Modifying voucher

This page allows you to modify payment vouchers that are in the “Draft”, “Fresh” or “Returned” status. Tell me more..

Select the “Edit Voucher” link available in the “Select Voucher” page.

The “Edit Voucher” page appears.

The system displays the following:

Workflow Status

The status of the document as per Workflow Applicability

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

Voucher No.	The number identifying the voucher.
Payment Category	The category to which the payment voucher belongs. It could be "Asset Payment", "Bank Cash Transfer", "Commission Payment", "HR Payment", “Sundry Payment”, "Tax Payment" or "Transfer Voucher".
Status	The status of the payment voucher. It could be ”Draft”, “Fresh” or “Returned”.

Modify the following fields if required:

Request Date

The date on which the payment voucher was created (Date Format). Mandatory. The request date must be before the system date.

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 / or the finance book with which the document is created will be loaded.

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

Modify the following field if required in the “Payment Information” group box:

Payee	The name of the person or the organization to which the payment is to be made (Alphanumeric 40). Mandatory.
Pay Date	The date on which the payment must be made to the supplier (Date Format). Mandatory.
Electronic Payment	Use the drop-down list box to indicate whether the payment is to be made electronic 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 code identifying the currency in which the payment is to be made. All the currencies mapped to the login organization unit will be available for selection.

Note: If the payment category is “Asset Payment” or “VAT Payment” then the voucher currency should be the same as the base currency.

Exchange Rate

The number of units of the base currency with respect to the transaction currency if they are different (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. If the payment currency is the same as the base currency of the login organization unit the value must be “1”.

Note: The exchange rate must not exceed the tolerance limit defined in the “Create Exchange Rate” activity of the “Exchange Rate” business component.

Pay Amount	The total amount to be paid to the supplier (Decimal). Mandatory. The amount entered in this field must be greater than zero.
Payment Method	Use the drop-down list box to select a method of payment. You can select from “Regular”, “ESR“, “ESR+” or “LSV”.

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

Payment Route	Use the drop-down list box to select the way in which the payment has to be made. You can select from “Bank” or “Cash”.
Pay Mode	Use the drop-down list box to select the mode in which the payment is to be made to the supplier. 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, cash or PTT account.

Note: If the “Payment Route” selected is “Bank”, all the bank codes that are in “Active” status will be available for selection.

If electronic payment is selected all the PTT codes that are in “Active” status will be available for selection.

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

The system displays the following:

Desc.

The textual description pertaining to the bank or cash or PTT code. The system displays the description based on the code selected.

Modify the following fields if required:

Payment Release Point

Use the drop-down list box to select the organization unit from which the payment has to be released. All the organization unit that has been mapped to the login organizational unit will be available for selection.

Note: The system displays the default payment release point set in the “Set Function Defaults” activity of this business component.

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.

The instrument charges are not applicable when the payment route is “Cash”.

If the pay mode is “Demand Draft”, “Pay Order” or “Direct Debit” then the instrument charges should be "By Company" or "By Payee" or "Blank" for Pay Mode "Direct Debit".

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”.

Ref. Doc. No.	The code identifying the reference document (Alphanumeric, 18). This code cannot be modified if the payment category is 'Tax payment'
Remarks	Any comments pertaining to the payment voucher (Alphanumeric, 100).
	Zoom facility available.
Receipt Route	Use the drop down list box to select the receipt route .The combo is loaded with values “Bank”, “Cash” and “PTT”. The system displays Bank by default on launch of the page.
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.

Modify the following fields if required 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 funds have 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.

If payment category selected is “Asset Payment” then the usage id can be either “Insurance Premium” or “Advance Premium”.

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 account number. The base currency of the company and the voucher currency will be available for selection.
Amount	The amount that is 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 the following in the “Accounting Information” multiline

Base Amount

The voucher amount in the base currency of the company.

The system calculates the base amount as the product of the voucher amount and the exchange rate and displays this amount.

Note: If the voucher currency and the base currency are the same then the amount is displayed as it is in the “Base Amount’ field.

Modify the following fields if required:

Asset Proposal No.	The number identifying the proposal that has been created for the purchase of the asset (Alphanumeric, 18)
	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 in the “Asset Planning” business component.
	Help facility available

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

Remarks	Any observations pertaining to the transaction (Alphanumeric, 255).
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 Budget” 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 Budget” 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.

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.

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 to calculate the total amounts.

The system calculates and displays the following:

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

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

Click the “Edit Voucher” pushbutton to save the modified voucher details.

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

The system updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

Note: You can authorize a voucher that is in the “Fresh” status.

Click the “Edit and Authorize Voucher” pushbutton to save the modified the voucher and authorize it.

Status Updation

The system updates the status of the voucher to “Requested” on authorization.

The system updates the login ID of the user to the last modified by and the system date to the last modified date.

If the electronic payment is not completed, then the system saves the status of the voucher to “Draft”.

Note: You can delete a voucher that is in the “Draft” or “Fresh” status.

Click the “Delete Voucher” pushbutton to delete the voucher.

Status Updation

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

Click the “Print" pushbutton to print a voucher.

The system updates the login ID of the user to the “Last Modified By” and the system date to 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 modified the voucher last.
Last Modified Date	The date on which the voucher was last modified.

To proceed, carry out the following

Select the “Tax Calculation - Summary” link at the bottom of the page to save and authorize the summary of tax calculation.
Select the “Payee Information” link at the bottom of the page to add payee information.
Select the “Payment Information” link at the bottom of the page to add the electronic payment details.
Select the “Attach Notes” link at the bottom of the page to attach notes.
Select the “Authorize Voucher” link at the bottom of the page to authorize the voucher details.
Select the "Tax Calculation - Details" link to view the details of tax calculation.
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.
Select the “View Voucher” link at the bottom of the page to view the voucher details.

Modifying voucher – An overview

You can modify the voucher information like the date on which the payment was requested and the code identifying the finance book. You can also modify the payment information of the voucher.

The system retains the “Draft” status of the voucher if payment details are pending for incorporation. The system updates the status from “Draft” to “Fresh” if payment details have been specified. You can also authorize the voucher after modification. The system updates the status of the voucher to “Requested” after authorization. The system stores the login ID of the user and the system date along with the modified details.

This page also allows you to delete the vouchers that are in “Draft” or “Fresh” status. The status of the voucher is updated to “Deleted”.

What you can do in this page

Modify the electronic payment option

Modify the route of payment

Modify the mode of payment

Modifying the instrument charges details

Alter the transaction priority

Modify the Debit/Credit identifier

Modify and save the voucher in “Draft” status

Modify and save the voucher in “Fresh” status

Modify and authorize voucher

Delete voucher

Modify the electronic payment option

You can change the 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.

Modify the route of payment

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

Modify 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”.

Modifying the 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 (if any).

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.

Alter the transaction priority

You can alter the payment priority of a 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.

Modify the Debit/Credit identifier

You can indicate if the 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.

Modify and save the voucher in “Draft” status

After making the modifications, if the payment information for vouchers those are “Pay Mode Applicable” and Tax details for vouchers are not entered then the 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 “Edit Voucher” push button to save the voucher details.

Modify and save the voucher in “Fresh” status

After making the modifications, if 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 now be sent for authorization.

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

Modify and authorize voucher

If 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 “Edit and Authorize Voucher” push button to save the voucher details.

Delete voucher

You can delete a voucher that is not required. You can delete a voucher that is in the “Draft” or “Fresh” status

Click the “Delete Voucher” push button to delete the voucher details.

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