Receipt Voucher

Financials | Accounts Receivable | Credit Voucher

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

• The user should setup the following Maintenance Module in order to proceed on using the Receipt Voucher
  1. ATC Code
  2. Bank
  3. Customer
  4. Chart of Account
• The user should have the following records in order to proceed on using the Receipt Voucher
  1. Accounts Receivable

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

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.

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.
  • This can be seen in Chart of Account Maintenance Module.
• 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.

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.

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.

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

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

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.

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

• Using Cancel Button for cancelling multiple records

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.

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

Exporting Receipt Voucher

1. Click Receipt Voucher under Financials Menu
2. Under Receipt Voucher Screen, Click Options then click Export Receipt Voucher.

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

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.