Creating vouchers

This page allows you to create a voucher for a sundry payment. Tell me more..

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

The “Create Voucher” page appears.

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

Voucher #

A unique number identifying the voucher (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 the numbering type has been selected as “Manual”.

Payment Category	Use the drop-down list box to select the category to which the payment belongs.
	Sundry Payment – indicates that the payment made to the supplier is a sundry payment.
	Inter Bank Transfer – indicates that payment involves transfer of the required amount from one account to another in the same supplier bank.
	The system displays “Sundry Payment” by default on launch of the page.

The system displays the following:

Status	The status of the voucher. It could be “Draft” “Fresh” or “Requested”.
	Draft – indicates a newly created voucher that cannot be authorized.
	Fresh – indicates a newly created voucher that can be authorized.
	Requested – indicates that the new voucher has been authorized.

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

Request Date	The date on which the payment voucher is raised (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 will be displayed by default on launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book to 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 and 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 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.

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

Payee	The name of the person or organization to which the payment is to be made (Alphanumeric 40). Mandatory.
Pay Date	The date on which the payment is to be made (Date Format). Mandatory. The system date is displayed as the default date.

Note: This date must be the same as or later than the date on which the payment was requested.

Electronic Payment

Use the drop-down 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 can also be made through the Swiss electronic payment mode.
“No” - indicates that the payment is 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.

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 or the tolerance percentage (which ever is applicable) 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 company then the exchange rate is set as “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.
Payment Method	Use the drop-down 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.

Payment Route

Use the drop-down list box to select the way in which the payment has to be made to the supplier. 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. PTT will be enabled only if the Swiss pay method is applicable

Pay Mode

Use the drop-down list box to select the mode in which the payment is to be made to the payee. You can select from “Check”, “Demand Draft”, “Direct Debit” and “Cash”. The system displays “Check” by default on launch of the page. If the Swiss pay Applicable is set to Yes, the swiss pay modes will also be loaded.

Note: If “Bank” is selected in the “Payment Route” field then you can select from “Check”, “Demand Draft”, “Credit Card” and “Direct debit”.

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

Bank/Cash #

Use the drop-down list box to select the code identifying the bank or cash codes. 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 organization unit will be available for selection in the alphabetical order.

Note: If the “Electronic Payment” field has been set to “Yes”, all the PTT codes will be available for selection in this field. The currency of the bank / cash code must be the same as the pay currency.

Description	The description of the bank/cash/PTT code.
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 payment release point set as default in the “Set Function Defaults” activity of this business component on launch of the page.
Instrument Charges	Use the drop-down list box to set whether the charges incurred while making a payment by demand draft or pay order will 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.
Priority	Use the drop-down list box to set the priority to be given for the payment. You can select from “High”, “Medium” or “Low”. The system displays the priority as “Medium” by default on launch of the page.
Remarks	Any observations to be noted regarding this payment (Alphanumeric, 40).

Modify the following fields if required in the “Inter-Bank Transfer Details” multiline:

Note: Specify values in this group box only if you have selected “Inter-Bank Transfer” as the payment category.

Transferee FB

Use the drop-down list box to select the finance book to which you want to post the sundry payment. The drop-down list box displays all Active finance books of the login OU as well as Active finance books of OUs of related companies, if the selected payment category is “Inter Bank Transfer“ and if “Allow Intercompany transactions in Sundry Payment” is 1/Yes in the Set Finance Process Parameters activity of OU Parameter Setup. Conversely, if “Allow Intercompany transactions in sundry Payment” is 0/No, the drop-down list box displays finance books mapped to the organization unit/source company.

Transferee Bank Code

Use the drop-down list box to select the bank into which the sundry payment must be made. The drop-down list box displays all banks mapped to the transferee finance book that allow sundry receipts.

If Payment Category is “Inter-Bank Transfer”, transferee bank code is

Mandatory
Must not be the same as the cash/bank #

Pay to Transferee Bank Exch. Rate

The exchange rate between Pay currency and Transferee Bank currency for the exchange rate type for liability settlement as defined in the Set Parameters - Payables activity of OU Parameter Setup.

If Pay Currency is the same as Transferee Bank, Currency, Pay to Transferee Bank Exch. Rate displays 1.

Note: This field is mandatory, if payment category is “Inter-Bank Transfer”.

The “Inter-Bank Details” group box displays the following.

Receipt Amt. (Receipt Bank Curr.)

Pay Amount (if Pay Currency is and Transferee Bank Currency are the same)
Pay Amount * Exchange Rate (if Pay Currency and Transferee Bank Currency are not the same)

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

Note: Do not specify any values in the multiline, if the payment category is “Inter Bank Transfer”. This multiline is mandatory for payment category “Sundry Payment” .

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 to 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 for the usage or 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 to be debited or credited in the corresponding account (Decimal). Mandatory. Ensure that the amount entered in this field is greater than zero.
Note: You must specify the amount if you have specified a value in the Usage ID or Account # field.
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.
Remarks	Any observations pertaining to the transaction to be noted (Alphanumeric, 255).

Modify the following fields if required in the “Inter-Bank Transfer Details” multiline:

Note: Specify values in this group box only if you have selected “Inter-Bank Transfer” as the payment category.

Transferee FB

Transferee Bank Code

Use the drop-down list box to select the bank into which the sundry payment must be made. The drop-down list box displays all banks mapped to the transferee finance book that allow sundry receipts.

If Payment Category is “Inter-Bank Transfer”, transferee bank code is

Mandatory
Must not be the same as the cash/bank #

Pay to Transferee Bank Exch. Rate

The exchange rate between Pay currency and Transferee Bank currency for the exchange rate type for liability settlement as defined in the Set Parameters - Payables activity of OU Parameter Setup.

If Pay Currency is the same as Transferee Bank, Currency, Pay to Transferee Bank Exch. Rate displays 1.

Note: This field is mandatory, if payment category is “Inter-Bank Transfer”.

The “Inter-Bank Details” group box displays the following.

Receipt Amt. (Receipt Bank Curr.)

Pay Amount (if Pay Currency is and Transferee Bank Currency are the same)
Pay Amount * Exchange Rate (if Pay Currency and Transferee Bank Currency are not the same)

Modify the following fields if required in the “Accounting Information” multiline:

Note: Do not specify any values in the multiline, if the payment category is “Inter Bank Transfer”. This multiline is mandatory for payment category “Sundry Payment” .

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.

Asset Proposal #

The number identifying the proposal for the purchase of the asset (width). For example, the maintenance charge incurred on an asset that has been classified as a sundry payment. The asset proposal number entered here should be the same as the one generated by the “Create Asset Proposal” activity of the “Asset Planning” business component.

Help facility available

Note: The Asset Proposal No can be entered only if the payment category is “Sundry payment”.

Remarks	Any observations pertaining to the transaction to be noted (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).
	Help facility available

Click the “Compute” pushbutton and the system calculates and 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 when the voucher is finally created.

Click the “Create Voucher” pushbutton to save the sundry payment voucher.

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

The system generates a unique voucher number based on the selected numbering type.

Status Updation

The system updates the status of the voucher as “Fresh”
If electronic payment is not applicable
If vat calculation is not applicable
The system updates the status of the voucher as “Draft”
If electronic payment details are yet to be completed
If vat calculation details are yet to be completed.
Click the “Create and Authorize Voucher” pushbutton to save the sundry payment voucher and authorize it.

Note: You can authorize a voucher of vouch type “Inter-Bank Transfer”, if

The process parameter “Allow Inter Company transactions in Sundry Payment” in the Set Finance Process Parameters activity in OU Parameter Setup is 1/Yes.
The INTERCOMPFUNDS usage id is Effective in the source company that is making the payment.

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

Status Updation

The system updates the status fo the voucher as “Requested” when the electronic payment information and the calculation details (if applicable) have been entered.
The payment voucher is now sent to the “Release Payment” business component for releasing the payment.

The system displays the following:

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

To proceed, carry out the following

Select the “Payee Information” link at the bottom of the page to add payee information.
Select the “Edit Voucher” link at the bottom of the page to modify the voucher details.
Select the “Edit / View Payee Info.” link to modify / view the payee name.

Note: You can invoke the “Edit / View Payee Info.” link only if the process parameter ‘Allow modification of Payee Name in Sundry Payment' is set as “Yes” in the "Set Finance Process Parameters” activity of the “OU Parameter Setup” business component.

Select the “Accounting Information” link at the bottom of the page to view the accounting information.
Select the "Attach Notes" link at the bottom of the page to record any observation or related information on the invoice.

Creating vouchers – An overview

You can enter the voucher details like the voucher number, the category of payment, the request date of the voucher, the finance book to which all the transactions will be posted, the voucher numbering type etc. The voucher number is automatically generated according to the numbering type selected. If the numbering type is selected as “Manual” then it has to be entered manually.

Payment can be made in form of 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. In such cases, the corresponding currency exchange rate has entered.

You can either specify the account code or the usage id for which the corresponding details like the currency, the asset proposal no if any from the “Asset Planning” business component, 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 can also be entered. You can also specify if the account code in the multiline 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 updates the status of the voucher to “Draft” if the electronic payment details are not completed for the payment through electronic mode if the swiss payment applicability is set to “Yes”. The system updates the status to “Fresh” on creation of the voucher. The system updates the status of the voucher to “Requested” on authorizing. The system stores the login ID of the user and the system date along with the newly created voucher details.

This component provides the necessary information to the to the “Release Payment“ business component for making payments and also to update finance books.

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.
“Exchange Rate” must have been defined in the “Create Exchange Rates” activity in the “Exchange Rate” business component.
“Bank / Cash #” must have been defined in the “Create Bank/Cash Details” activity of the “Bank Cash Definition” business component.
“Account #” must have been defined in the “Create Bank/Cash Account Definition” activity of the “Account Rule 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 subanalysis 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

Set the route of payment

Set the mode of payment

Specifying instrument charges details

Specifying transaction priority

Set debit / credit identifier

Save the voucher in the “Draft” status

Save the voucher in the “Fresh” status

Save and authorize the voucher

Set the route of payment

Select the payment route to be “Bank” if the payment is made through a bank account in the “Payment Route” field.
Select the payment route to be “Cash” if the payment is made through cash in the “Payment Route” field.

Set the mode of payment

Select the pay mode to be “Cash” in the “Pay Mode” field if the payment route is “Cash”.
Select the pay mode to be “Demand Draft”, ”Check”, “Credit Card” or “Direct Debit” in the “Pay Mode” field if the payment route is “Bank”.

Specifying instrument charges details

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

Select the “By Payee” option in the “Instrument Charges” field if the payee has to bear the charges.
Select the “By Company” option in the “Instrument Charges” field if the company has to bear the charges.

Specifying transaction priority

You can accord 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.

Select the “Low” option in the “Priority” field if you want the transaction precedence to be low.
Select the “Medium” option in the “Priority” field if you want the transaction precedence to be medium.
Select the “High” option in the “Priority” field if you want the transaction precedence to be high.

Set debit / credit identifier

The voucher 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.

Save the voucher in the “Fresh” status

In case the voucher details are complete with appropriate VAT and payment information wherever applicable, you can save the voucher in the “Fresh” status. This voucher can be authorized.

Click the “Create Voucher” pushbutton to save the voucher details.

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

Save and authorize the voucher

In case the voucher details are complete with appropriate VAT and payment information wherever applicable, you can save as well as authorize the voucher. This voucher can now be sent for financial postings.

Click the “Create and Authorize Voucher” push button to save the voucher details.

The status of the voucher after authorization is updated to “Requested”.