Holding and releasing vouchers

This page allows you to put a sundry payment voucher on hold. You can put a voucher that is in the “Requested” status on hold. Tell me more..

Select the “Hold/Release Voucher” link available in the “Select Voucher” page.

The “Hold/Release Voucher” page appears.

The system displays the following in the “Voucher Information” group box:

Voucher #	The number identifying the voucher.
Payment Category	Indicates the category to which the voucher belongs. It could be “Sundry Payment” and "Inter Bank Transfer".
Status	The status of the voucher. It could be “Held” or “Requested”.
	Held – indicates that the voucher has been put on hold.
	Requested – indicates that the voucher has been authorized.
Request Date	The date on which the request for payment has been raised.
Finance Book	The code identifying the finance book to which the accounting entries are to be posted.

The system displays the following in the “Payment Information” group box:

Electronic Payment	Indicates whether the payment is through electronic payment mode.
Payment Method	Indicates the method in which the electronic payment is to be made. It could be “Specific Bank” or “Regular”.
Priority	The priority in which the payment must be made to the payee. It could be “High”, “Medium” or “Low”.
Pay Date	The date on which the payment has to be made.
Payment Route	Indicates the way in which the payment is to be made. It could be “Bank” or “Cash”.
Pay Mode	Indicates the mode in which the payment must be made. It could be “Check”, “DD”, “Direct Debit” or “Cash”.
Pay Currency	The code identifying the currency in which the payment has to be made.
Exchange Rate	The exchange rate of the currency if it is different from the base currency of the company.
Pay Amount	The total amount of the voucher.
Bank/Cash #	The code identifying the bank or cash.
Description	The textual description pertaining to the bank or cash.
Payee	The name of the person or the organization to which the payment is to be made.
Charge Parameter	Indicates whether the bank charges will be borne by the company or by the organization to which the payment is to be made.
Payment Release Point	The organization unit from which the payment has to be released.
Ref. Doc. #	The code identifying the reference document based on which the payment is to be made.
Remarks	Any comments pertaining to the sundry payment voucher that is to be put oh hold or released.

The system displays the following in the “Accounting Information” group box.

Usage Id	A brief description of the account number(s), to which this voucher is to be debited or credited.
Account #	The code identifying the account in which the payment voucher has to be posted
Currency	The currency in which the amount is to be debited or credited in the account.
Amount	The amount that is to be debited or credited to the corresponding account
Dr/Cr	Indicates whether the amount is to be debited or credited in the account.
Base Amount	The voucher amount in the base currency of the company.
Asset Proposal #	The number identifying the proposal that has been created for the purchase of the asset.
Remarks	Any observations pertaining to the transaction.
Cost Center	The number identifying the cost center to which the payment account is mapped.
Analysis #	The analysis code to which the payment account is mapped to in the “Create Analysis” activity of the “Account Based Budgeting” business component.
Sub Analysis #	The sub analysis code to which the analysis code has been mapped to in the “Account Based Budgeting” business component.

Enter the following fields:

Reason #	Use the drop-down list box to select the code identifying the reason for which the payment voucher is being released or held. All the reasons that have been defined in the "Maintain Reason Information" activity of the "Reason Definition" business component for the sundry payment voucher and that are in the "Active" status will be available for selection in the ascending order.
Remarks for Hold	Any comments regarding the need to put the voucher on hold (Alphanumeric, 40).

Note: You can put a voucher that is in the “Requested” status on “Hold”.

Click the “Hold Voucher” pushbutton to put the voucher on hold.

Status Updation

The system updates the status of the voucher as “Held”.
The system saves the reason code and the remarks specified for holding the voucher.

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 release a voucher that is in the “Held” status.

Click the “Release Voucher” pushbutton to release a voucher.

Status Updation

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

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 payment voucher was created.
Last Modified By	The login ID of the user who last modified the voucher.
Last Modified Date	The date on which the vouchers were last modified.

To proceed, carry out the following

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

Holding and releasing vouchers – An overview

You can select the reason and also record your observations regarding the need to put the voucher on hold. The system updates the status of the voucher as “Held”.

This page also allows you to release a payment voucher that is already been put on hold and is in the “Held” status. You can select the reason and also record your observations regarding the need to release the voucher. The system updates the status of the voucher as “Requested”. The system stores the login ID of the user and the system date along with the voucher details.

Prerequisites

Mandatory

“Reason #” must have been defined in the “Maintain Reason Information” activity of the “Reason Definition” business component.

What you can do in this page

Put a voucher on hold

Release a voucher

Put a voucher on hold

A voucher in “Requested” status can be put on hold.

Click the “Hold Voucher” pushbutton to put a voucher on hold.

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

Release a voucher

The voucher that has already been put on hold can be released.

Click the “Release Voucher” pushbutton to release the voucher.

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