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This page allows you to modify payment vouchers that are in the “Draft”, “Fresh” or “Returned” status. Tell me more.
Select the “Edit Voucher” link available in the “Select Voucher” page.
The “Edit Voucher” page appears.
The system displays the following in the “Voucher Information” group box:
Voucher # |
The number identifying the voucher. |
Payment Category |
The payment category to which the voucher belongs. It could be "Sundry Payment” or “Inter Bank Transfer”. |
Status |
The status of the payment voucher. It could be ”Draft”, “Fresh” or “Returned”. |
Modify the following fields if required:
Request Date |
The date on which the payment 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, 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. |
Modify the following field if required in the “Payment Information” group box:
Payee |
The name of 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 supplier (Date Format). Mandatory. |
Electronic Payment |
Use the drop-down list box to indicate whether the payment is to be made 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 “Yes” 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 will be available for selection. |
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 organization unit the value must be “1”. |
Note: The exchange rate must not exceed the tolerance limit defined in the “Create Exchange Rate” activity of the “Exchange Rate” business component.
Pay Amount |
The total amount to be paid to the supplier (Decimal). Mandatory. The amount entered in this field must be greater than zero. |
Payment Method |
Use the drop-down list box to select a method of payment. You can select from “Regular” or “Specific Bank”. |
Payment Route |
Use the drop-down list box to select the way in which the payment has to be made. 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” or “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. |
Note: If the “Payment Route” selected is “Bank”, all the bank codes that are in “Active” status will be available for selection.
If electronic payment is selected all the PTT codes that are in “Active” status will be available for selection.
The currency of the bank / cash code must be the same as the voucher currency.
The system displays the following:
Description |
The textual description pertaining to the bank or cash or PTT 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. All the organization unit that has been mapped to the login organizational unit will be available for selection. |
Note: The system displays the default payment release point set in the “Set Function Defaults” activity of this business component.
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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The instrument charges are not applicable when the payment route is “Cash”.
If the pay mode is “Demand Draft” or “Direct Debit” then the instrument charges should not be NULL.
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). This field is mandatory if the payment category selected is “Regular”. |
Remarks |
Any comments pertaining to the payment 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 the base amount as the product of the voucher amount and the exchange rate and displays this amount.
Note: If the voucher currency and the base currency are the same then the amount is displayed as it is in the “Base Amount’ field.
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 Budget” 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 Budget” business component (Alphanumeric, 5). |
Help facility available |
Click the “Compute” pushbutton to calculate the total amounts.
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 modified.
Click the “Edit Voucher” pushbutton to save the modified voucher details.
Status Updation
The system updates the status of the voucher as “Fresh”
If electronic payment is not applicable
The system updates the status of the voucher as “Draft”
If electronic payment details are yet to be completed
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 authorize a voucher that is in the “Fresh” status.
Click the “Edit and Authorize Voucher” pushbutton to save the modified the 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.
Status Updation
The system updates the status of the voucher to “Requested” on authorization.
The system updates the login ID of the user to the last modified by and the system date to the last modified date.
If the electronic payment is not completed, then the system saves the status of the voucher to “Draft”.
Note: You can delete a voucher that is in the “Draft” or “Fresh” status.
Click the “Delete Voucher” pushbutton to delete the voucher.
Status Updation
The system updates the status of the voucher to “Deleted”.
The system updates the login ID of the user to the “Last Modified By” and the system date to 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 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 last modified. |
To proceed, carry out the following
Select the “Payee Information” link at the bottom of the page to add payee information.
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.
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.
Modifying voucher – An overview
You can modify the voucher information like the date on which the payment was requested and the code identifying the finance book. You can also modify the payment information of the voucher.
The system retains the “Draft” status of the voucher if payment details are pending for incorporation. The system updates the status from “Draft” to “Fresh” if payment details have been specified. You can also authorize the voucher after modification. The system updates the status of the voucher to “Requested” after authorization. The system stores the login ID of the user and the system date along with the modified details.
This page also allows you to delete the vouchers that are in “Draft” or “Fresh” status. The status of the voucher is updated to “Deleted”.
Modifying the instrument charges details
Alter the transaction priority
Modify the Debit/Credit identifier
Modify and save the voucher in “Fresh” status
Set the payment route field as “Bank” if the payment is to be made through a bank account in the “Payment Route” field.
Set the “Payment Route” field as “Bank” if you want to make the payment through bank.
Select the payment route to be “Cash” if the payment is to be made through cash in the “Payment Route” field.
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”, “Credit Card” or “Direct Debit” in the “Pay Mode” field if the payment route is “Bank”.
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 (if any).
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.
Alter 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.
Modify 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.
Modify and save the voucher in “Fresh” status
After making the modifications, if the voucher details are complete, you can save the voucher in the “Fresh” status. This voucher can now be sent for authorization.
Click the “Edit Voucher” push button to save the voucher details.
If the voucher details are complete, you can save as well as authorize the voucher. This voucher can now be sent for financial postings.
Click the “Edit and Authorize Voucher” push button to save the voucher details.
You can delete a voucher that is not required. You can delete a voucher that is in the “Draft” or “Fresh” status
Click the “Delete Voucher” push button to delete the voucher details.
The system updates the status of the voucher as “Deleted”.