Viewing prepayment voucher

This page allows you to view the details of a prepayment voucher that has been created to make advance payments to the supplier. Tell me more.

Select the “View Prepayment Voucher” link at the bottom of the “Select Pay Batch/Voucher” page.

The “View Prepayment Voucher” page appears.

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

Voucher #	The number identifying the voucher.
Voucher Type	The type of the payment voucher, which is “Prepayment Voucher”.
Status	The status of the prepayment voucher.
Request Date	The date on which the prepayment vouchers were created.
Finance Book	The code identifying the finance book to which the postings are made.
Voucher Category	The user-defined category to which the voucher belongs.

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

Supplier Registered At	The organization unit to which the “Supplier” component has been mapped.
Supplier #	The code identifying the supplier for whom the payment voucher has been created.
Supplier Name	The name of the supplier for whom the payment voucher has been created.
Supplier Document #	The number identifying the document that has been sent by the supplier for prepayment.
Supplier Document Amount	The amount specified in the supplier’s credit document.
Supplier Document Date	The date on which the supplier credit document was created.

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

Pay Currency	The code identifying the currency in which the payment is made.
Pay Curr. To Base Exch. Rate	The exchange rate when the payment is not made in the base currency.
Pay Amount	The amount due.
Payment Route	The way in which payment is made to the supplier.
Bank/Cash #	The code identifying the bank, cash or PTT account associated with the payment.
Description	A description of the bank or the cash account.
Bank Currency	The currency associated with Cash /Bank #.
Pay Curr. To Bank Exch. Rate	The exchange rate for conversion from the Pay currency to the Bank currency. If the Pay currency and the Bank currency are one, “Pay Curr. To Bank Exch. Rate” will become 1
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.
Pay Mode	The mode in which the payment must be made which could be “Check”, “DD”, “Direct Debit” and “Cash”.
Pay Charges By	A specification as to who will bear the instrument charges. It could be “By Payee” or “By Company”.
Priority	The precedence of the payment.
Pay Date	The date on which the payment is due.
Payment Release Point	The organization unit in which the payment is released.
Remarks	Any comments pertaining to the prepayment voucher.

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

Instrument #	The number identifying the instrument issued for payment.
Instrument Date	The date on which the instrument was issued.
Pay Charges	The charges levied for issuing the instrument.
Bank Debit Date	The date on which the amount was debited from the bank.
Bank Reference	The number identifying the bank.
Voiding Date	The date on which the instrument is voided.
Voiding Document #	The number identifying the document which has been generated during the voiding process.

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

Company Reference	The number identifying the organization unit to which the payment is made.
Bank Debit Date	The date on which the amount has been transferred to the supplier account.
Bank Reference	The code identifying the bank to which the amount is transferred.

To proceed, carry out the following:

Select the “Reference Info.” Tab to view the order details to which the prepayment invoice refers.
Select the “Adjustment Info.” tab to view all the documents against which prepayment voucher is adjusted.

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

Value Excluding Tax	The actual prepayment value ie., Prepayment Value - Tax
Tax	The amount of tax e.g. service tax
Withholding Tax	The tax withheld from customer payment
Value Net of Tax	The final value after tax ie. Value excluding tax + tax – withholding tax

The system displays the following in the “Hold/Reversal Information” group box:

Reversal Date	The date on which the voucher has been reversed.
Reason for Reversal	The code identifying the reason for reversal.
Remarks for Reversal	Any comments pertaining to the reversal process.
Reason for Hold	The code identifying the reason to put the voucher on hold.
Remarks for Hold	Any comments pertaining to put a voucher on hold.
Notes	Any transcripts / follow-ups/ minutes associated with the prepayment voucher.
Comments	Any observations on the prepayment voucher.
Additional Remarks	Further information on the prepayment voucher.

To proceed, carry out the following

Select the “Accounting Information” link at the bottom page to view the account posting details.
Select the “Cash Payment Details” link at the bottom of the page to view the cash payment details.
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.
Select the “Maintain Tax Invoice” link to update tax invoice details for the prepayment voucher.
Select the “Edit / View Payee Info.” link to modify / view the payee name.

The system displays the following:

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

Viewing prepayment voucher – An overview

You can view the details of the voucher like the number identifying the voucher, the type of the prepayment voucher and the finance book associated it. You can also view the details of the supplier for whom the prepayment invoice has been created.

This page also allows you to view the details of the instrument that has been created for payment like the reference of the bank, the debit date and the voiding details (if any). You can also view the details of the credit document based on which the payment is made. This page also allows you to view the reversal or hold details if the voucher has been reversed or put oh hold. The system displays the prepayment voucher creation and modification details also.