Selecting vouchers for authorization

This page allows you to search and select vouchers for authorization. Tell me more..

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

The “Select Voucher” page appears.

Enter the following fields if you are aware of the number identifying the voucher that you want to authorize:

Voucher #	A unique number identifying the voucher (Alphanumeric, 18). Mandatory.
Payment Category	Use the drop-down list box to select the category to which the voucher that you want to authorize belongs. You can select from "Inter Bank Transfer” and “Sundry Payment”. The system displays “Sundry Payment” by default on launch of the page.

Select the “Authorize Voucher” link provided alongside to authorize the voucher specified.

The “Maintain Sundry Payment Voucher” page appears.

Enter the following fields in the “Search Criteria” group box to search for the voucher that you want to authorize. Data entry in the following fields is optional.

Voucher # From	The starting number in the range of voucher numbers you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the vouchers that have numbers similar to the value entered here.
To	The ending number in the range of voucher numbers you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the vouchers that have numbers similar to the value entered here.

Note: The number entered in this field must be greater than or equal to the number entered in “Voucher # From” field.

Finance Book

Use the drop-down list box to select the code identifying the finance book to which the transactions are 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 and if postings can be made only in one finance book then the book that has been set as default will be displayed.

Pay Amount From

The starting amount in the range of amounts for which the vouchers have been created (Decimal). The amount entered must be greater than zero.

Note: The voucher amount entered here must be lesser than or equal to the amount entered in the “To” field.

To	The ending amount in the range of amounts for which the vouchers have been created (Decimal). The amount entered must be greater than zero.
Payee	The person or the organization to which the payment is to be made (Alphanumeric 40).
Pay Date From	The starting date in the range of dates during which the payment has to be made to the payee (Date Format). If this field is left blank and the date is specified in the “To” field, then the system retrieves all the vouchers starting from the first voucher in the database till the voucher with pay date specified in the “To” field.
To	The ending date in the range of dates during which the payment has to be made to the payee (Date Format). The date specified here must be greater than the date entered in the “Pay Date From” field.
Pay Currency	Use the drop-down list box to select the code identifying the currency in which the payment is to be made. All the currencies mapped to the login organization unit will be available for selection. The system displays “All” by default on launch of the page.
Request Date From	The starting date in the range of dates during which the requisition for payment to the payee has been made (Date Format). Mandatory. If this field is left blank and the date is specified in the “To” field, then the system retrieves all the vouchers starting from the first voucher in the database till the voucher with request date specified in the “To” field.
To	The ending date in the range of dates during which the requisition for payment to the payee has been made (Date Format).

Note: The date entered here must be greater than or equal to the date specified in the “Request Date From” field.

Pay Mode	Use the drop-down list box to select the mode in which the payment must be made. You can select from “Check”, “DD”, “Direct Credit” or “Cash”. If the “Swiss Pay Mode Applicable” has been set to “Yes” at the company level, the swiss pay modes will also be loaded. The system displays “All” by default on launch of the page.
Template # From	The starting code in the range of codes identifying the template based on which the payment voucher has been created (Alphanumeric, 20).
To	The ending code in the range of the code identifying the template based on which the payment voucher has been created (Alphanumeric 20).
Payment Category	Use the drop-down list box to select the category to which the payment belongs from “All”, “Inter Bank Transfer” and “Sundry Payment”. The system displays “All” by default on launch of the page.
Bank/Cash #	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. All the bank / cash codes created in the login organizational unit will be available for selection in the alphabetical order. The system displays “All” 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 is to be released. All the organization units that have been mapped to the login organization unit will be available for selection in the ascending order. The system displays “All” by default on launch of the page.
User ID	The login user ID of the person who has raised the payment voucher (Alphanumeric, 30). The system displays the login ID of the currently logged in user by default on launch of the page.

Click the “Search” pushbutton to retrieve the voucher details.

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

Voucher #	The number identifying the voucher.
	Data hyperlink available
Payment Category	Indicates the category to which the voucher belongs. It could be “Sundry Payments” or “Inter Bank Transfer”.
Request Date	The date on which the payment voucher was raised or requested.
Pay Currency	The currency in which the payment is to be made.
Pay Amount	The amount to be paid to the supplier.
Pay Date	The date on which the payment must be made to the supplier.
Payee	The of the person or the organization to which the payment is to be made.
Pay Mode	The mode in which the payment must be made. It could be “Check”, “DD”, “Direct Credit” or “Cash”.
Bank/Cash #	The code identifying the bank, cash or PTT accounts.
Payment Release Point	The organization unit from which the payment has to be released.
Template #	The number identifying the template if the voucher is generated based on a recurring voucher template.
Finance Book	The code identifying the finance book in which the accounting entries are to be posted.

Check the box in the multiline to mark the voucher for authorization.

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

Click the “Authorize Voucher” pushbutton to authorize the voucher.

Alternatively, click the data hyperlink in the “Voucher #” column of the “Search Results” multiline to modify and then authorize the voucher.

The “Maintain Sundry Payment Voucher” page appears.

Status Updation

The system updates the status of voucher as “Requested” after authorization.

To proceed carry out the following

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

Selecting vouchers for authorization – An overview

You can directly enter the voucher number if you are aware of it or you can carry out the search using the voucher details. The system retrieves the vouchers based on the search criteria.

This page also allows you to authorize multiple vouchers at a time. The system updates the status of the vouchers as “Requested” after authorization. The system stores the login ID of the user and the system date along with the authorized details.