Maintaining Sundry Payment voucher

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

The “Maintain Sundry Payment Voucher” page appears.

Enter the following fields in the “Voucher Information” group box:

Voucher #

A unique number identifying the voucher (Alphanumeric, 18). Mandatory. The system automatically generates the number with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. The number is incremented from the last number available in the “Document Numbering Class” business component.

Help facility available

Note: This field must not be left blank if the numbering type has been selected as “Manual”.

Payment Category	Use the drop-down list box to select the category to which the payment belongs.
	§ Sundry Payment – indicates that the payment made to the supplier is a sundry payment.
	§ Inter Bank Transfer – indicates that payment involves transfer of the required amount from one account to another in the same supplier bank.
	The system displays “Sundry Payment” by default on launch of the page.

The system displays the following:

Status	The status of the voucher. It could be “Fresh” or “Requested”.
	§ Fresh – indicates a newly created voucher that can be authorized.
	§ Requested – indicates that the new voucher has been authorized.

Enter the following fields in the “Voucher Information” group box:

Request Date	The date on which the payment voucher is raised (Date Format). Mandatory. This date must not be later than the system date and must fall within an open financial year/period. The system date will be displayed by default on launch of the page.
Finance Book	Use the drop-down list box to select the code identifying the finance book to which the voucher must be posted. All the finance books that have been mapped to the login organization unit will be available for selection in the ascending order and postings can be made in multiple finance books. If postings can be made only in one finance book then the book that has been set as default will be displayed.
Numbering Type	Use the drop-down list box to select the numbering type for the login organization unit and the “Sundry Payment Voucher” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component.

Enter the following fields in the “Payment Information” group box:

Payee	The name of the person or organization to which the payment is to be made (Alphanumeric 40). Mandatory.
Pay Date	The date on which the payment is to be made (Date Format). Mandatory. The system date is displayed as the default date.

Note: This date must be the same as or later than the date on which the payment was requested.

Electronic Payment

Use the dropdown list box to set whether the payment is to be made through electronic payment mode. You can select from “Yes” or “No”.

§ “Yes” - indicates that the payment can also be made through the swiss electronic payment mode.

§ “No” - indicates that the payment is not through swiss electronic payment mode.

The system displays “No” by default on launch of the page.

Note: If “Swiss Pay Applicable” is set as “Yes” in the “Company Parameter Setup” business component, “Yes” and “No” will be available for selection in this 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 company will be available for selection in the ascending order. The system displays base currency of the company by default on launch of the page.
Exchange Rate	The exchange rate used to calculate the base currency amount if the pay currency is different from the base currency of the company (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.

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.

If the pay currency is the same as the base currency of the company then the exchange rate is set as “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.
Payment Method	Use the drop-down list box to select a method of payment. You can select from “Regular”, Specific Bank. The system displays “Regular” by default on launch of the page.

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

Payment Route

Use the drop-down list box to select the way in which the payment has to be made to the supplier. You can select from “Bank” or “Cash” . The system displays “Bank” by default on launch of the page.

Note: The route selected must be a valid one for the bank / cash account.

PTT will be enabled only if the Swiss pay method is applicable

Pay Mode

Use the drop-down list box to select the mode in which the payment is to be made to the payee. You can select from “Check”, “Demand Draft”, “Direct Debit” and “Cash”. The system displays “Check” by default on launch of the page. If the Swiss pay Applicable is set to Yes, the swiss pay modes will also be loaded.

Note: If “Bank” is selected in the “Payment Route” field then you can select from “Check”, “Demand Draft”, “Credit Card” and “Direct debit”.

If “Cash” is selected as the “Payment Route” then only “Cash” will be available for selection.

Bank/Cash #

Use the drop-down list box to select the code identifying the bank or cash codes. 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 organization unit will be available for selection in the alphabetical order.

Note: If the “Electronic Payment” field has been set to “Yes”, all the PTT codes will be available for selection in this field.

The currency of the bank / cash code must be the same as the pay currency.

The multiline displays the following:

Description

The description of the bank/cash/PTT code.

Enter the following fields:

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 units, which are mapped to the login organizational unit. The system displays the payment release point set as default in the “Set Function Defaults” activity of this business component on launch of the page.
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.
Ref. Doc. Type	Use the drop-down list box to specify the type of the reference document. The system lists the values ‘Sundry Payment’, ‘Prepayment Voucher’, ‘Payment Voucher’ and ‘Others’.
Ref. Doc #	The reference document for which the sundry payment must be made by means of the voucher. Help facility available.
Priority	Use the drop-down list box to set the priority to be given for the payment. You can select from “High”, “Medium” or “Low”. The system displays the priority as “Medium” by default on launch of the page.
Auto Release	Use the drop-down list box to specify whether the payment is to be automatically released. The system lists the values ‘Yes’ and ‘No’.
Company Reference	The company reference of the voucher.
Remarks	Any observations to be noted regarding this payment.

Enter the following details in the “Inter-Bank Details” group box.

Note: The “Inter Bank Transfer” group box appears only if you have selected the payment category for the voucher as “Inter Bank Transfer”.

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

§ Mandatory

§ Must not be the same as the cash/bank #

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.)

§ Pay Amount (if Pay Currency is and Transferee Bank Currency are the same)

§ Pay Amount * Exchange Rate (if Pay Currency and Transferee Bank Currency are not the same)

The following tiles display vital information across the page for the selected voucher. However, for new vouchers this information gets displayed only upon save of the details only.

Basic Value	The value of the invoice, excluding tax amount.
Tax	The sum of tax amounts charged on the voucher.
WHT	The amount of tax with the tax nature as “Withholding Taxes”.
Total Voucher Amount	The value of the voucher as derived in the following way: Basic Value + Tax – WHT

Select the “Accounting Information” tab to record accounting details of the voucher.
Select the “Tax Information” tab to record tax details for the sundry payment.
Select the “Payee Information“ tab to record payee details of the voucher.
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 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 when the voucher is finally created.

Enter the following:

Comments	Background/history behind creation of the sundry payment voucher.
Notes	Guidelines for processing of the sundry payment voucher.
Additional Remarks	Additional information on the sundry payment voucher.

The system updates the login ID of the user and the system date in the “Created by” and the “Created Date” fields.

The system generates a unique voucher number based on the selected numbering type.

Note: The Save, Save and Authorize, Delete and Return pushbuttons are not available, if the Voucher status is "Paid", "Authorized", "Deleted", "Reversed” or "Void". In other words, if you have accessed the “Maintain Sundry Payment Voucher” page from the Select Voucher page, these tasks are not possible.

Save the voucher

In case the voucher details are complete with appropriate VAT and payment information wherever applicable, you can save the voucher in the “Fresh” status. This voucher can be authorized.

Click the “Save Voucher” pushbutton to save the voucher details.

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

Save and authorize the voucher

In case the voucher details are complete with appropriate VAT and payment information wherever applicable, you can save as well as authorize the voucher. This voucher can now be sent for financial postings.

Click the “Save and Authorize Voucher” pushbutton to save the sundry payment voucher and authorize it at one go.

The system updates the login ID of the user and the system date in the “Created by” and the “Created Date” fields.

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 fo the voucher as “Requested” when the electronic payment information and the calculation details (if applicable) have been entered.
The payment voucher is now sent to the “Release Payment” business component for releasing the payment.

Delete the voucher

Click the “Delete” pushbutton to delete voucher.

Note: You can delete the voucher only if the status of the voucher is ‘Fresh’. The status of the voucher thus deleted is set as ‘Deleted’.

Return the voucher

Click the “Returned” pushbutton to return the voucher to the user who created the document.

Note: You can return the voucher only if the status of the voucher is ‘Fresh’. The status of the voucher thus returned is set as ‘Returned’.

Print the voucher

Click the “Print” pushbutton to generate a paper copy of the voucher.

Note: You must select the required voucher before you click the “Print” pushbutton.

To proceed, carry out the following

Select the “Record Bank Charges” link at the bottom of the page to add bank charges to the voucher.
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.

Select the “Accounting Information” link at the bottom of the page to view the accounting information.
Select the “Upload Documents” link at the bottom of the page to upload the associated documents.
Select the “View Associated Doc. Attachments” link at the bottom of the page to view the various associated documents related to the Sundry Payment Voucher.

The system displays the following:

Created By	The login user ID of the person who has created the voucher.
Created Date	The date on which the voucher was created.
Modified By	The login user ID of the person who has most recently changed details of the voucher.
Modified Date	The date on which details of the voucher was most recently changed.

What you can do in this page

Set the route of payment

Select the payment route to be “Bank” if the payment is made through a bank account in the “Payment Route” field.
Select the payment route to be “Cash” if the payment is made through cash in the “Payment Route” field.

Set the mode of payment

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”, “Check”, “Credit Card” or “Direct Debit” in the “Pay Mode” field if the payment route is “Bank”.

Specifying 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.

Specifying transaction priority

You can accord a payment priority for every newly created 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.

Set debit / credit identifier

The voucher 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.

Inter Bank sundry payments

You can create sundry payment vouchers payable to another group company by means of a different bank.

Select "Inter Bank Transfer" as the payment category for the voucher.

The “Inter-Bank Details” group box appears.

Select Transferee FB and Transferee Bank Code.
Enter the exchange rate between Pay currency and Transferee Bank currency in the Pay to Transferee Bank Exch. Rate field.

Creating vouchers – Page overview

Firstly, this page allows you to create a voucher for a sundry payment. You can enter the voucher details like the voucher number, the category of payment, the request date of the voucher, the finance book to which all the transactions will be posted, the voucher numbering type etc. The voucher number is automatically generated according to the numbering type selected. If the numbering type is selected as “Manual” then it has to be entered manually.

In addition to creation, this page can be used to update, delete, authorize, return and view vouchers. You can also save and authorize a voucher that exists in the “Fresh” status at the same time. You can modify the details of the vouchers during the authorization process. The system updates the status of the voucher as “Requested” after authorization. Once authorized the details of a voucher cannot be modified any longer. This page 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”.

You can either specify the account code or the usage id for which the corresponding details like the currency, the asset proposal no if any from the “Asset Planning” business component, the analysis and sub analysis code from the “Asset Based Budget” business component if applicable are generated. The cost center that the voucher would affect can also be entered. You can also specify if the account code in the multiline is to be credited or debited. You can also enter the amount for which the voucher is raised and the corresponding base amount is calculated. The base credit amount and the base debit amount are calculated and displayed.

The system updates the status of the voucher to “Fresh” even if the electronic payment details are not completed for the payment through electronic mode if the swiss payment applicability is set to “Yes”. The system updates the status to “Fresh” on creation of the voucher. The system updates the status of the voucher to “Requested” on authorizing. The system stores the login ID of the user and the system date along with the newly created voucher details.

Payment can be made in form of checks, demand draft, pay orders, direct debit, swiss electronic pay modes or by cash. If the payment method is through bank, then the appropriate account information has to be specified. The payment can be made in different currencies. In such cases, the corresponding currency exchange rate has to be provided.

The table below illustrates the actions and resultant status update of a voucher during its life cycle.

Action	Pushbuttons available	Voucher Status on click of pushbutton
Create / Edit Voucher	Save	Fresh
	Save and Authorize	Requested
	Return	Returned
	Delete	Deleted
Authorize Voucher	Save and Authorize	Requested
View Voucher	Not Applicable	Not Applicable