Authorizing the prepayment voucher

This page allows you to authorize the prepayment or the deposit voucher that is in “Fresh” status. Tell me more.

Select the “Authorize Voucher” link from the “Select Pay Voucher” page.

The “Authorize 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 authorized 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.

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.
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.

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

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).
	Zoom facility available

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).

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

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 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.

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 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 “Return Voucher” to return the voucher.

Status Updation

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

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.

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 “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”.

Authorizing the prepayment voucher – An overview

The vouchers once authorized cannot be modified later. The system updates the status of the voucher to “Requested”. You can also make modifications to the voucher details and simply save the changes.

You can also return a voucher during the authorization process. Vouchers are returned when a major mistake has been identified in the voucher creation process. The system updates the status of the voucher to “Returned”. The system saves the login ID of the user and the system date along with the modification or deletion details.