Modifying voucher

This page allows you modify the vouchers in “Draft”, “Fresh” or “Returned” status. Tell me more.

Select the “Edit Voucher” link available in the “Select Voucher” page.

The “Edit Voucher” page appears.

The system displays the following fields in the “Voucher Information” group box:

Voucher No.	The number identifying the voucher.
Payment Category	The payment category which could “Regular” or “Deposits”.
Status	The status of the payment vouchers. The various statuses available are
	Draft – Indicates that the electronic payment details are yet to 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 “Fresh”,”Draft” 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 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 by the “Release Payment” business component.
	Voided – Indicates that the payment is not made for the voucher and the check has been returned.

Modify the following fields if required:

Request Date

The date on which the payment must be made to the customer (Date Format). Mandatory. The request date must be equal to or less than the 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. If postings can be made only in a finance book, the book that has been set as default in the “Set Function Defaults” activity of this component will be displayed.

Enter the following field 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 units 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.

The system displays the following fields:

Customer Code	The code identifying the customer.
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”.

Note: If Pay currency is other than the Base currency, 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.

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.

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”.
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 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.

Modify the following fields if required:

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.

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.
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.
Payment Release Point	Use the drop-down list box to select the organization unit from which the payment has to be released. 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”.
Remarks	Any comments pertaining to the customer payments (Alphanumeric, 100).
	Zoom facility available.

Click the “Edit Voucher” pushbutton to modify the voucher details.

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

If the electronic payment is applicable, the system updates the status of the voucher to “Draft”.

The system updates the login ID of the user to the “Last Modified By” and the system date to the “Last Modified Date”. The system also displays the creation details of the voucher.

Note: The voucher must be in “Fresh”, “Draft” or “Returned” status before authorization.

Click the “Edit and Authorize Voucher” pushbutton to authorize the voucher at the time of modifying.

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

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

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

Note: The voucher number must exist for the login organization unit.

The voucher must be in “Fresh”, “Draft” or “Returned” status before deletion.

Click the “Delete Voucher” pushbutton to delete the voucher.

The system updates the status of the voucher to “Deleted”.

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

The system also displays the creation details of the voucher.

The system displays the following field:

Created By	The login ID of the user who created the voucher.
Created Date	The date on which the voucher was created.
Last Modified By	The login ID of the user who modified the voucher last.
Last Modified Date	The date on which the voucher was modified last.

To proceed, carry out the following

Select the “Accounting Information” link at the bottom of the page to view the accounting information.

Modifying voucher – An overview

You can also authorize the voucher after modification. This page also allows you to delete the vouchers that are in “Draft”, “Fresh” or “Returned” status. The system retrieves the voucher details specified in the select page. You can modify the voucher information like the request date, the code identifying the finance book. You can also modify the payment information of the voucher.

The system credits bank with payment amount and debits customer control account. No postings will be made at this point. This is just for viewing the accounting information.

The system updates the status of the voucher to “Fresh”, if electronic payment is not applicable. If the electronic payment is applicable, the system updates the status of the voucher to “Draft”. The system updates the login ID of the user to the “Last Modified By” and the system date to the “Last Modified Date” fields. The system also displays the creation details of the voucher. The system updates the status of the voucher to “Requested” on authorizing. The system updates the status of the voucher to “Deleted” on deleting the voucher.