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This page allows you to authorize a voucher that is in the “Fresh” status. Tell me more..
Select the “Authorize Voucher” link available in the “Select Voucher” page.
The “Authorize Voucher” page appears.
The system displays the following in the “Voucher Information” group box:
Voucher # |
The number identifying the voucher. |
Payment Category |
Indicates the payment category to which the voucher belongs. It could be “Sundry Payment" or “Inter Bank Transfer”. |
Status |
The status of the payment vouchers. It could be “Fresh”, “Requested” or “Returned”. |
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Modify the following fields if required:
Request Date |
The date on which the voucher was created (Date Format). Mandatory. The request date must be before the system date. |
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 and 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 will be displayed. |
Enter the following fields in the “Payment Information” group box:
Payee |
The person or the organization to which the payment is to be made (Alphanumeric 40). Mandatory. |
Pay Date |
The date on which the payment must be made to the payee (Date Format). Mandatory. |
Electronic Payment |
Use the drop-down list box to set whether you want to make the payment through electronic mode. You can select from “Yes” or “No”. |
Note: If the “Swiss Pay Applicable” parameter has been set to “Yes” in the “Company Parameter Setup” business component, then the “Yes” will be available for selection in the “Electronic Payment” 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 organization unit are available for selection. |
Note: If the payment category is “Asset Payment” then the voucher currency should be the same as the base currency of the company.
Exchange Rate |
The number of units of the base currency with respect to the transaction currency if 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 company the value must be “1”. |
Note: The exchange rate must not exceed the tolerance limit set in the “Create Exchange Rate” activity of the “Exchange Rate” business component.
Pay Amount |
The total amount to be paid to the payee (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. You can select from "Regular” or "Specific Bank". |
Payment Route |
Use the drop-down list box to select the way in which the payment is to be made to the supplier. You can select from “Bank” or “Cash”. |
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”. |
Note: If “Payment Route” is selected as “Bank”, “check”, “Demand Draft”, “Credit Card” and “Direct debit” will be available for selection.
If “Payment Route” is selected as “Cash” then only “Cash” will be available for selection
Bank/Cash # |
Use the drop-down list box to select the code identifying the bank, cash or PTT account. 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 “Bank Cash Definition” business component. |
Note: The PTT codes are loaded into this field if electronic payment has been opted.
The currency of the bank / cash code must be the same as the pay currency.
The system displays the following:
Description |
The textual description pertaining to the bank, cash or PTT account code. The system displays the description based on the code selected. |
Modify the following fields if required:
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 unit, which are mapped to the login organizational unit. |
Charge Parameter |
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”. |
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Note: The instrument charges are not applicable when the payment route is “Cash”.
If the pay mode is “Demand Draft”, “Pay Order” or “Direct Debit” then the instrument charges should not be left blank.
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”. |
Ref. Doc. # |
The code identifying the reference document (Alphanumeric, 18). |
Note: This field must not be left blank if the payment category selected is “Regular”.
Remarks |
Any comments pertaining to the sundry payments voucher (Alphanumeric, 100). |
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
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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.) |
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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” .
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 the account code entered in the “Account #” field.
If payment category selected is “Asset Payment” then the usage id can be either “Insurance Premium” or “Advance Premium”.
Account # |
The code identifying the account to which the voucher amount 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 account number. You can select from the base currency of the company and the voucher currency. |
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. |
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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). |
Remarks |
Any observations pertaining to the transaction (Alphanumeric, 255). |
The system displays the following in the “Accounting Information” multiline
Base Amount |
The voucher amount in the base currency of the company. The system calculates this amount as the product of the voucher amount and the corresponding exchange rate. |
Modify the following fields if required:
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 |
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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 |
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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 to calculate the total amount:
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
Click the “Edit Voucher” pushbutton to save the modifications made to the voucher.
Status Updation
The system updates the status of the voucher as “Fresh”
If electronic payment is not applicable
The system updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.
Click the “Edit and Authorize Voucher” pushbutton to save the modifications made while authorizing the voucher.
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.
Status Updation
The system updates the status of the voucher as “Requested”.
The system updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.
Note: You can return a voucher only if it is in the “Fresh” status.
Click the “Return Voucher” pushbutton to return the voucher.
Status Updation
The system updates the status of the voucher to “Returned”.
The system updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.
The system displays the following:
Created By |
The login ID of the user who created the voucher. |
Created Date |
The date on which the vouchers were created. |
Last Modified By |
The login ID of the user who last modified the voucher. |
Last Modified Date |
The date on which the voucher was last modified. |
To proceed, carry out the following
Select the “Payee Information” link at the bottom of the page to modify the payee information.
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 account posting information.
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.
Authorizing voucher – An overview
You can also modify the details of the vouchers during the authorization process. This page also allows you to return the vouchers, which are in “Fresh” status to the user who created it for modification. The system updates the status of the voucher as “Returned”.
The system updates the status of the voucher as “Requested” after authorization. Once authorized the details of a voucher cannot be modified any longer. The system stores the login ID of the user and t he system date along with the authorized details.
Modifying the instrument charges details
Altering the transaction priority
Change the Debit/Credit identifier
Modify and authorize a voucher
Select the payment route to be “Bank” if the payment to the supplier is made through a bank account in the “Payment Route” field.
Select the payment route to be “Cash” if the payment to the supplier is made through cash in the “Payment Route” field.
Modifying the 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.
Altering the transaction priority
You can alter the payment priority of a 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.
Change the 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.
Vouchers in “Fresh” status can be authorized.
Click the “Authorize Voucher” pushbutton to authorize the voucher.
The system updates the status of the voucher as “Requested”.
Modify and authorize a voucher
You can make modifications to an existing voucher and authorize it. You can modify the details of the voucher that is in the “Draft” status and update its status to “Fresh” before authorization.
Click the “Edit and Authorize Voucher” push button to save the modifications made to the voucher and authorize the voucher.
The system updates the status of the voucher as “Requested”.
A voucher in “Fresh” or status can be returned to the user who created for modifications. A voucher is returned if the user who is authorizing it is unable to handle the modifications that are required.
Click the “Return Voucher” push button to return the voucher.
The system updates the status of the voucher as “Returned”.