Disbursement Voucher

Financials | Maintenance

Disbursement Voucher

Allows the user to create a voucher to be used to issue payments to vendors using clearing/deposit accounts.

Requirements before using Disbursement Voucher

• The user should setup the following Maintenance Module in order to proceed on using the Disbursement Voucher
  1. Chart of Account
  2. Supplier
  3. Tax

Disbursement Voucher Status

Disbursement Voucher Record Status

Status	Description
UNPOSTED/OPEN	If the Disbursement Voucher is newly created and no post action has been done
POSTED	If the Disbursement Voucher is Posted
CANCELLED	If the Disbursement Voucher is cancelled

Disbursement Voucher Record List

Adding Disbursement Voucher

1. Go to Financials then click Disbursement Voucher
2. Click Add Disbursement Voucher Button
3. Fill up the necessary fields on the Header Part
4. Fill up the necessary fields on the Accounting Details then click Save

Field	Description	Expected Values
1.Supplier	•Name of Supplier	•Supplier List provided in the Supplier  Maintenance Module
2.Reference No.	•Reference Number of the Transaction	•Alphanumeric
3.Voucher Date	•Date when the Voucher was Created	•Date
4.Payment Mode	•Mode of Payment of the Transaction	•Cash or Check
5.Notes	•Other Remarks on the Transaction	•Alphanumeric
6.Account	•Account to be charged for credit and debit amount on the transaction	•Account list in the Chart of Accounts Maintenance Module
7.Description	•Any remarks or description on the specific Accounting Details	•Alphanumeric
8.Debit	•Debit Amount for the Transaction	•Number
9.Credit	•Credit Amount for the Transaction	•Number
10.VAT	•VAT to be applied in the amount on the accounting details in the transaction	•Tick/Untick
11.Tax	•Type of Tax to be applied when the VAT is ticked	•Tax List provided in the Tax Maintenance Module

Notes:

• Supplier record should be ACTIVE when creating or editing a Disbursement Voucher.
  • This can be seen in Supplier Maintenance Module
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
• Accounting details should be ACTIVE when creating or editing a Disbursement Voucher.
  • List of Accounts can be found on Chart of Account under Maintenance Module.
  • INACTIVE chart of accounts can still be used if the Accounting Details was filled up prior to its deactivation

Editing Disbursement Voucher

1. Go to Financials then click Disbursement Voucher
2. Select the Disbursement Voucher that needs an update. Click the Drop-down Arrow then click Edit.
3. Update the Necessary fields then click Save to apply changes.

Field	Description	Expected Values
1.Supplier	•Name of Supplier	•Supplier List provided in the Supplier  Maintenance Module
2.Reference No.	•Reference Number of the Transaction	•Alphanumeric
3.Voucher Date	•Date when the Voucher was Created	•Date
4.Payment Mode	•Mode of Payment of the Transaction	•Cash or Check
5.Notes	•Other Remarks on the Transaction	•Alphanumeric
6.Account	•Account to be charged for credit and debit amount on the transaction	•Account list in the Chart of Accounts Maintenance Module
7.Description	•Any remarks or description on the specific Accounting Details	•Alphanumeric
8.Debit	•Debit Amount for the Transaction	•Number
9.Credit	•Credit Amount for the Transaction	•Number
10.VAT	•VAT to be applied in the amount on the accounting details in the transaction	•Tick/Untick
11.Tax	•Type of Tax to be applied when the VAT is ticked	•Tax List provided in the Tax Maintenance Module

Notes:

• Supplier record should be ACTIVE when creating or editing a Disbursement Voucher.
  • This can be seen in Supplier Maintenance Module
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
• Accounting details should be ACTIVE when creating or editing a Disbursement Voucher.
  • List of Accounts can be found on Chart of Account under Maintenance Module.
  • INACTIVE chart of accounts can still be used if the Accounting Details was filled up prior to its deactivation

Printing Disbursement Voucher

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

Cancelling Disbursement Voucher Record

Disbursement 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 Disbursement Voucher

1. Click Financials then click Disbursement Voucher
2. Select the Disbursement Voucher that needs to post its details. Click the drop-down arrow then click Post

Unposting Receipt Voucher

1. Click Financials then click Disbursement Voucher
2. Select a Disbursement Receipt Voucher that needs to post its details. Click the drop-down arrow then click Unpost

Exporting Disbursement Voucher

1. Go to Financials then click Disbursement Voucher
2. Under Disbursement Voucher Menu, Click Options then click Export. Take note that you can filter the Date Range and the Supplier for precise exportation of record.

Selecting Payment Method

If the Selected Payment is Check

1. Select Bank Account where the receivable will be deposited
2. Enter Check Number
3. Select Check Date
4. Enter check’s amount

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

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

Disbursement Voucher Record Options

Actions Available base on Disbursement Voucher Record Status

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

Notes:

• The user can edit the details when Viewing the record.
• The user can only Cancel the Payment Voucher if the status of the said Voucher is still on OPEN Status