Creating vouchers

This page allows you to create a voucher for a sundry payment. Tell me more..

Select the “Create Voucher” link under the “Sundry Payment” business component.

The “Create Voucher” page appears.

The system displays the following:

Workflow Status

The status of the document as per Workflow Applicability

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

Voucher No.

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 must not be left blank if the numbering type has been selected as “Manual”.

Payment Category	Use the drop-down list box to select the category to which the payment belongs from “Sundry Payment”.
	Sundry Payment – indicates that the payment made to the supplier is a sundry payment. Bank Cash Transfer - Indicates that the payment made to another bank or cash withdrawals or transfer. Tax Payment - indicates that the payment made to the Tax authorities.
	The system displays “Sundry Payment” by default on launch of the page.

The system displays the following:

Status	The status of the voucher. It could be “Draft” “Fresh” or “Requested”.
	Draft – indicates a newly created voucher that cannot be authorized.
	Fresh – indicates a newly created voucher that can be authorized.
	Requested – indicates that the new voucher has been authorized.

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

Request Date

The date on which the payment 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.

Finance Book

Use the drop-down list box to select the code identifying the finance book in which the invoice posting is to be made. All the finance books that have been mapped to the login organization unit - login user will be available for selection in the ascending order if postings can be made in multiple finance books other wise the finance book set as default will be loaded.

If postings must be made in a single finance book, the book that has been set as default will be displayed.

Numbering Type

Use the drop-down list box to select the numbering type for the login organization unit and the “Sundry Payment Voucher” transaction type. 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 “Payment Information” group box:

Payee	The name of the person or organization to which the payment is to be made (Alphanumeric 40). Mandatory.
Pay Date	The date on which the payment is to be made (Date Format). Mandatory. The system date is displayed as the default date.

Note: This date must be the same as or later than the date on which the payment was requested.

Electronic Payment

Use the drop-down list box to set whether the payment is to be made through electronic payment mode. It could be “Yes” or “No” if pay mode applicability is set to "Swiss" or "German" in "Installation Parameter Setup" business component. If the pay mode applicability is set to "Blank", then it can be only "No".The system displays “No” by default on launch of the page.

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.
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.

If the pay currency is the same as the base currency of the company then the exchange rate is set as “1”. The system displays “1” (one) by default on launch of the page.

Pay Amount	The amount to be paid to the payee (Decimal). Mandatory.
Payment Method	Use the drop-down list box to select a method of payment. You can select from “Regular”, “ESR“, “ESR+” or “LSV”. The system displays “Regular” by default on launch of the page.

Note: “ESR”, “ESR+” and “LSV” will be available for selection if the “SwissPayApplicable” parameter code has been set to “Yes” at the company level. “Regular” will be available for selection if “SwissPayApplicable” parameter has been to “No”.

If the payment method is “Regular”, then the electronic payment is not applicable.

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” or PTT. The system displays “Bank” by default on launch of the page.

Note: The route selected must be a valid one for the bank / cash account.

PTT will be enabled only if the Swiss pay method is applicable

Pay Mode

Use the drop-down list box to select the mode in which the payment is to be made to the payee. The system displays the values as defined in the "Bank Definition" business component.

Bank/Cash Code

Use the drop-down list box to select the code identifying the bank or cash codes. 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.

Note: If the “Electronic Payment” field has been set to “Yes”, all the PTT codes will be available for selection in this field.

The currency of the bank / cash code must be the same as the pay currency.

Desc.	The description of the bank/cash/PTT code.
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.
Instrument Charges	Use the drop-down list box to set whether the charges incurred while making a payment by demand draft or direct debit or pay order will be borne by the company or the payee. You can select from “By Payee” or “By Company” or left blank in case of "Direct Debit". 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 priority 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.
Ref Doc No	The number identifying the reference document (Alphanumeric, 18).The reference document number can be given to know for which document the payment voucher has been raised.
Remarks	Any observations to be noted regarding this payment (Alphanumeric, 40).
	Zoom facility available
Receipt Route	Use the drop down list box to select the receipt route .The combo is loaded with “Bank” ,“Cash and “PTT”.
Sundry Receipt OU	Use the drop down list box to select the OU. The combo is loaded with all the OUs for which component interaction exists between Sundry payment and Sundry Receipt . The system defaults the login OU on launch of page

Enter the following in "Project Information" group box:

Project OU	Use the drop-down list box to select the organization unit in which the project code has been created. The combo would be loaded with the OUs to which "Project Definition" business component mapping exists. The system displays blank by default on launch of the page.
Project /Sub-Project Code	The project /sub project code to which transactions are to be attached. This code should have been defined in the "Project Definition" business component and the status of the code should be either "Approved" or "Revised”.
	Help facility available.

The system displays the following in the "Project Information” group box:

Project /Sub-Project Description

The description of the project / sub-project.

Enter the following fields in the “Accounting Information” multiline:

Receiving Bank Cash PTT Codes	Use the drop down list box to select the Bank/Cash/PTT codes to which the fund has been transferred.
Usage Id.	A brief description of the account number(s), to which this voucher is to be debited or credited in a finance book (Alphanumeric, 25). This usage must be the same as the one defined in the “Account Rule Definition” component.
	Help facility available

Note: this field must not be left “Blank” if “Account Code” field is left blank. If this field is left “Blank”, the system retrieves the usage corresponding t o account code entered in the “Account Code” field.

Account Code	The code identifying the account in which the payment voucher has to be posted (Alphanumeric, 32). Mandatory.
	Help facility available

Note: this field must not be left “Blank” if “Usage ID field is left blank. If this field is left “Blank”, the system retrieves the usage corresponding to the usage entered in the “Usage” field.

Note: You can either enter the account code or select from the list edit provided. When you type in the first character or first few characters, the list edit opens up with the similar account codes and account names from which you can select the required account code .

Currency

Use the drop-down list box to select the code identifying the currency for the usage or the account number. The base currency of the company and the voucher currency will be available for selection. The system displays the base currency by default on launch of the page.

Amount

The amount that to be debited or credited in the corresponding account (Decimal). Mandatory. Ensure that the amount entered in this field is greater than zero.

Dr. / Cr.

Use the drop-down list box to set whether you want to debit or credit the amount in the corresponding account. You can select from “Dr” (Debit) or “Cr” (Credit).

The system displays “Dr” by default on launch of the page.

The system displays the following in the “Accounting Information” multiline

Base Amount

The amount that is to be debited or credited in the account in the base currency of the company. The system calculates the base amount as the product of the amount that is to be debited or credited and the exchange rate. If the pay currency and the base currency are the same then the amount is displayed as it is.

Asset Proposal No.

The number identifying the proposal for the purchase of the asset (width). For example, the maintenance charge incurred on an asset that has been classified as a sundry payment. The asset proposal number entered here should be the same as the one generated by the “Create Asset Proposal” activity of the “Asset Planning” business component.

Help facility available

Note: The Asset Proposal No can be entered only if the payment category is “Sundry payment”.

Remarks	Any observations pertaining to the transaction to be noted (Alphanumeric, 255).
Destination Company	Use the drop down list box to select the Destination Company in which the Sundry receipt to be generated on Inter-Company bank Cash Transfer. The combo would be loaded with all the companies in the installation except login company.

Note: This control would be visible only when the CPS parameter "Allow Inter-Company Bank Cash Transfers" is set to "Yes" and the payment category of the voucher is "Bank Cash Transfer".

Destination OU	Use the drop-down list box to select the OU in which the Inter FB JV will be generated.
Destination Finance Book	Use the drop-down list box to select the FB in which the Inter FB JV will be generated.

Note: Destination OU and Destination Finance Book combo would be loaded based on the CPS Payables parameters “Auto Generation of Inter FB JV in Sundry payment” and “Auto Generate Inter FB JV Across Companies in Sundry Payment” settings.

Destination Account Code	The account code for which the Inter FB JV will be generated. Help facility available.
Destination Cost Center	The cost center to which the amount must be posted (Alphanumeric, 10). Data-entry in this field is mandatory if the destination account code mapped to a cost center in the “Cost Setup” business component. Help facility available.
Destination Analysis Code	The analysis code to which the destination account code is mapped in the "Assign Analysis Code" activity of the "Account Based Budgeting" business component (Alphanumeric, 5). Help facility available.
Destination Sub Analysis Code	The sub analysis code to which the destination account code is mapped in the "Assign Analysis Code" activity of the "Account Based Budgeting" business component (Alphanumeric, 5). Help facility available.

The system displays the following in the multiline:

Inter Finance Book JV No.

The journal voucher number of Inter FB .This number is auto generated.

Enter the following fields in the “Accounting Information” group box:

Cost Center	The number identifying the cost center to which the payment account is mapped (Alphanumeric, 10). This cost center must have been defined in the “Create Cost Center / Unit” activity of the “Cost Center Setup” business component.
	Help facility available
Analysis Code	The analysis code to which the payment account is mapped to in the “Create Analysis” activity of the “Account Based Budgeting” business component (Alphanumeric, 5).
	Help facility available
Sub-Analysis Code	The sub-analysis code to which the analysis code has been mapped to in the “Account Based Budgeting” business component (Alphanumeric, 5).
	Help facility available

Note: In the columns – Cost Center, Analysis Code and Sub Analysis Code, you can either enter the code or select from the list edit provided. When you type in the first character or first few characters, the list edit opens up with the similar codes and descriptions from which you can select the required code.

The system displays the following:

Sundry Receipt No

The auto generated Sundry Receipt for inter bank/cash transfer.

Enter the following:

CFS Ref. Doc. OU	Use the drop down list box to select the OU in which the CFS reference document has been created. The OU combo would be loaded with the OUs to which Component interaction between Sundry Payment and Documentation component exist.
CFS Ref. Doc. Type	Use the drop down list box to select the CFS reference document Type. The combo would be loaded with "Application", "Auction" and "ESC"
CFS Ref. Doc. No.	The unique transaction number to which all Container Freight Station transactions are linked.
	Help facility available.

Note : CFS Ref. Doc. OU. CFS Ref. Doc. Type and CFS Ref. Doc. No. columns will be enabled only when the IPS parameter "Container Freight Station Applicability" is set as "Yes".

The system displays the following:

Account Description	The textual description of the account code
Usage Description	The textual description of the Usage id

Click the “Compute” pushbutton and the system calculates and displays the following:

Base Credit Amount	The sum total of all the credit amounts in the base currency of the company.
Base Debit Amount	The sum total of all the debit amounts in the base currency of the company.

Note: The Base Credit Amount must be equal to the Base Debit Amount when the voucher is finally created.

Click the “Create Voucher” pushbutton to save the sundry payment voucher.

The system updates the login ID of the user and the system date in the “Created by” and the “Created Date” fields.

The system generates a unique voucher number based on the selected numbering type.

Status Updation

The system updates the status of the voucher as “Fresh”
If electronic payment is not applicable
The system updates the status of the voucher as “Draft”
If electronic payment details are yet to be completed
Click the “Create and Authorize Voucher” pushbutton to save the sundry payment voucher and authorize it.

The system updates the login ID of the user and the system date in the “Created by” and the “Created Date” fields.

Status Updation

The system updates the status fo the voucher as “Requested” when the electronic payment information details (if applicable) have been entered.
The payment voucher is now sent to the “Release Payment” business component for releasing the payment.
Click the “Print" pushbutton to print a voucher.

The system displays the following:

Created By	The login user ID of the person who has created the voucher.
Created Date	The date on which the voucher was created.

To proceed, carry out the following

Select the “Edit Voucher” link at the bottom of the page to modify the voucher details.
Select the “Tax Calculation - Summary” link at the bottom of the page to save and authorize the summary of tax calculation.
Select the “Authorizer Voucher” link at the bottom of the page to authorize the voucher details.
Select the “Payment Information” link at the bottom of the page to add electronic payment mode information.
Select the “Payee Information” link at the bottom of the page to add payee information.
Select the “Attach Notes” link at the bottom of the page to add notes.
Select the "Tax Calculation - Details" link at the bottom of the page to modify tax calculation and to save the changes made.
Select the “Print Check” link at the bottom of the page to print check for the voucher.
Select the “Pay Cash” link at the bottom of the page to make cash payment for the voucher.
Select the “Accounting Information” link at the bottom of the page to view the accounting information.

Creating vouchers – An overview

You can enter the voucher details like the voucher number, the category of payment, the request date of the voucher, the finance book to which all the transactions will be posted, the voucher numbering type etc. The voucher number is automatically generated according to the numbering type selected. If the numbering type is selected as “Manual” then it has to be entered manually.

Payment can be made in form of checks, demand draft, pay orders, direct debit, electronic pay modes 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 entered.

You can either specify the account code or the usage id for which the corresponding details like the currency, the asset proposal no if any from the “Asset Planning” business component, the analysis and sub-analysis code from the “Asset Based Budget” business component if applicable are generated. The cost center that the voucher would affect can also be entered. You can also specify if the account code in the multiline is to be credited or debited. You can also enter the amount for which the voucher is raised and the corresponding base amount is calculated. The base credit amount and the base debit amount are calculated and displayed.

The system updates the status of the voucher to “Draft” if the electronic payment details are not completed for the payment through electronic mode if the payment applicability is set to “Yes”. The system updates the status to “Fresh” on creation of the voucher. The system updates the status of the voucher to “Requested” on authorizing. The system stores the login ID of the user and the system date along with the newly created voucher details.

This component provides the necessary information to the to the “Release Payment“ business component for making payments and also to update finance books.

Prerequisites

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.
“Exchange Rate” must have been defined in the “Create Exchange Rates” activity in the “Exchange Rate” business component.
“Bank / Cash codes” must have been defined in the “Create Bank/Cash Details” activity of the “Bank Cash Definition” business component.
“Account code” must have been defined in the “Create Bank/Cash Account Definition” activity of the “Account Rule Definition” 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 Codes 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 Code and Sub Analysis Code” must have been defined in the “Create Analysis” activity of the “Account Based Budgeting” business component.
“Pay Mode Applicable” must be set to “Yes” in the “Set Common Parameters” activity of the “Installation Company Parameter Setup” business component.
“Asset proposal No” must have been defined in the “Create Asset Proposal” activity of the “Asset Planning” business component.

What you can do in this page

Select electronic payment

Set the route of payment

Set the mode of payment

Specifying instrument charges details

Specifying transaction priority

Set debit / credit identifier

Save the voucher in the “Draft” status

Save the voucher in the “Fresh” status

Save and authorize the voucher

Select electronic payment

You can select electronic payment applicability for the transaction.

Set the “Electronic Payment” field to “Yes” to indicate that payment can be made through electronic mode.
Set the “Electronic Payment” field to “No” to indicate that payment cannot be made through electronic mode.

Set the route of payment

Select the payment route to be “Bank” if the payment is made through a bank account in the “Payment Route” field.
Select the payment route to be “Cash” if the payment is made through cash in the “Payment Route” field.

Set the mode of payment

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”, ”Pay Order”, “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 or pay order. 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.

Set debit / credit identifier

The voucher amount specified in the multiline has to be debited or credited.

Set the “Dr / Cr” field as “Dr” if you want to debit the amount in the corresponding account.
Set the “Dr / Cr” field as “Cr” if you want to credit the amount in the corresponding account.

Save the voucher in the “Draft” status

If the payment information for vouchers that are “Pay Mode Applicable” and Tax details is not entered then voucher details are incomplete and hence you can save the voucher in “Draft” status only. This voucher can be retrieved later modified and authorized.

Click the “Create Voucher” push button to save the voucher details.

Save the voucher in the “Fresh” status

In case the voucher details are complete with appropriate Tax and payment information wherever applicable, you can save the voucher in the “Fresh” status. This voucher can be authorized.

Click the “Create Voucher” pushbutton to save the voucher details.

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

Save and authorize the voucher

In case the voucher details are complete with appropriate Tax and payment information wherever applicable, you can save as well as authorize the voucher. This voucher can now be sent for financial postings.

Click the “Create and Authorize Voucher” push button to save the voucher details.

The status of the voucher after authorization is updated to “Requested”.