Modifying recurring voucher template details

This page allows you to modify the details of a template that are in “Active” status. The system saves the information after modification. Tell me more..

Select the “Edit Template” link available in the “Select Template” page.

The “Edit Recurring Voucher” page appears.

The system displays the following:

Status	The status of the template selected for modification.
Template #	The unique number identifying the template.

Modify the following fields in the “Template Information” group box if required:

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.
Description	A description of the template (Alphanumeric 150). Mandatory.

Modify the following fields in the “Voucher Information’ group box if required:

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 displays the following:

Numbering Type for Recurring Vouchers

The numbering type of the recurring vouchers for the login organization unit and the “Recurring Sundry Payment Template” transaction type.

Modify the following filed if required

Recurring Voucher Status	Use the drop-down list box to select the status of the recurring vouchers. The various statuses are:
	Fresh – indicates that the voucher can be authorized.
	Authorized – indicates that the voucher has been created and authorized.

The system displays the following:

Pay Date Frequency	The frequency in which the vouchers have to be generated.
Start Date	The start date of the period in which vouchers have to be generated.
End Date	The end date of the period in which vouchers have to be generated.
Day	The day of the week when the voucher has to be generated.
Option	The week number.

Modify the following fields in the “Payment Information” group box if required

Electronic Payment	Use the dropdown list box to set whether the payment is through electronic payment mode or not. You can select “Yes” or “No”.
	“Yes” - indicates that the payment is through the swiss electronic payment mode. Or “Yes” – indicates that electronic payment is applicable.
	“No” - indicates that the payment mode is a non-swiss payment. Indicates that electronic payment is not applicable.

Note: The electronic payment field is populated with “Yes” and “No” options only when the “Swiss Pay Applicable” parameter code is set to “Yes” in the “Company Parameter Setup” business component.

Payment Method

Use the dropdown list box to select a method of payment. The options are “Regular” and “Specific Bank”. The system retrieves values for this field from the “Bank Cash Definition” business component if the Swiss payment mode is applicable. Otherwise only the “Regular” option is displayed.

Note: If the payment method is “Regular”, then the electronic payment is not applicable.

Priority	Use the drop-down list box to select from “High”, “Medium” or “Low” as the precedence to be given to the payment.
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”.

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 made to the payee. 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

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 are available for selection.

Exchange Rate

The exchange rate used to calculate the base currency amount in case the pay currency is not the base currency (Decimal). Mandatory. This field must not be left blank. 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.

In case 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. This field must not be left blank.
Ban/Cash/PTT #	Use the drop-down list box to select the code identifying the bank and 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 code must be the same as the pay currency.

Description	The description of the bank/cash/PTT code.
Payee	The person or the organization to which the payment is 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 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.
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. 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 noted with regard to this payment (Alphanumeric, 40).

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

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.

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 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	The currency for the usage or the account number. The system loads the base currency and the pay currency in this field. The system displays the base currency by default on launch of the page.
Amount	The amount that has been debited or credited to the corresponding account (Decimal). Mandatory. This field must not be left blank. Ensure that the amount is greater than zero.
Dr/Cr	Use the drop-down list box to select from either “Debit” or “Credit”. Based on this selection, the amount entered would be debited or credited.

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

Base Amount

In case the payable amount is in a different currency, the amount will be calculated in the base currency for the finance books. The system will compute the base amount = amount * exchange rate and display this amount. 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 comments 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).

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

Note: The Base Credit Amount must be equal to the Base Debit Amount when the voucher is finally created.

Click the “Edit Template” pushbutton to save the changes made to the template.

If the recurring voucher status has been modified as “Authorized” then:

The system checks if the voucher no generated is valid for the login organization unit.
The system checks if the template no generated is valid for the login organization unit.
The system also checks for the “SwissPayModeApplicable” parameter code for the login organization unit.

The system saves the details. The system updates the login ID of the user to the last modified by and the system date to the last modified date.

Click the “Delete Template” pushbutton to delete the recurring voucher template.

Status Updation

The system updates the status of template to “Inactive”.
The system updates the status of the vouchers of that template to “Deleted” after eletion.

The system updates the login ID of the user to the last modified by and the system date to the last modified date.

The system displays the following:

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

To proceed carry out the following

Select the “Payee Information” link to add payee information and save it for future reference.
Select the “View Voucher Status” link 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 to view the accounting information.

Modifying recurring voucher template details – An overview

The system updates the login ID of the user to the last modified by and the system date to the last modified date. The system also displays the creation details of the template.

This page also allows you to delete the template selected for modification. The system updates the status of template to “Inactive” and the status of the vouchers of that template to “Deleted” after deletion. The system updates the login ID of the user to the last modified by and the system date to the last modified date.