Receipt Voucher

Revision as of 11:05, 19 April 2022 by Gelo (talk | contribs)

Receipt Voucher

Allows the user to create a transaction from Accounts Receivable for the amounts to be paid by the customer.

Requirements before using Receipt Voucher
Receipt Voucher Record Status
Status Description
UNPOSTED If the Receipt Voucher is newly created and not yet posted
POSTED If the Receipt Voucher is posted
CANCELLED If the Receipt Voucher is Cancelled
Receipt Voucher Record List
Financials - Receipt Voucher - Record List.png


Adding Receipt Voucher
  1. Click Receipt Voucher under Financial menu
  2. Under Receipt Voucher Menu, click Add Receipt Voucher
  3. Fill out the necessary fields in the header section
  4. Fill out the necessary fields in the accounting details then click Save. Note: Fields with * are required to be filled up.
Financials - Receipt Voucher - Add.png


Field Description Allowed Inputs Restricted Inputs Character Limit Required Field?
1.Voucher No Voucher Reference number generated upon creation Alphanumeric(Auto-Generated) N/A N/A N/A
2.Customer •Name of Customer •Customer List in the Supplier Maintenance Module N/A N/A Yes
3.Total Receivable •Receivables to be tagged on the Transaction •Accounts Receivables Provided in the Accounts Receivables Financial Module N/A N/A Yes
4.Credit •Credit Vouchers to be tagged on the Transaction •List of Credit Vouchers provided in the Credit Voucher Financial Module N/A N/A No
5.CWT •Credit Withholding Tax •Tick/Untick N/A N/A No
6.Voucher Date •Date when the voucher was created •Date Picker provided by system N/A N/A Yes
7.Payment Mode •Mode of Payment for the Transaction •Cash/Check N/A N/A Yes
8.OR No. •Original Receipt Number for Reference •Alphanumeric

•Special Character

None 50 Yes
9.Advance Payment •Allows the user to create a credit voucher from the Transaction •Tick/untick / Edit down payment Account N/A N/A No
10.Overpayment •Allows the user to create a debit voucher from the transaction •Tick/untick / Edit Overpayment Account N/A N/A No
11.Notes •Adds additional remarks on the transaction •Alphanumeric

•Special Character

None 30 No
12.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
13. Description •Description of the Account •Alphanumeric

•Special Character

None 100 No
14.Debit •Debit Amount for the Transaction •Numeric Any Inputs except numbers 20 Yes
15.Credit •Credit Amount for the Transaction •Numeric Any Inputs except numbers 20 Yes

Notes

  • Customer should be on ACTIVE status when creating or editing a transaction.
    • This can be seen in Customer Maintenance Module
  • Account should be on ACTIVE status when using it upon creating or editing a transaction.
  • By ticking Advance Payment, the user can create a Credit Voucher.
  • Only one user can Add Receipt Voucher function at a time.
  • By choosing Check as Payment Mode, Check details as well as Bank details are needed to fill up in order to reflect the details to Accounting details.
Viewing Receipt Voucher
  1. Click Receipt Voucher under Financials Menu
  2. Select Receipt Voucher record that needs to view its details. Click the drop-down arrow then click View.
  3. The user has an option to edit the Receipt Voucher upon viewing it.
Financials - Receipt Voucher - View.png


Editing Receipt Voucher
  1. Click Receipt Voucher under Financials Menu
  2. Select Receipt Voucher that needs to update its details. Click the drop-down arrow then click Edit.
  3. Update the necessary fields then click Save.
Financials - Receipt Voucher - Edit.png
Field Description Allowed Inputs Restricted Inputs Character Limit Required Field?
1.Voucher No Voucher Reference number generated upon creation Alphanumeric(Auto-Generated) N/A N/A N/A
2.Customer •Name of Customer •Customer List in the Supplier Maintenance Module N/A N/A Yes
3.Total Receivable •Receivables to be tagged on the Transaction •Accounts Receivables Provided in the Accounts Receivables Financial Module N/A N/A Yes
4.Credit •Credit Vouchers to be tagged on the Transaction •List of Credit Vouchers provided in the Credit Voucher Financial Module N/A N/A No
5.CWT •Credit Withholding Tax •Tick/Untick N/A N/A No
6.Voucher Date •Date when the voucher was created •Date Picker provided by system N/A N/A Yes
7.Payment Mode •Mode of Payment for the Transaction •Cash/Check N/A N/A Yes
8.OR No. •Original Receipt Number for Reference •Alphanumeric

•Special Character

None 50 Yes
9.Advance Payment •Allows the user to create a credit voucher from the Transaction •Tick/untick / Edit down payment Account N/A N/A No
10.Overpayment •Allows the user to create a debit voucher from the transaction •Tick/untick / Edit Overpayment Account N/A N/A No
11.Notes •Adds additional remarks on the transaction •Alphanumeric

•Special Character

None 30 No
12.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
13. Description •Description of the Account •Alphanumeric

•Special Character

None 100 No
14.Debit •Debit Amount for the Transaction •Numeric Any Inputs except numbers 20 Yes
15.Credit •Credit Amount for the Transaction •Numeric Any Inputs except numbers 20 Yes


Printing Receipt Voucher
  1. Click Receipt Voucher under Financials Menu
  2. Select the Receipt Voucher record that needs to print its details. Click the drop-down arrow then click Print.
Financials - Receipt Voucher - Print.png
Setting Up Payment Method

If the Selected Payment is Check

  1. Select Bank Account where the receivable will be deposited
  2. Enter its check details and its amount
  3. Double check the Accounting details then Click Save
Financials - Receipt Voucher - Payment Check.png


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


If the Selected Payment is Cash

  1. Select account to be debited
    • OPTIONAL: You may also enter account description for easy referencing e.g. Payment for SO#123456
  2. Enter its amount in the Debit column
Financials - Receipt Voucher - Payment Cash.png


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 receivable
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
Applying Creditable Withholding Tax
  1. Under Receipt Voucher, Select a Tagged Receivable and Customer
  2. Tick the CWT
  3. Select an Appropriate ATC Code and apply its Base Tax Amount then Click Apply
  4. Fill out the necessary fields in the accounting details then click Save.
Financials - Receipt Voucher - CWT.png


Cancelling Receipt Voucher Record

Receipt Voucher can be canceled in two ways:

  • Using drop-down arrow of a record can be used in single record cancellation
Financials - Receipt Voucher - Cancel1.png


  • Using Cancel Button for cancelling multiple records
Financials - Receipt Voucher - Cancel2.png
Posting Receipt Voucher
  1. Click Receipt Voucher under Financials Menu
  2. Select the Receipt Voucher record that needs to post its details. Click the drop-down arrow then click Post
  3. Click Yes on the confirmation to proceed on the posting process.
Financials - Receipt Voucher - Post.png


Unposting Receipt Voucher
  1. Click Receipt Voucher under Financials Menu
  2. Select a Posted Receipt 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
Financials - Receipt Voucher - Unpost.png


Exporting Receipt Voucher
  1. Click Receipt Voucher under Financials Menu
  2. Under Receipt Voucher Screen, Click Options then click Export Receipt Voucher.
Financials - Receipt Voucher - Export.png
Receipt Voucher Record Option


Actions Available base on Receipt 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 Receipt Voucher is Posted, Unposting the record will leave its status to OPEN thus can now be edited.
  • The user can only Cancel the Receipt Voucher if the status of the said Voucher is still on OPEN Status
  • Credit Voucher tagged will revert it status to Active when the Receipt Voucher has been Cancelled.
  • Partially used Credit Voucher cannot be edited even the Receipt Voucher corresponding to it is still open.
Creating Credit Voucher
  1. Click Receipt Voucher under Financials Menu
  2. Under Receipt Voucher, Click Add Receipt Voucher
  3. Select Customer, then tick Advance Payment, Account for Advance Payment can be edited.
  4. Fill up the necessary fields in the Accounting details then click Save
Financials - Receipt Voucher - Create Credit Voucher.png


Applying Credit Voucher
  1. Under Create Receipt Voucher, Select A Customer then click the credits field to tag a Credit Voucher
  2. Tick the following Credit Voucher then Click Tag
  3. Fill out the necessary fields in the accounting details then click Save.
Financials - Receipt Voucher - Apply Credit Voucher.png


Categories:
Modules
Financials Accounts Receivable | Credit Voucher | Financials
Maintenance ATC Code | Bank | Customer | Chart of Account