Modifying the prepayment voucher

This page allows you to modify the details of a prepayment or a deposit voucher. The vouchers that are in “Fresh” or “Requested” status can be modified. Tell me more.

Select the “Edit Voucher” link from the “Select Prepayment Voucher” page.

The “Edit Prepayment Voucher” page appears.

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

Voucher #	The number identifying the voucher.
Voucher Type	The type of the voucher to be modified which could be “Prepayment” or “Deposit”.
Status	The status of the voucher which could be “Fresh” or “Returned”.

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

Request Date	The date on which the 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.
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 if 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.
Voucher Category	Use the drop-down list box to select the user-defined category to which the voucher belongs. The drop-down list box displays those Active quick codes defined under the entity “Prepayment Voucher Category” in the Quick Codes component of Finance Setup.

Modify the following field in the “Supplier Information” group box:

Supplier Registered At

Use the drop-down list box to select the organization unit that has been mapped to the “Supplier” business component. All the organization units that have been mapped to the login organization unit will be available for selection.

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

Supplier #	The code identifying the supplier for whom the voucher is being created.
Supplier Name	The name of the supplier.

Modify the following fields in the “Supplier Information” group box:

Supplier Document #	The number identifying the document sent by the supplier for payment, which is a prepayment invoice (Alphanumeric, 18).
Supplier Document Amount	The amount due for payment (Decimal). The value entered in this field must be greater than zero.
Supplier Document Date	The date on which the supplier document has been created (Date Format). This date should be less than the system date.

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

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.
Pay Curr. To Base Exch. 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.

Payment Amount

The amount to be paid to the supplier (Decimal). Mandatory.

Note: The payment amount is converted into the Bank currency using Pay Curr. To Bank Exch. Rate.

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”.

Bank/Cash #

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

The system displays the following:

Description	The description of the bank/cash code.
Bank Currency	The currency associated with Cash /Bank #.

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

Pay Curr. To Bank Exch. Rate

Use the drop-down list box to select the exchange rate for conversion from the Pay currency to the Bank currency. Mandatory. You must enter a value of 1 or greater than 1. If the Pay currency and the Bank currency are one, “Pay Curr. To Bank Exch. Rate” will be 1.

Note: The exchange rate must lie within the Maximum and Minimum limit as defined in the Exchange Rate component.

The system displays the following:

Pay Amt. in Bank Curr.	The payment amount in the Bank currency upon conversion from the Pay currency
Bank Curr. To Base Exch. Rate	The Exchange rate for conversion from the Bank currency to the Base currency of the payer organization as defined in the Exchange Rate component.

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

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 “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.
Pay Charges By	Use the drop-down list box to set whether the charges incurred while making a payment by demand draft 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.
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”.
Pay Date	The date on which the payment is to be made (Date Format). Mandatory. This date must be the same as or later than the date on which the payment was requested.
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.
Remarks	Any observations to be noted regarding this payment (Alphanumeric, 40).

Modify the following fields in the “Reference Information” multiline:

Ref Doc Type	Use the drop-down list box to select the type of the document based on which payment is made to the supplier. You can select from "Blanket Purchase Order", "Purchase Order", "Release Slip", "Blanket SCO", "SCO" and "SC Release Slip".
Ordering Point	Use the drop-down list box to select the organization unit at which the purchase order or the release slip has been raised. All the organization units mapped to the login organization unit will be available for selection.
Reference Document #	The number identifying the reference document (Alphanumeric, 18).
Document Pay Amount	The amount to be paid to the supplier as per the reference document (Decimal).

Enter the following under the multiline for the prepayment invoice.

Notes	Any transcripts / follow-ups/ minutes associated with the prepayment voucher.
Comments	Any suggestions/observations on the prepayment voucher.
Additional Remarks	Further information on the prepayment voucher.

Click the “Edit Voucher” pushbutton to modify the voucher created for payment.

The system performs the following:

Allows modifications to the voucher if the following conditions are true:

1. The set option 'Allow Advances Over and Above order advance Terms & Conditions' is set as 'Yes' in the “Set Function Defaults” activity of the current business component.

Note: The system allows you to consider prepayment voucher to any extent even if the terms and conditions of PO for advance payment is set as “No” if the option 'Allow Advances Over and Above order advance Terms & Conditions' is set as 'Yes' in the “Set Function Defaults” activity of the current business component.

2. If the Document Pay Amount + the Advance already paid is more than the total allowable advance.

Financial Postings

The system credits the bank with payment amount and debits the supplier payables account if the voucher is a prepayment voucher.
The system credits the bank with payment amount and debits the supplier deposit account if the voucher is a deposit voucher.

Note: No postings will be made at this point. This is just for viewing the accounting information.

The Exchange Rate variance is a predefined usage that is mapped to exchange rate variance account of Account Group Expenses. The system passes accounting entries in case of exchange rate variance as illustrated below:

Account	Transferred Amount	Base Amount
Dr SPA a/c	Pay Currency Amount	Pay Value * Erate between Pay and Base Curr
Cr Bank a/c	Bank Currency	Bank Value * Erate between Bank and Base Curr
Dr/Cr E.Rt.Var ar		Exchange Variance in Pay currency and Bank currency

Status Updation

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

The system also 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 modify the voucher for payment and authorize it.

Note: The voucher must be in “Fresh” status before authorization.

The system performs the following:

4 Allows modifications to the voucher if the following conditions are true:

The set option 'Allow Advances Over and Above order advance Terms & Conditions' is set as 'Yes' in the “Set Function Defaults” activity of the current business component.

b. If the Document Pay Amount + the Advance already paid is more than the total allowable advance.

Financial Postings

The system credits the bank with payment amount and debits the supplier payables account if the voucher is a prepayment voucher.
The system credits the bank with payment amount and debits the supplier deposit account if the voucher is a deposit voucher.
The Exchange Rate variance is a predefined usage that is mapped to exchange rate variance account of Account Group Expenses. The system passes accounting entries in case of exchange rate variance as illustrated below:

Account	Transferred Amount	Base Amount
Dr SPA a/c	Pay Currency Amount	Pay Value * Erate between Pay and Base Curr
Cr Bank a/c	Bank Currency	Bank Value * Erate between Bank and Base Curr
Dr/Cr E.Rt.Var ar		Exchange Variance in Pay currency and Bank currency

Status Updation

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

The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

Click the “Delete Voucher” to delete the voucher.

Status Updation

The system updates the status of the voucher to “Deleted”

The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

Click the “Print” pushbutton to print a prepayment voucher.

Note: Ensure that the status of the prepayment voucher is other than “Deleted”.

The system performs the following:

4 Generates voucher as per the voucher type that is, Prepayment Voucher or Deposit Voucher.

4 Computes the Doc. Gross Amount as Doc. Net Amt + Withholding Tax.

4 Displays the following columns in the report along with the other columns if the option setting “Statutory Tax Computation and Accounting Required” in the “Set Common Parameters” activity under the “Company Parameter Setup” business component is set as “Yes”.:

a. Payable Tax Amt

b. Withheld Tax Amt

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 last modified the voucher.
Last Modified Date	The date on which the voucher was last modified.

To proceed carry out the following

Select the “Accounting Information” link at the bottom of the page to view the account postings.
Select the “Attach Notes” link to save notes for the prepayment voucher.
Select the “Edit Electronic Payment Information’ link to modify the details of the payment reference and payment instructions.

Note: You can launch this link, only if the mode of payment is “EFT” and the status of the “Pay Batch #” is other than “Authorized”.

Select the “Record Bank Charges” link to save bank charges on the prepayment 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 Prepayment Voucher’ is set as “Yes” in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component.

Modifying the prepayment voucher – An overview

You can modify almost all the details of the voucher. The system saves the modifications and updates the status of the voucher to “Fresh”.

You can also authorize a voucher after making modifications to it. The system updates the status of the voucher to “Requested”. Vouchers in “Fresh” status can only be modified. Any further modifications to the voucher cannot be done.

This page also allows you to delete a prepayment or a deposit voucher. The system updates the status of the voucher to “Deleted”. The system saves the login ID of the user and the system date along with the modification or deletion details.