Paying vouchers by cash or reversing the cash payment

This page allows you to search and select vouchers for making cash payments or reversing the cash payments made. Tell me more

Select the “Pay/Reverse Cash” link under the “Release Payment” business component.

The “Pay/Reverse Cash” page appears.

Enter the following field in the “Action” group box:

Transaction Type

Use the drop-down list box to specify the type of transaction. The system lists the options “Pay Cash” and “Reverse Cash”.

The system sets this field to “Pay Cash” by default.

Enter the following fields in the “Search Criteria” group box to search for the payment vouchers that you want to retrieve for making cash payments:

Voucher # From

The starting code in the range of codes identifying the vouchers that you want to retrieve for making cash payments (Alphanumeric, 18). You can enter the code in full or specify it partially using the “*” character. The system retrieves all the vouchers that have codes similar to the value entered in this field.

Note: The value entered in this field must be before the value entered in the “To” field.

To	The ending code in the range of codes identifying the vouchers that you want to retrieve for making cash payments (Alphanumeric, 18). You can enter the code in full or specify it partially using the “*” character. The system retrieves all the vouchers that have codes similar to the value entered in this field.
Payment Category	Use the drop-down list box to select the category to which the voucher for which payment is to be made belongs. You can select from "Payment Voucher", "Sundry Payment Voucher", "Customer Payment Voucher" "Supplier Deposit Payment Voucher' , 'Supplier Prepayment Voucher', "HR Payment Voucher" and "All".The system displays “Payment Voucher” by default on launch of the page.

Voucher Amount From

The starting amount in the range of amounts for which the vouchers that you want to retrieve has been raised (Decimal). The amount entered in this field must be greater than zero.

Note: The amount entered in this field must be lesser than or the same as the amount entered in the “To” field.

To	The ending amount in the range of amounts for which the vouchers that you want to retrieve has been raised (Decimal). The amount entered in this field must be greater than zero.
Cash #	Use the drop-down list box to select the cash account from which the payment is to be made. All the account codes that have been defined in the “Accounting Setup” business component and set as cash accounts in the “Account Rule Definition” business component will be available for selection in the ascending order.
Payee From	The starting name in the range of payee names that you want to retrieve for making payment (Alphanumeric, 40).

Note: The value entered in this field must be before the value entered in the “To” field.

To	The ending name in the range of payee names till which you want to retrieve for making payment (Alphanumeric, 40).
Priority	Use the drop-down list box to select the priority of the payment. You can select from "High", "Medium", "Low" or "All". The system displays “All” by default on launch of the page.
Pay Date From	The starting date in the range of dates during which the payment of the voucher must be made (Date Format). The system leaves this field blank by default.

Note: The date entered in this field must be before the date entered in the “To” field.

To	The ending date in the range of dates during which the payment of the voucher must be made (Date Format). The system sets this field to the current system date by default.
Currency	Use the drop-down list box to select the code identifying the currency in which the payments are to be made. All the currencies that have been defined for the company will be available for selection in the ascending order. The system displays the base currency of the company by default on launch of the page.

Click the “Search” pushbutton to retrieve the search results.

The system retrieves and displays the following in the “Search Results” mutliline based on the search criteria entered:

If the “Transaction Type” is “Pay Cash”, the system retrieves all the vouchers in “Requested” status.

If the “Transaction Type” is “Reverse Cash”, the system retrieves all the vouchers in “Paid” status.

Enter the following field in the “Search Results” multiline:

Voucher #	The code identifying the voucher.
Priority	The priority of the payment. It could be "High", "Medium" or "Low".
Cash #	The code identifying the cash account.
Pay Date	The date on which the payment must be made.
Currency	The code identifying the currency in which the payment must be made.
Voucher Amount	The voucher amount due for payment.
Payee	The name of the person or the organization to whom the payment must be made.
Payment Category	The category to which the voucher belongs. It could be Payment Voucher", "Sundry Payment Voucher", "Customer Payment Voucher" "Supplier Deposit Payment Voucher' , 'Supplier Prepayment Voucher', "HR Payment Voucher" and "All".

Enter the following fields in the “Search Results” multiline:

Remarks

Any comments pertaining to the reversal of the cash payment (Alphanumeric, 255).

Reason #

Use the drop-down list box to specify the reason for reversing cash payment. The system lists all the active reason codes that have been defined in the “Reason Code Definition” business component.

Do not leave the field blank if the transaction type is “Reverse Cash”.

Leave this field blank if the transaction type is “Pay Cash”.

Reversal Date

The date on which the cash payment is reversed (Date Format). Ensure that the date entered here is not later than the current system date and is not earlier than the pay date.

If the “Transaction Type” is “Reverse Cash”, the system sets this field to the “Pay Date” by default. Otherwise the system leaves the field blank by default.

Do not leave this field blank if the transaction type is “Reverse Cash”.

Leave this field blank if the transaction type is “Pay Cash”.

Note: If the “Pay Date” falls within the closed financial period / year, by default, the system displays the first date of the next open financial period / year in the “Reversal Date” field.

Check the box in the multiline to mark a voucher for cash payment or reversal of cash payment.

Note: Ensure that at least one row is selected in the multiline.

Click the “Compute” pushbutton to calculate the total amount to be paid or reversed.

The system calculates and displays the total amount due for payment.

The system displays the following:

Total Amount

The total amount of payment to be made/reversed. This amount is calculated as the sum of all the selected voucher amounts.

Click the “Pay Cash” pushbutton to save the payment details and update the status for the selected voucher.

The system saves the voucher details and updates the status of the selected voucher as “Paid”.

Click the “Reverse Cash” pushbutton to reverse the cash payment done against the voucher.

The system reverses the account posting entries for all the vouchers for which the cash payment was made. The system updates the status of the selected voucher as “Reversed”.

To proceed, carry out the following

Select the “Accounting Information” link at the bottom of the page to view the account posting information of the payment made.

Paying vouchers by cash or reversing the cash payment – An overview

This page allows you to search and select vouchers for making cash payments or reversing the cash payments made. If you know the voucher number for which you want to make/reverse the payment you can enter it directly. Otherwise, you can carry out a search by specifying a range of vouchers, which the system retrieves based on the category selected. You can also search by specifying the priority of the payment and the currency in which the payment must be made.

For the transaction type “Pay Cash”, the system retrieves the details of all vouchers that are in “Requested” status. For the transaction type “Reverse Cash”, the system retrieves the details of all the vouchers that are in “Paid” status. You can select the voucher against which you wish to make/reverse cash payments. You can specify the reason for which you want to reverse the cash payment and also record your observations or comments. The system calculates the total amount of payment to be made/reversed. The system also updates the status of the selected voucher as “Paid” or “Reversed”, based on the transaction type.

Prerequisites

“Maintain Reason Information” activity of the "Reason Code Definition" business component. The reason codes must be in "Active" status.