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 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

Adding Payment Voucher

1. Go to Financials then click Payment Voucher
2. Click Add Payment Voucher Button
3. Fill up the necessary Fields in the Payment Voucher Header
4. Fill up the necessary Fields on the Accounting Details below the Payment Voucher Header Details then Click Save

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.

Editing Payment Voucher

1. Go to Financials then click Payment Voucher
2. Select the Payment Voucher that needs an edit. Click the drop-down arrow then choose Edit.
3. Update the necessary fields then click Save.

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.

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

Exporting Payment Voucher

1. Go to Financials then click Payment Voucher
2. Click Options then click Export Payment Voucher. Take note that you can filter the Date Range and the Supplier for precise exportation of data.

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, Click Add Payment Voucher
3. Select a Supplier then tick the Down Payment Option
4. Fill up the required fields for Header and Accounting details then click Save

Applying Debit Voucher

1. Under Create Debit Voucher, Select a Supplier and tagged a Payable
2. Click Debits
3. Click the Vouchers need to Apply in the Transaction then click Tag