Selecting prepayment voucher for modification

This page allows you to search and select a prepayment or a deposit voucher for modification. Tell me more.

Select the “Edit Prepayment Voucher” link from the “Supplier Payment” business component.

The “Select Prepayment Voucher” page appears.

Enter the following fields:

Voucher Type	Use the drop-down list box to select the type of the voucher. You can select from “Prepayment” or “Deposit”.
Voucher #	A unique number identifying the voucher (Alphanumeric, 18).

Note: You cannot delete the voucher number specified in this field by clicking the “Delete Voucher” pushbutton available at the bottom of the page.

Select the “Edit Voucher” link provided alongside to modify the details of the voucher.
Enter the following fields in the “Search Criteria” group box to search for a voucher whose details you want to modify. Data-entry into these fields is optional.

Supplier # From

The starting code in the range of codes identifying the supplier to whom the payment is made (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the vouchers that have been created for the codes identifying the suppliers similar to the value entered here.

Note: The value entered in this field must be the same or lesser than the value entered in the “To” field.

To	The ending code in the range of codes identifying the supplier to whom the payment is made (Alphanumeric, 16). You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the vouchers that have been created for the codes identifying the suppliers similar to the value entered here.
Supplier Name	The name of the supplier to whom the payment is made (Alphanumeric, 60).
Voucher # From	The starting number in the range of voucher numbers that you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the vouchers that have numbers similar to the value entered here.
To	The ending number in the range of voucher numbers you want to retrieve (Alphanumeric, 18). You can enter the number in full or specify it partially using the “*” character. The system retrieves all the vouchers that have numbers similar to the value entered here.

Note: The number entered here must be greater than or equal to the number entered in “Voucher # From” field.

Supplier Document #	The number identifying the document sent by the supplier for payment, which is a prepayment invoice (Alphanumeric, 18).
Pay Date From	The starting date in the range of dates during which the payment has to be made to the supplier (Date Format).

Note: If this field is left blank and the date is specified in the “To” field, then the system retrieves all the vouchers starting from the first voucher in the database till the voucher with pay date specified in the “To” field.

To	The ending date in the range of dates in which the payment has to be made to the supplier (Date Format).

Note: The date specified here must be greater than the date entered in the “Pay Date From” field.

Finance Book

Use the drop-down list box to select the code identifying the finance book in 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.

Request Date From

The starting date in the range of dates within which the requisition for payment has been made (Date Format). Mandatory.

To	The ending date in the range of dates within which the requisition for payment has been made (Date Format). The date specified here must be greater than or equal to the date specified in the “Request Date From” field.
Status	Use the drop-down list box to select the status of the voucher. You can select from “All”, “Fresh” or “Returned”. The system displays “All” by default on launch of the page.
Pay Amount From	The starting amount in the range of amounts for which the voucher has been created (Decimal).

Note: The amount entered in this field must be less than the amount entered in the “To” field.

Pay Amount To	The ending amount in the range of amounts for which the voucher has been created (Decimal).
Pay Currency	Use the drop-down list box to select the code identifying the currency in which the payment is to be made. All the currencies mapped to the login organization unit are available for selection. The system displays “All” by default on launch of the page.
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.
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.
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.
Reference Document From	The starting number in the range of numbers identifying the document based on which the voucher is created. You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the vouchers that have been created for the codes identifying the reference documents similar to the value entered here.

Note: The number entered in this field must be less than the number entered in the “To” field.

Reference Document To	The ending number in the range of numbers identifying the document based on which the voucher is created. You can enter the code in full or specify it partially using the “*” character. The system retrieves and displays all the vouchers that have been created for the codes identifying the reference documents similar to the value entered here.
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 PO", "PO", "Release Slip", "Blanket SCO", "SCO" and "SC Release Slip". The system displays “Blank” by default on launch pf the page.
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.
User ID	The login ID of the user who created the voucher that you want to modify (Alphanumeric, 30). The system displays the login ID of the currently logged in user by default on launch of the page.

Click the “Search” pushbutton to retrieve the voucher details.

The system displays the following in the “Search Results” multiline based on the search criteria entered:

Voucher #	The number identifying the voucher.
	Data hyperlink available
Voucher Type	The type of the voucher, which could be “Prepayment Voucher” or “Deposit Voucher”.
Status	The status of the voucher which must be “Fresh” or “Returned".
Supplier #	The code identifying the supplier to whom the payment is made.
Supplier	The name of the supplier.
Pay Currency	The code identifying the currency in which the payment is made.
Pay Amount	The amount to be paid.
Finance Book	The code identifying the finance book to which financial postings are made.
Pay Date	The date on which the payment is due.
Request Date	The date on which the voucher is created.
Ref Document #	The number identifying the document based on which the voucher is created.
Priority	The precedence set for the transaction, which could be “Low”, “Medium” or “High”.
Supplier Document #	The number identifying the document sent by the supplier for payment.

Check the box in the “Select” column of the multiline to mark the voucher for deletion.
Click the “Delete Vouchers” pushbutton to delete the vouchers.

Note: Atleast one row in the multiline must be marked for deletion.

The voucher must be in “Fresh” or in “Returned” status before deletion.

Status Updation

The system updates the status of voucher as “Deleted”.

The system stores the login ID of the user and the system date along with the deleted details.

Selecting prepayment voucher for modification – An overview

You can enter the number identifying the voucher if you are aware of it. Otherwise, you can search for the voucher based on the details like the type and the status of the voucher and the details of the supplier for whom the voucher is created. You can also search for a voucher based on the credit and reference document details.

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