2.Supplier	•Name of Supplier	•Supplier List in the Supplier Maintenance Module
3.Currency	•Date when the Transaction was Created	•Currency List in the Currency Maintenance Module
4.Total Payment	•Payables to be tagged on the Transaction	•Accounts Payable List Provided in Accounts Payable Financial Module
5.Debits	•Debit Vouchers to be tagged on the Transaction	•List of Debit Vouchers provided in the Debit Voucher Financial Module
6.Voucher Date	•Date when the voucher was created	•Date
7.Payment Mode	•Mode of Payment for the Transaction	•Cash/Check
8.Exchange Rate	•Exchange Rate of the Currency	•Amount/Number
9.Reference No.	•Reference Number of the Transaction	•Alphanumeric
10.Down Payment	•Allows the user to create a debit voucher from the Transaction	•Tick/untick / Edit down payment Account
11.Overpayment	•Allows the user to create a credit voucher from the transaction	•Tick/untick / Edit Overpayment Account
12.Notes	•Adds additional remarks on the transaction	•Alphanumeric
13.Withholding Tax	•Applies a Withholding Tax to a specific account	•Tick/Untick
14.Account	•Account to be charged for credit and debit amount on the transaction	•Account list in the Chart of Accounts Maintenance Module
15.Description	•Any remarks or description on the Account Line	•Alphanumeric
16.Debit	•Debit Amount for the Transaction	•Number
17.Credit	•Credit Amount for the Transaction	•Number
18. Foreign Currency Amount	•The converted currency amount to be paid	•Number

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.
• For detailed steps on how to create a Payment Voucher, you can visit the Payment Voucher Job Aids which can be found here

Editing Payment Voucher

File:Editing Payment Voucher.png

Editing Payment Voucher

Field	Description	Expected Values
1.Voucher No	•The generated Voucher Number of the Transaction upon creation	•Alphanumeric(auto-generated)
2.Supplier	•Name of Supplier	•Supplier List in the Supplier Maintenance Module
3.Currency	•Date when the Transaction was Created	•Currency List in the Supplier Maintenance Module
4.Total Payment	•Payables to be tagged on the Transaction	•Accounts Payable List Provided in Accounts Payable Financial Module
5.Debits	•Debit Vouchers to be tagged on the Transaction	•List of Debit Vouchers provided in the Debit Voucher Financial Module
6.Voucher Date	•Date when the voucher was created	•Date
7.Payment Mode	•Mode of Payment for the Transaction	•Cash/Check
8.Exchange Rate	•Exchange Rate of the Currency	•Amount/Number
9.Reference No.	•Reference Number of the Transaction	•Alphanumeric
10.Down Payment	•Allows the user to create a debit voucher from the Transaction	•Tick/untick / Edit down payment Account
11.Overpayment	•Allows the user to create a credit voucher from the transaction	•Tick/untick / Edit Overpayment Account
12.Notes	•Adds additional remarks on the transaction	•Alphanumeric
13.Withholding Tax	•Applies a Withholding Tax to a specific account	•Tick/Untick
14.Account	•Account to be charged for credit and debit amount on the transaction	•Account list in the Chart of Accounts Maintenance Module
15.Description	•Any remarks or description on the Account Line	•Alphanumeric
16.Debit	•Debit Amount for the Transaction	•Number
17.Credit	•Credit Amount for the Transaction	•Number
18. Foreign Currency Amount	•The converted currency amount to be paid	•Number

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.

• For detailed steps on how to edit a Payment Voucher, you can visit the Payment Voucher Job Aids which can be found here

Payment Voucher Options

File:Payment Voucher Options.png

Payment Voucher Options

Notes:

• For detailed steps on how to export a Payment Voucher, you can visit the Payment Voucher Job Aids which can be found here

Payment Voucher Record Options

File:Payment Voucher Record Options.png

Payment Voucher Record Options

Notes:

• 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.

• For detailed steps on how to view, edit, print, post and cancel a Payment Voucher, you can visit the Payment Voucher Job Aids which can be found here

Payment Voucher View Record

File:Payment Voucher View Record.png

Payment Voucher View Record

Notes:

• The user can edit the Payment Voucher while viewing its record.

• For detailed steps on how to view a Payment Voucher, you can visit the Payment Voucher Job Aids which can be found here