Disbursement Voucher

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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
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
Financials - Disbursement Voucher - Record List .png
Adding Disbursement Voucher
  1. Click Disbursement Voucher under Financials Menu
  2. Under Disbursement Voucher Screen, Click Add Disbursement Voucher
  3. Fill out the necessary fields in the Header Part
  4. Fill out the necessary fields on the Accounting Details then click Save
Financials - Disbursement Voucher - Add.png


Field Description Allowed Inputs Restricted Inputs Character Limit Required Field?
1.Supplier •Name of Supplier •Supplier List provided in the Supplier Maintenance Module N/A N/A Yes
2.Reference No. •Reference Number of the Transaction •Alphanumeric

•Special Characters

N/A 50 No
3.Voucher Date •Date when the Voucher was Created •Date Picker provided by the system N/A N/A Yes
4.Payment Mode •Mode of Payment of the Transaction •Cash or Check N/A N/A Yes
5.Notes •Other Remarks on the Transaction •Alphanumeric

•Special Characters

None 300 No
6.Profit Center •Profit Center applied to the account line •Profit Center List provided in the Profit Center Maintenance Module N/A N/A No
7.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
8.Description •Any remarks or description on the specific Accounting Details •Alphanumeric

•Special Characters

None 100 No
9.Debit •Debit Amount for the Transaction •Numeric Any inputs except numbers 20 Yes
10.Credit •Credit Amount for the Transaction •Numeric Any inputs except numbers 20 Yes
11.VAT •VAT to be applied in the amount on the accounting details in the transaction •Tick/Untick N/A N/A No
12.Tax •Type of Tax to be applied when the VAT is ticked •Tax List provided in the Tax Maintenance Module N/A N/A N/A

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
Viewing Disbursement Voucher
  1. Click Disbursement Voucher under Financials Menu
  2. Select the Disbursement Voucher that needs to view its details. Click the Drop-down Arrow then click View
  3. The user has an option to Edit the Disbursement Voucher record upon viewing it as long as its status is still open.
Financials - Disbursement Voucher - View.png


Editing Disbursement Voucher
  1. Click Disbursement Voucher under Financials Menu
  2. Select Disbursement Voucher record that needs to update its details. Click the Drop-down Arrow then click Edit.
  3. Update the Necessary fields then click Save
Financials - Disbursement Voucher - Edit.png


Field Description Allowed Inputs Restricted Inputs Character Limit Required Field?
1.Supplier •Name of Supplier •Supplier List provided in the Supplier Maintenance Module N/A N/A Yes
2.Reference No. •Reference Number of the Transaction •Alphanumeric

•Special Characters

N/A 50 No
3.Voucher Date •Date when the Voucher was Created •Date Picker provided by the system N/A N/A Yes
4.Payment Mode •Mode of Payment of the Transaction •Cash or Check N/A N/A Yes
5.Notes •Other Remarks on the Transaction •Alphanumeric

•Special Characters

None 300 No
6.Profit Center •Profit Center applied to the account line •Profit Center List provided in the Profit Center Maintenance Module N/A N/A No
7.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
8.Description •Any remarks or description on the specific Accounting Details •Alphanumeric

•Special Characters

None 100 No
9.Debit •Debit Amount for the Transaction •Numeric Any inputs except numbers 20 Yes
10.Credit •Credit Amount for the Transaction •Numeric Any inputs except numbers 20 Yes
11.VAT •VAT to be applied in the amount on the accounting details in the transaction •Tick/Untick N/A N/A No
12.Tax •Type of Tax to be applied when the VAT is ticked •Tax List provided in the Tax Maintenance Module N/A N/A N/A

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 Disbursement Voucher under Financials Menu
  2. Select the Disbursement Voucher that needs to print its details. Click the Drop-down Arrow then press Print.
Financials - Disbursement Voucher - Printing.png


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
Financials - Disbursement Voucher - Cancel1.png


  • Using Cancel Button for cancelling multiple records
Financials - Disbursement Voucher - Cancel2.png


Posting Disbursement Voucher
  1. Click Disbursement Voucher under Financials Menu
  2. Select the Disbursement Voucher 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 - Disbursement Voucher - Post.png


Unposting Disbursement Voucher
  1. Click Disbursement Voucher under Financials Menu
  2. Select a posted Disbursement 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 - Disbursement Voucher - Unpost.png


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


Selecting Payment Method

If the Selected Payment is Check

  1. Select Bank Account where the disbursement will be deposited
  2. Enter its check details and its amount
  3. Double check the Accounting details
  4. Click Save
Financials - Disbursement 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. 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 amount in the Credit Column
  3. Click Save
Financials - Disbursement 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 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
Categories:
Modules
Financials Financials | Disbursement Voucher
Maintenance Supplier | Chart of Account | Profit Center | Tax | Users Group