Payment Voucher - Accounting and banking

A Payment Voucher records money you pay out to a supplier from your bank or cash. It also creates a bank entry that you can later match to your bank statement.

When to use it

You pay a supplier's bill by cheque, bank transfer or cash.
You settle a vendor balance.

Many payments are created for you when a Payment Request is approved. Use this screen for direct payments.

Before you start

The supplier must exist as a vendor, and your bank or cash account must exist in the Chart of Accounts.
You need an accounting role to create and post the voucher.

Where to find it

ERP > Accounts > Payment Voucher.

The fields on this screen

Section	Field (on screen)	What to enter	Required
Header	Source Document Type	The kind of document you are paying against. Set it first, then link the approved purchase bills.	No
Header	Voucher No	Numbered automatically when you save. Leave it blank unless you need to set the number yourself.	No
Header	Miti (BS)	Nepali (BS) date of this payment. Pick from the calendar - the AD date is filled in for you.	Yes
Header	Bank/Cash	Bank or cash ledger debited	Yes
Header	Payee (Vendor)	The vendor being paid. Their account is debited, so what you owe them goes down.	No
Header	Amount	How much is being paid.	Yes
Header	Reference	Your own reference for this payment, such as a cheque or bill number.	No
Header	Narration	Short note on why this entry was made. It shows on reports and makes the entry easy to find later.	No
Header	Voucher	Attach scanned voucher / supporting document	No
Lines	Ledger	The account this line posts to.	No
Lines	Cost Center	Branch, project or department this line belongs to. Lets you report profit and cost per unit.	No
Lines	Narration	Note for this ledger line. It shows beside the entry on statements and ledgers.	No
Lines	Debit	The debit side of this line. Across all lines, debits and credits must add up to the same total.	No
Lines	Credit	The credit side of this line. Across all lines, debits and credits must add up to the same total.	No

Adding a record

Open ERP > Accounts > Payment Voucher and click Add.
Set the Miti and choose "Paid From" (your bank or cash account).
Choose the Payee (the supplier) and enter the Amount.
Click Save.
Open the saved voucher and click Post. Pick the Payment Method when asked.

Changing or deleting a record

A Draft can be edited or deleted.
A Posted voucher is on your books and has created a bank entry. Use Reverse/Unpost to return it to draft (this removes the entries), then edit and post again. You can Cancel a draft.
If this draft came from approving a Payment Request (its Payee and Amount were filled in for you), do not click Cancel on this screen. The cancel will go through, but the amount stays marked "Approved" on the request for good, with no voucher behind it, and it cannot be recovered. Go to the Payment Request instead and use Cancel Approval. That returns the amount to Pending.

Worked example

Pay 80,000 to Birgunj Suppliers from Global IME Bank by A/C payee cheque:

Miti: today. Paid From: Global IME Bank - 555. Payee: Birgunj Suppliers. Amount: 80000.
Save, then Post and choose Cheque (A/C Payee).
Your bank goes down by 80,000 and the supplier's balance goes down by 80,000. A bank entry is created for you to reconcile later.

Tips and common mistakes

The Payee list shows vendors only. If a supplier is missing, add them as a vendor first.
Miti, Paid From, Payee and Amount are all 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.
The Voucher Number may be blank when you save. Type one in if your office needs a running number.
Nothing affects your accounts until you Post.

Receipt Voucher (money received), Contra Voucher (own-account transfers)
Reconciliation (to match the bank entry this voucher creates)