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This page allows you to create a prepayment voucher or a deposit voucher. You can automatically generate the number identifying the voucher by specifying a numbering type or manually enter it. Tell me more..
Select the “Create Prepayment Voucher” link present under the “Supplier Payment” business component.
The “Create Prepayment Voucher” page appears.
Enter the following fields in the “Voucher Information” group box:
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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. |
Note: This field should not be left blank if the numbering type selected is “Manual”.
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Voucher Type |
Use the drop-down list box to select the type of the voucher. You can select from “Prepayment” or “Deposit”. |
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The system displays “Prepayment” by default on launch of the page. |
The system displays the following:
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Status |
The status of the voucher. The system displays the status of the voucher when the “Create Voucher” or the “Create and Authorize Voucher” pushbutton is clicked. The status must be “Fresh”. |
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Enter the following fields in the “Voucher Information” group box:
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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. The system date will be displayed by default on launch of the page. |
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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. |
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Numbering Type |
Use the drop-down list box to select the numbering type for the login organization unit and the “Supplier Prepayment Voucher” transaction type if the voucher type is “Prepayment” or “Supplier Deposit Voucher” if the voucher type is “Deposit”. 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 “Supplier Information” group box:
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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. |
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Supplier # |
The code identifying the supplier for whom the voucher is being created (Alphanumeric, 16). Mandatory. This code must have been defined in the “Create Supplier” activity of the “Supplier” business component. |
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Help facility available | |
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Press the <Enter> key. | |
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The system retrieves and displays the name of the supplier. |
Note: The status of the supplier should not be “Hold Pay” or “Hold Buy”.
The system displays the following:
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Supplier Name |
The name of the supplier for whom the voucher is being created. |
Enter the following fields in the “Supplier Information” group box:
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Supplier Document # |
The number identifying the document sent by the supplier for payment, which is a prepayment invoice (Alphanumeric, 18). |
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Supplier Document Amount |
The amount due for payment (Decimal). The value entered in this field must be greater than zero. |
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Supplier Document Date |
The date on which the supplier document has been created (Date Format). This date should be less than the system date. |
Enter the following fields in the “Payment Information” group box:
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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. |
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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.
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Pay Amount |
The amount to be paid to the supplier (Decimal). Mandatory. |
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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. |
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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 currency of the bank / cash code must be the same as the pay currency.
The system displays the following:
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Description |
The description of the bank/cash code. |
Enter the following fields in the “Payment Information” group box:
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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”, Debit” and “Cash”. The system displays “Check” by default on launch of the page. |
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.
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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”. |
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The system displays “Blank” by default on launch of the page. |
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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”. The system displays the priority as “Medium” by default on launch of the page. |
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Pay Date |
The date on which the payment is to be made (Date Format). Mandatory. The system date is displayed as the default date. This date must be the same as or later than the date on which the payment was requested. |
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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. |
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Remarks |
Any observations to be noted regarding this payment (Alphanumeric, 40). |
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Zoom facility available |
Enter the following fields in the “Electronic Payment Information” group box:
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Pay Ref. ID |
Use the drop down list box to select the identification number of the payment. The system lists the options as defined in the “Supplier Master” business component, if the “Pay Mode” is “EFT” |
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Note: The above field is mandatory, if you have selected “Yes” in the Electronic Payment field. The system displays the following for the specified pay reference id. |
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Pay Ref. Details |
The comments recorded for the pay reference id in the “Supplier Bank Information” component. |
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Payment Instructions |
The comments recorded for the payment in the “Supplier Bank Information” component. |
Note: The system updates the “Supplier Inquiry” component with the electronic payment details that you specify here.
Enter the following fields in the “Reference Information” multiline:
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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". The system displays “Blank” by default on launch of the page. |
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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. The system displays “Blank” by default on launch of the page. |
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Reference Document # |
The number identifying the reference document (Alphanumeric, 18). |
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Document Pay Amount |
The amount to be paid to the supplier as per the reference document (Decimal). |
Click the “Create Voucher” pushbutton to create the voucher for payment.
The system automatically generates the voucher number based on the numbering type.
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.
Status Updation
The system updates the status of the voucher to “Fresh”.
The system updates the login ID of the user to the “Created By” and the system date to the “Created Date” fields.
Click the “Create and Authorize Voucher” pushbutton to create the voucher for payment and authorize it.
The system automatically generates the voucher number based on the numbering type.
Note: The voucher must be in “Fresh” status before authorization.
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.
Status Updation
The system updates the status of the voucher to “Requested”.
The system updates the login ID of the user to the “Created By” and the system date to the “Created 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 is created.
To proceed, carry out the following
Select the “Accounting Information” link at the bottom of the page to view the account posting details.
Select the “Edit Electronic Payment Information’ link to modify the details of the payment reference and payment instructions.
Creating prepayment voucher – An overview
You can also enter the voucher details like the finance book to which the transactions are posted, the voucher type and the payment request date.
Payment can be made in form of checks, demand draft, direct debit, 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 given for calculation.
The information of the supplier to whom the payment is made is also entered. You can also enter the reference document details based on which the voucher is created. The system saves the voucher details and updates the status of the voucher to “Fresh”.
This page also allows you to authorize the voucher during the creation process. The system updates the status of the voucher to “Requested”. The details of the voucher once authorized cannot be modified later. The system saves the ID of the currently logged in user and the system date along with the voucher creation details.
Mandatory
“Numbering Type” must have been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component.
“Finance Book” must have been defined in the “Create Finance Book” activity of the “Organization Setup” business component.
“Currencies” must have been mapped to the “Supplier Payables accounts” defined in the “Create Supplier Account Definition” activity of the “Account Rule Definition” business component.
“Exchange Rate” must have been defined in the “Create Exchange Rates” activity in the “Exchange Rate” business component.
“Bank / Cash #” must have been defined in the “Create Bank/Cash Details” activity of the “Bank Cash Definition” business component.
“Account #” must have been defined in the “Create Bank/Cash Account Definition” activity of the “Account Rule Definition” business component.
“Supplier #” must have been defined in the “Create Supplier” activity of the “Supplier” business component.
Optional
“Cost Center Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to use the cost center.
“Cost Center” must have been defined in the “Create Cost Center / Unit” activity of the “Cost Setup” business component.
“Analysis / Subanalysis # Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Company Parameter Setup” business component to use the analysis and subanalysis code.
“Analysis #" and "Sub Analysis #” must have been defined in the “Create Analysis” activity of the “Account Based Budgeting” business component.
“Asset proposal No” must have been defined in the “Create Asset Proposal” activity of the “Asset Planning” business component.
Specifying instrument charges details
Specifying transaction priority
You can classify the vouchers into prepayment vouchers and deposit vouchers.
Select the “Prepayment” option from the “Voucher Type” field if you want to create a prepayment voucher.
Select the “Deposit” option from the “Voucher Type” field if you want to create a deposit voucher.
Select the payment route to be “Bank” if the payment to the supplier is made through a bank account in the “Payment Route” field.
Select the payment route to be “Cash” if the payment to the supplier is 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”.
Specifying instrument charges details
Some charges incurred when the payment is made through demand draft. 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.