Payment Request - Accounting and banking

A Payment Request asks for approval to pay someone an amount. Once it is approved, the system creates a draft Payment Voucher for the accountant to pay and post.

When to use it

You want approval before money goes out, so a supervisor signs off first.
You need a record of who approved a payment and how much they approved.

Before you start

The payee must exist in your Chart of Accounts.
The person who approves needs an approver role. The person who raises the request needs a create role.

Where to find it

ERP > Accounts > Payment Request.

The fields on this screen

Field (on screen)	What to enter	Required
Source Document Type	Whether this request is against a purchase bill or a purchase order. Set it before linking documents.	No
PR Number	Auto-generated; can edit if needed	No
Miti (BS)	Nepali (BS) date of this request. Pick from the calendar - the AD date is filled in for you.	Yes
Pay To (Vendor)	Vendor / payee ledger	Yes
Site	Branch, project or department this document belongs to. Lets you report profit and cost per unit.	No
Amount	How much is being requested for payment.	Yes
Approved	How much of this request has been approved so far. Approval can be given in parts.	No
Pending	The amount still waiting for approval - the request less what is approved. Worked out for you.	No
Priority	(not explained yet)	No
Source Document	Invoice / Receipt / Ledger / etc.	No
Reference	Source doc reference	No
Remarks	Short note on why this entry was made. It shows on reports and makes the entry easy to find later.	No
Attachment	Attach a scan or photo of the supporting document.	No

How it works

Create the request (payee, amount, date) and Save.
Submit it for approval.
An approver opens it and clicks Approve. They choose Pay From (a bank or cash account) and the Amount to Approve, which can be the full amount or part of it.
Approving creates a draft Payment Voucher addressed to the payee from the chosen bank. The accountant then posts that Payment Voucher to make the payment.

If a request should not go ahead, use Reject or Cancel.

To undo one approved draw before its Payment Voucher is posted, use Cancel Approval on this request, not Cancel on the resulting Payment Voucher. "Tips and common mistakes" below explains why.

Worked example

Request to pay 60,000 to Hetauda Wholesale:

Create the request: Payee = Hetauda Wholesale, Amount = 60000. Save, then Submit.
The approver clicks Approve and chooses Pay From = Everest Bank, Amount to Approve = 60000.
A draft Payment Voucher for 60,000 to Hetauda Wholesale from Everest Bank is created, and the accountant posts it.

Tips and common mistakes

Payee, Amount and Miti are required. If one is missing, the form tells you in plain words.
The Amount must be greater than zero, with at most 2 decimal places.
You can approve part of the amount. The rest stays on the request and can be approved later.
Approval does not pay by itself. It creates a draft Payment Voucher that still has to be posted.
To release a partial draw before it is posted, cancel it from this request, not from the voucher. If you cancel the draft Payment Voucher on its own screen, the amount you approved for it stays marked "Approved" on this request for good, with no voucher behind it, and there is no way to get it back. Use Cancel Approval on this request instead. That returns the amount to Pending.
The Priority and Source Document dropdowns may be empty at the moment. You can leave them blank.

Payment Voucher (created when you approve), Purchase Invoice (what you are usually paying)