Creating recurring voucher templates

This page allows you to create a template based on which vouchers are created on a periodical basis. Tell me more..

Select the “Create Recurring Voucher Template” link under the “Sundry Payment” business component.

The “Create Recurring Voucher” page appears.

The system displays the following:

Status

The status of the template which could be “Active” or “Inactive”.

Enter the following fields in the “Template Information” group box.

Template #

A unique number identifying the template (Alphanumeric, 18). Mandatory. The system automatically generates the number 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.

Note: This field must not be left blank if “Manual” has been selected in the “Numbering Type” field.

Finance Book	Use the drop-down list box to select the code identifying the finance book in which the voucher must be posted. All the finance books that have been 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 one finance book then the book that has been set as default will be displayed.
Numbering Type	Use the drop-down list box to select the numbering type of the template for the login organization unit and the “Sundry Payment Voucher” 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.
Description	A unique description of the template (Alphanumeric 150). Mandatory.

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

Request Date	The date on which the payment voucher is to be created (Date Format). Mandatory. This date must not be later than the system date and must fall within an open financial year/period. The system date is displayed by default on launch of the page.
Numbering Type for Recurring Vouchers	Use the drop-down list box to select the numbering type of the recurring vouchers for the login organization unit and the “Recurring Sundry Payment Template” 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.
Recurring Voucher Status	Use the drop-down list box to select the status of the recurring vouchers. You can select from “Fresh” or “Authorized”.
	Fresh – indicates that the newly created voucher can be authorized.
	Authorized – indicates that the newly created voucher has been authorized.
	The system displays “Fresh” by default on launch of the page.
Pay Date Frequency	Use the drop-down list box to select the frequency in which the vouchers have to be generated for payment. You can select from “Daily”, “Weekly”, “Fortnightly” or “Monthly”:
	Daily – indicates that the voucher must be generated everyday.
	Weekly – indicates that the voucher must be generated once in every week.
	Fortnightly – indicates that the voucher must be generated once in every 15 days.
	Monthly – indicates that the voucher must be generated once in every month.
	The system displays “Monthly” by default on launch of the page.
Start Date	The date from which the vouchers must be generated (Date Format). Mandatory. This date should be later than or the same as the system date. The system date is displayed by default on launch of the page.
End Date	The date till which the vouchers must be generated (Date Format). Mandatory.

Note: The start date must not be greater than the end date.

Day	Use the drop-down list box to select the day of the week when the voucher has to be generated. All the seven days of the week will be available for selection. The system displays blank by default on launch of the page.
Option	Use the drop-down list box to select the number. You can select from “First”, “Second”, “Third”, “Fourth”, “Fifth” or “Blank”. The system displays “Blank” by default on launch of the page.

Note: The combination of the fields Day and Option will return the specific day of the month when the voucher has to be generated.

Only if the pay date frequency is “Monthly” then the Day and Option fields can be selected.

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

Electronic Payment	Use the dropdown list box to set whether the payment is to be made through electronic payment mode. You can select from “Yes” or “No”.
	“Yes” - indicates that the payment is through the swiss electronic payment mode.
	“No” - indicates that the payment mode is a not through swiss electronic payment mode.
	The system displays “No” by default on launch of the page.

Note: If “Swiss Pay Applicable” is set as “Yes” in the “Company Parameter Setup” business component, “Yes” and “No” will be available for selection in this field.

Payment Method

Use the dropdown list box to select a method of payment. You can select from “Regular” or “Specific Bank". The system displays “Regular” by default on launch of the page.

Priority	Use the drop-down list box to set the precedence to be given for the payment. You can select from “High”, “Medium” or “Low”. The system displays “Medium” by default on launch of the page.
Payment Route	Use the drop-down list box to select the way in which the payment has to be made to the payee. You can select from “Bank” or “Cash”. The system displays “Bank” by default on launch of the page.

Note: The route selected must be a valid one for the bank / cash account.

Pay Mode

Use the drop-down list box to select the mode in which the payment is to be made to the supplier. You can select from “Check”, “Demand Draft”, “Direct Debit” and “Cash”. The system displays “Check” by default on launch of the page.

Note: If “Payment Route” is selected as “Bank”, “check”, “Demand Draft” and “Direct debit” will be available for selection.

If “Payment Route” is selected as “Cash” then only “Cash” will be available for selection

Pay Currency	Use the drop-down list box to select the currency code in which the payment is to be made. All the currencies mapped to the login company will be available for selection in the ascending order. The system displays base currency of the company by default on launch of the page.
Exchange Rate	The exchange rate used to calculate the base currency amount if the pay currency is different from the base currency of the company (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.

Note: The exchange rate must not exceed the tolerance limit defined in the “Create Exchange Rate” activity of the “Exchange Rate” business component.

If the pay 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.

Pay Amount	The amount to be paid to the payee (Decimal). Mandatory.
Ban/Cash/PTT #	Use the drop-down list box to select the code identifying the bank or cash accounts. These codes must have been defined in the “Create Bank / Cash Details” activity of the “Bank Cash Definition” business component and must be in the “Active” status. The bank / cash codes created in the login organizational unit will be available for selection in the alphabetical order.

Note: The currency of the bank / cash /PTT account must be the same as the pay currency.

Description	The description of the bank, cash or PTT account code.
Payee	The name of the person or the organization to which the payment is to be made (Alphanumeric 40). Mandatory.
Instrument Charges	Use the drop-down list box to set whether the charges incurred while making a payment by demand draft or pay order must be borne by the company or the payee. You can select from “By Payee” or “By Company”.
	By Payee – indicates that the charges incurred will be borne by the payee to whom the payment is being made.
	By company – indicates that the charges incurred will be borne by the login company that makes the payment.
Payment Release Point	Use the drop-down list box to select the organization unit from which the payment must be released. The system lists all the organization unit, 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. Otherwise the system leaves it blank. The payment release point should not be null.
Remarks	Any observations to be recorded with regarding payment voucher (Alphanumeric, 40).

Enter the following fields in the “Accounting Information” multiline:

Usage ID	A brief description of the account number(s), to which this voucher is to be debited or credited in a finance book (Alphanumeric, 25). This usage must be the same as the one defined in the “Account Rule Definition” component.
	Help facility available.

Note: this field must not be left “Blank” if “Account #” field is left blank. If this field is left “Blank”, the system retrieves the usage corresponding t o account code entered in the “Account #” field.

Account #	The code identifying the account in which the payment voucher has to be posted (Alphanumeric, 32). Mandatory.
	Help facility available.

Note: this field must not be left “Blank” if “Usage ID field is left blank. If this field is left “Blank”, the system retrieves the usage corresponding to the usage entered in the “Usage” field.

Currency	Use the drop-down list box to select the code identifying the currency of the account number. The base currency of the company and the voucher currency will be available for selection. The system displays the base currency by default on launch of the page.
Amount	The amount that must be debited or credited to the corresponding account (Decimal). Mandatory. Ensure that the amount entered in this field is greater than zero.
Dr/Cr	Use the drop-down list box to set whether you want to debit or credit the amount in the corresponding account. You can select from “Dr” (Debit) or “Cr” (Credit). The system displays “Dr” by default on launch of the page.

The system displays the following in the “Accounting Information” multiline

Base Amount

The amount that is to be debited or credited in the account in the base currency of the company. The system calculates the base amount as the product of the amount that is to be debited or credited and the exchange rate. If the pay currency and the base currency are the same then the amount is displayed as it is.

Enter the following fields:

Remarks	Any observations pertaining to the transaction (Alphanumeric, 255).
Cost Center	The number identifying the cost center to which the payment account is mapped (Alphanumeric, 10). This cost center must have been defined in the “Create Cost Center / Unit” activity of the “Cost Center Setup” business component.
	Help facility available.
Analysis #	The analysis code to which the payment account is mapped to in the “Create Analysis” activity of the “Account Based Budgeting” business component (Alphanumeric, 5).
	Help facility available.
Sub Analysis #	The sub-analysis code to which the analysis code has been mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5).

Click the “Compute” pushbutton to calculate the total amounts.

The system displays the following:

Base Credit Amount	The sum total of all the credit amounts in the base currency of the company.
Base Debit Amount	The sum total of all the debit amounts in the base currency of the company.

Note: The Base Credit Amount must be equal to the Base Debit Amount.

Click the “Create Template” pushbutton to create the template.
If the pay date frequency for the template has been selected as “Daily”, then the system generates daily vouchers from the start date to the end date and with the status specified.
If the pay date frequency has been selected as “Weekly” the system generates vouchers every eighth day.
If the pay date frequency has been selected as "Fortnightly" and if the start date is after 16th of a month then the system generates vouchers for the 1st and 16th of every month from the immediately succeeding months of the start date till the end date.
If the start date falls between 1st and 16th or on the 16th then the system generates vouchers for the 16th of the month where the start date falls, till the end date.
If the "Start Date is on the 1st then the system generates vouchers for the 1st and 16th of every month starting from the day and month where the start date falls and till the day and month where the end date falls.
If the pay date frequency has been selected as “Monthly’ then the system generates vouchers on the day specified in the “Day” and “Option” combination. For example if the “Day” has been specified as “Tuesday” and the “Option” as “Second” then the voucher is generated on the second Tuesday of every month.

The system stores the login ID of the user and the system date along with the template details.

To proceed carry out the following

Select the “Payee Information” link at the bottom of the page to add payee information.
Select the “Edit Template” link at the bottom of the page to modify the details of a template that have been created already.
Select the “View Voucher Status” link at the bottom of the page to view the details of the vouchers that has been generated by the template.
Select the "Attach Notes" link at the bottom of the page to record any observation or related information on the invoice.
Select the “Accounting Information” link at the bottom of the page to view the accounting information.

Creating recurring voucher templates – An overview

You can enter the template information like the finance book to which the transactions will be posted, the numbering type for the template etc. The system generates a unique number identifying the template based on the numbering type selected. You can also enter the number manually if you have opted for the manual numbering type.

Payment can be made by checks, demand draft, pay orders, direct debit, swiss electronic pay modes or by cash. If the payment method is through bank, then the appropriate account information has to be specified. The payment can be made in different currencies if the bank is a base currency bank. In such cases, the corresponding currency exchange rate will be retrieved from the “Exchange Rate” business component.

You can either specify the account code or the usage id for which the corresponding details like the currency, the analysis and sub analysis code from the “Asset Based Budget” business component if applicable are generated. The cost center that the voucher would affect would also be displayed. You can also specify if the account is to be credited or debited. You can also enter the amount for which the voucher is raised and the corresponding base amount is calculated. The base credit amount and the base debit amount are calculated and displayed.

The system saves the template information and creates vouchers according to the pay date frequency specified. The vouchers created using templates are either in “Fresh” or “Authorized” status. The system updates the login ID of the user to the created by and the system date to the created date.

Prerequisites

Mandatory

“Numbering Type” must have been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component.
“Finance Book” must have been defined in the “Create Finance Book” activity of the “Organization Setup” business component.
“Currency” must have been defined in the “Create Currency and Country” activity of the ‘Organization Setup” business component.
“Exchange Rate” must have been defined in the “Create Exchange Rates” activity in the “Exchange Rate” business component.
“Bank / Cash / PTT #” must have been defined in the “Create Bank/Cash Details” activity of the “Bank Cash Definition” business component.

Optional

“Cost Center Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to use the cost center.
“Cost Center” must have been defined in the “Create Cost Center / Unit” activity of the “Cost Setup” business component.
“Analysis / Subanalysis # Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to use the analysis and sub analysis code.
“Analysis #" and "Sub Analysis #” must have been defined in the “Create Analysis” activity of the “Account Based Budgeting” business component.

What you can do in this page

Specifying instrument charges details

Specifying transaction priority

Set debit / credit identifier

Selecting the pay date frequency

Selecting the day of voucher generation

Selecting the week number

Create templates

Specifying instrument charges details

Charges are incurred when the payment is made through a demand draft or a pay order. You can specify as to who will bear these charges

Set the “Instrument Charges” field as “By Payee” if the payee is to bear the instrument charges.
Set the “Instrument Charges” field as “By Company” if the company that is issuing the payment is to bear the instrument charges.

Specifying transaction priority

You can allocate a payment priority for every newly created payment voucher. A voucher can be assigned a “High” priority, a “Medium” priority or a “Low” priority. The release payment component would pick up the vouchers based on their priorities.

Set the “Priority” field as “Low” if you want to accord a low precedence to the voucher.
Set the “Priority” field as “Medium” if you want to accord a medium precedence to the voucher.
Set the “Priority” field as “High” if you want to accord a high precedence to the voucher.

Set debit / credit identifier

You can indicate if the amount specified in the multiline has to be debited or credited.

Set the “Dr / Cr” field as “Dr” if you want to debit the amount in the corresponding account.
Set the “Dr / Cr” field as “Cr” if you want to credit the amount in the corresponding account.

Selecting the pay date frequency

You can specify the frequency in which the vouchers have to be generated.

Set the “Pay Date Frequency” field to “Daily” if the vouchers have to be generated on a daily basis.
Set the “Pay Date Frequency” as “Weekly” if the vouchers have to be generated once in every week.
Set the “Pay Date Frequency” as “Fortnightly” if the vouchers have to be generated once in every 15 days.
Set the “Pay Date Frequency” as “Monthly” if the vouchers have to be generated once in every month.

Selecting the day of voucher generation

You can specify the day of the week when the voucher is generated. However, this specification cannot be made for the daily and weekly-generated voucher.

Set the ”Day” field to “Monday” if the vouchers have to be generated on every Monday.
Set the ”Day” field to “Tuesday” if the vouchers have to be generated on every Tuesday.
Set the ”Day” field to “Wednesday” if the vouchers have to be generated on every Wednesday.
Set the ”Day” field to “Thursday” if the vouchers have to be generated on every Thursday.
Set the ”Day” field to “Friday” if the vouchers have to be generated on every Friday.
Set the ”Day” field to “Saturday” if the vouchers have to be generated on every Saturday.
Set the ”Day” field to “Sunday” if the vouchers have to be generated on every Sunday.

Selecting the week number

The week of the month when the voucher has to be generated for the “Monthly” pay date frequency can be specified. However this specification can be made only for the monthly-generated vouchers.

Set the “Option” field to “First” if the vouchers have to be generated on every first week of the month.
Set the “Option” field to “Second” if the vouchers have to be generated on every second week of the month.
Set the “Option” field to “Third” if the vouchers have to be generated on every third week of the month.
Set the “Option” field to “Fourth” if the vouchers have to be generated on every fourth week of the month.
Set the “Option” field to “Fifth” if the vouchers have to be generated on every fifth week of the month.

Create templates

Recurring vouchers can be created for sundry payments on regular intervals.

Click the “Create Template” push button to create recurring voucher templates.