Disbursement Voucher

Financials | Disbursement Voucher Aids

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. Budget
  2. Chart of Account
  3. Project
  4. Supplier
• For detailed instructions on how to setup the needed Maintenance Module, the user may visit the following Job Aid pages:
  1. Budget Aids
  2. Chart of Accounts Aids
  3. Project Aids
  4. Supplier Aids

Disbursement Voucher Record List

File:Disbursement Voucher Record List.png

Disbursement Voucher Record List.

Adding Disbursement Voucher

File:Adding Disbursement Voucher.png

Adding Disbursement Voucher

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.Budget	•Budget to be used in the Transaction	•Budget List under Budget Maintenance Module
7.Project	•Project to be used in the Transaction	•Project List under Project Maintenance Module
8.Account	•Account to be charged for credit and debit amount on the transaction	•Account list in the Chart of Accounts Maintenance Module
9.Description	•Any remarks or description on the specific Accounting Details	•Alphanumeric
10.Debit	•Debit Amount for the Transaction	•Number
11.Credit	•Credit Amount for the Transaction	•Number

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.
• Budget should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Budget Maintenance Module
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
  • Budget can be applied or remove on the Accounting details based on Users Group
• Project should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Project Maintenance Module
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
  • Project can be applied or remove on the Accounting details based on Users Group
• 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
• For detailed steps on how to create a Disbursement Voucher, you can visit the Disbursement Voucher Job Aids which can be found here

Editing Disbursement Voucher

File:Editing Disbursement Voucher.png

Editing Disbursement Voucher

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.Budget	•Budget to be used in the Transaction	•Budget List under Budget Maintenance Module
7.Project	•Project to be used in the Transaction	•Project List under Project Maintenance Module
8.Account	•Account to be charged for credit and debit amount on the transaction	•Account list in the Chart of Accounts Maintenance Module
9.Description	•Any remarks or description on the specific Accounting Details	•Alphanumeric
10.Debit	•Debit Amount for the Transaction	•Number
11.Credit	•Credit Amount for the Transaction	•Number

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.
• Budget should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Budget Maintenance Module
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
  • Budget can be applied or remove on the Accounting details based on Users Group
• Project should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Project Maintenance Module
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
  • Project can be applied or remove on the Accounting details based on Users Group
• 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

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

Disbursement Voucher Options

File:Disbursement Voucher Options.png

Disbursement Voucher Options

• For detailed steps on how to Import and Export a Disbursement Voucher, you can visit the Disbursement Voucher Job Aids which can be found here

Disbursement Voucher Record Options

File:Disbursement Voucher Record Options.png

Disbursement Voucher Record Options

• For detailed steps on how to View, Edit, Print, Post and Cancel a Disbursement Voucher, you can visit the Disbursement Voucher Job Aids which can be found here

Disbursement Voucher View Record

File:Disbursement Voucher View Record.png

Disbursement Voucher View Record

Notes:

• The user can edit the details when Viewing the record.
• For detailed steps on how to view a Disbursement Voucher, you can visit the Disbursement Voucher Job Aids which can be found here