Creating customer payment voucher

This page allows you to create the payment voucher. Tell me more.

Select the “Create Voucher” link under the “Customer Payment” business component.

The “Create Voucher” page appears.

Enter the following fields in the “Voucher Information” group box:

Voucher No.

The number identifying the customer payment voucher (Alphanumeric, 18). This number will be automatically generated if the “Numbering Type” in the “Document Numbering Class” business component for voucher type is not set to “Manual”. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Document Numbering Class” business component. This is generated on Creation of Voucher.

Note: The voucher number is mandatory, if the numbering type is “Manual”.

Payment Category	Use the drop-down list box to select the payment category. The payment categories available are
	Regular – indicates that the payment has to be made for the adjustment against a debit document.
	Deposits – indicates that the payment has to be made for the customer in the form of earnest money deposits or refund of the deposits (trade deposits) previously obtained from the customer.
	The system displays “Regular” by default on launch of the page.

The system displays the following field:

Status	The status of the payment vouchers. The various statuses available are
	Draft – Indicates that the electronic payment details are yet to be filled in for the created voucher, if the electronic payment has been set to “Yes”.
	Fresh – Indicates that the voucher is just being created with all its necessary information. The system updates the status of the voucher to “Fresh” on clicking the “Create Voucher” pushbutton.
	Requested –Indicates that the voucher is authorized. The vouchers cannot be modified after authorization. The vouchers can be authorized in the current activity or in the “Authorize Voucher” activity of the “Customer Payment” business component.
	Deleted – Indicates that the vouchers in “Draft”, “Fresh” or “Returned” status is deleted. The vouchers can be deleted in the “Edit Voucher” activity of the “Customer Payment” business component.
	Returned – Indicates that the voucher is returned. The vouchers can be returned before authorization. The vouchers can be returned in the “Authorize Voucher” activity of this business component.
	Reversed – Indicates that the vouchers are reversed after authorization. The reverses vouchers cannot be used for any transaction. The vouchers can be reversed in the “Reverse Voucher” activity of this component.
	Held – Indicates that the authorized vouchers are put to hold on a temporary basis. The vouchers in the “Held” status can be directly reversed. The vouchers can be put to hold in the “Hold/Release Voucher” activity of this business component.
	Paid – Indicates that the payment has been made for the voucher.
	Voided - Indicates that the payment is not made for the voucher and the check has been returned.

Enter the following fields:

Request Date	The date on which the payment voucher is raised (Date Format). Mandatory. The request date must be less than or equal to system date. The system displays the system date by default on launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book in which the postings are to be made. All the finance books that are mapped to the login organization unit will be available for selection in the ascending order, if postings can be made in multiple finance books. In case postings can be made only in a finance book, the book that has been set as defaults in the “Set Function Defaults” activity of this component will be displayed.
Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Customer Payments” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component.

Enter the following fields in the “Payment Information” group box:

Customer Registered At	Use the drop-down list box to select the organization unit to which the “Customer” business component has been mapped. The system lists all the organization unit to which the “Customer” business component has been mapped. The system displays the first organization unit in the list by default on launch of the page. The organization unit selected must be mapped to the login organization unit.
Customer Code	The code identifying the customer (Alphanumeric, 16). Mandatory. The customer must have been defined in the “Create Customer” activity of the “Customer” business component.
	Help facility available.
	The system retrieves the customer name based on the code entered.

The system displays the following fields:

Customer Name

The name of the customer.

Enter the following fields:

Pay Currency

Use the drop-down list box to select the currency in which the payment has to be made. All the currencies mapped to the login organization unit are available for selection. The system displays the base currency of the company by default on launch of the page.

Exchange Rate

The number of units of the base currency with respect to the transaction currency in case they are different (Decimal). Mandatory. The exchange rate must have been defined in the “Create Exchange Rate” activity of the “Exchange Rate” business component. The exchange rate must be greater than zero. If the payment currency is the same as the base currency of the login organization unit the value must be “1”. The system displays “1” (one) by default on launch of the page.

Note: If the currency selected for payment is other than the base currency then exchange rate should be greater than or equal to the minimum limit and lesser than or equal to the maximum tolerance limit.

Pay Amount

The total amount to be paid to the customer (Decimal). Mandatory. The amount must be greater than zero.

Note: If the “Swiss Pay Applicable” parameter has been set to “Yes” in the “Company Parameter Setup” business component, then the system lists “Yes” in the “Electronic Payment” field.

Payment Method

Use the drop-down list box to select the method in which the payment has to be made. The system lists “Regular” and “Specific Bank” for selection. The system displays “Regular” by default on launch of the page.

If the payment method is “Regular”, then the electronic payment is not applicable.

Payment Route	Use the drop-down list box to select the way in which the payment has been received from the customer. The payment routes available are “Bank”, “Cash”, “PTT” or “Others”. The system displays “Bank” by default.
Pay Mode	Use the drop-down list box to select the mode in which the payment must be made to the customer. The system lists all the pay modes defined in the “Bank Cash Definition” business component.
Bank/Cash/PTT Code	Use the drop-down list box to select the code identifying the bank or cash or PTT. If the “Payment Route” selected is “Bank”, then the system lists all the bank codes in “Active” status. The bank codes must have been defined in the “Create Bank/Cash Details” activity of the “Bank Cash Definition” business component. The system displays the first bank code in the list by default on launch of the page.

The system displays the following field:

Description

The textual description pertaining to the bank or cash or PTT code. The system displays the description based on the code selected.

Enter the following fields:

Billing Point

Use the drop-down list box to select the organization unit from which the payment has to be made. The system lists all the organization units where the “Customer Debit Credit Note” business component have been installed and which is mapped to the login organization unit. The system displays the first organization unit in the list by default on launch of the page.

Note: Billing point must be entered if the “Payment Category” is “Regular”.

Document Reference	The code identifying the document, which is the reference document (Alphanumeric, 18). This field is mandatory if the payment category selected is “Regular”.
Bank Charges	Use the drop-down list box to select the source from which the bank charges must be made. The options available are:
	By Company – Indicates that the bank charges will be borne by the company.
	By Customer – Indicates that the bank charges will be borne by the customer to whom the payment has to be made.
	The system leaves the field blank by default.
Pay Date	The date on which the payment has to be made (Date Format). Mandatory. The pay date must be greater than or equal to the request date. The system displays the system date by default on launch of the page.
Payment Release Point	Use the drop-down list box to select the organization unit from which the payment will be released to the customer. The system lists all the organization units, which are mapped to the login organizational unit. The system displays the default payment release point set in the “Set Function Defaults” activity of this business component.
Priority	Use the drop-down list box to select the priority. The options available for selection are “High”, “Medium” and “Low”. The system displays “Medium” by default on launch of the page.
Remarks	Any comments pertaining to the customer payments (Alphanumeric, 100).
	Zoom facility available.

Click the “Create Voucher” pushbutton to create the customer payment voucher

The system credits bank with payment amount and debits customer control account.

Note: No postings will be made at this point. This is just for viewing the accounting information.

The system automatically generates the voucher number based on the numbering type.

The system updates the status of the voucher to “Fresh”, if electronic payment is not applicable.

If the electronic payment is applicable and the details not specified complete, the system updates the status of the voucher to “Draft”.

The system updates the login ID of the user to the “Created By” and the system date to the “Created Date” fields.

Note: The voucher must be in “Fresh” status before authorization.

Click the “Create and Authorize Voucher” pushbutton to authorize voucher at the time of creation.

The system automatically generates the voucher number based on the numbering type.

The system updates the login ID of the user to the “Created By” and the system date to the “Created Date” fields.

The system updates the status of the voucher to “Requested” on authorizing.

If the electronic payment is not completed, then the system saves the status of the voucher to “Draft”.

The system displays the following fields:

Created By	The login ID of the user who created the customer payment voucher.
Created Date	The date on which the voucher was created.

To proceed, carry out the following

Select the “Edit Voucher” link at the bottom of the page to modify the voucher details.
Select the “Accounting Information” link at the bottom of the page to view the account information.

Creating customer payment voucher – An overview

You can also authorize the voucher during creation. You can specify a numbering pattern based on which the voucher number will be generated by the system automatically. Otherwise, you can also specify a unique number identifying the voucher manually. You can specify the date on which the payment must be made. This page also allows you to capture the payment information like the organization unit in which the “Customer” business component has been installed and the code identifying the customer. You can specify the currency in which the payment has to be made along with the exchange rate and amount. This page also allows you to enable electronic payment. You can also capture the organization unit from where the payment has to be released.

The system updates the status of the voucher to “Draft” if the electronic payment is set to “Yes” and electronic payment details are not completed for the payment through electronic mode. The system updates the status to “Fresh” on creation of the voucher and electronic payments is set to “No”. If electronic payment is set to “Yes” the system updates the status as “Fresh” only when electronic payment details are completed. The system updates the status of the voucher to “Requested” on authorizing. The system updates the login ID of the user to the “Created By” and the system date to the “Created Date” fields.

Prerequisite

Numbering type must be defined in the “Numbering Class” business component.

What you can do in this page

Specify payment method

Specify payment route

Prioritize the payment

Payee of bank charges

Specify payment method

You can make the payment by adopting various payment methods.

Set “Payment Method” field to “ESR” to pay through ESR mode.
Set “Payment Method” field to “ESR+” to pay through ESR+ mode.
Set “Payment Method” field to “LSV” to pay through LSV mode.
Set “Payment Method” field to “Regular” to pay through regular mode..
Set “Payment Method” field to “Specific Bank” to pay through a specific bank mode

Specify payment route

The payment can be routed through various sources.

Set “Payment Route” field to “Bank” to make the payment through bank.
Set “Payment Route” field to “Cash” to make the payment through cash.
Set “Payment Route” field to “PTT” to make the payment through PTT.

Prioritize the payment

You can prioritize the customer and make payment accordingly.

Set “Priority” field to “High” to categorize customer in the highest priority group.
Set “Priority” field to “Medium” to group customer.
Set “Priority” field to “Low” to give least priority to the customer during payment.

Payee of bank charges

The bank charges can be borne by both company and customer.

Set “Bank Charges” field to “By Company” to indicate that the bank charges will be borne by the company.
Set “Bank Charges” field to “By Customer” to indicate that the bank charges will be borne by the customer.