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Menu Path: Finance > Payment Voucher > Create Payment Voucher

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Payment voucher (PV) is used to knock off outstanding transaction such as Supplier Invoice, credit memo, customer credit memo and etc. Other expenses can be paid using payment voucher by using GL code, where system directly posts the expenses to profit / loss.

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Branch* - refer to the PV issue branch.
To change branch, click the drop down list, select another branch,

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title	Number 1

Select Branch and click Change

.Supplier

Cashbook* - refer to the credit cashbook which makes the payment to the payee.
To change cashbook, click the drop down list, select another cashbook, and click Submit.
The pay can be supplier, customer or other expenses. However, one PV can only settle one type of payee.

Supplier Id - refer to supplier ID no/PKID.
To settle supplier invoice(SINV)/credit memo(CM), insert supplier ID and press Enter to load the supplier; you may click Select to use fuzzy supplier search.

Customer Id - refer to customer ID no/PKID.
To settle customer credit memo(CM)/receipt(RCT), insert customer ID and press Enter to load the customer; you may click Select to use fuzzy customer search.

Pay To* - refer to the payee name.
It will load supplier or customer name if the PV is a supplier or customer is selected respectively.
For payment of expense that is not related to either a supplier or customer, the payee name or entity must be entered here.

Cheque No / Ref No - refer to the cheque used in the PV, essential for cheque payment.
Click Verify Cheque No to check if the a cheque has been used before.

TT No/e-Banking - refer to transaction reference no if the payment is made by bank transfer or e-banking.
Remarks - any additional reference or remarks for the PV. It will be shown in Payment Voucher Listing.

Date* - refer to PV transaction date.
To change the PV date, key in a new date in yyyy-mm-dd format, or click the calendar icon to select a date from pop up calendar.

Checked By and Approved By- additional details for user who need more accountability on PV creation. By default will load the log in user.

Currency - refer to the currency used when create PV.
By default will load default currency set for the company of the branch belongs to.
Applicable when the PV is made in foreign currency.
To insert foreign currency, select from the drop down list and key in exchange rate, then click Show Foreign Currency to view the exchange rate.
Amount - refer to the total amount incurred in the PV.
System will calculate it after any settlement or expenses on GL Code is submitted.

Click Save Details to proceed to payment voucher settlement or click Reset to start over again.

The new enhancement :

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Upon selecting the

Select Cashbook and click Change

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Related with Supplier ID or Customer ID

Key in Supplier ID/Customer ID or click Select for search function
Upon selecting the Supplier ID/Customer ID, the Payee's name will be detected and it will auto-fill the payee's name at the Pay To, at the bottom section, as displayed in the image

above

below

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The EMP system also auto-detects and auto-fills the Supplier GST ID and BRN for Supplier

.

13.You may choose which type of transaction or documents to be settled in create PV, namely:

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Settle Supplier Invoices

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Settle Payslips

Settle

, Supplier Credit Memo

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Settle Customer Credit Memo
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Settle Receipt
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Most of the above transactions procedures are similar as its interface.

and Customer Credit Memo are available if Supplier ID is selected
1. To settle a document, select the transaction branches(where the transaction is made) in Branch.
2. Key in supplier/customer ID, or go Select to do a fuzzy search. You may click Show Customer Name after key in a supplier/customer ID to view its name.
3. Select a date range in Date From and To to filter out transaction on specific date.
4. Click Submit to generate transaction result.
5. System will show the result based on your search.
6. To settle a transaction, simply key in the settlement amount under This payment column of the related transaction(s).
  - Auto Settle function - automatic settle the earliest transactions based on the Total Amt(Amount) entered.
  - Tick All button(aka Settle All function) - available at last column. When clicked, system will fill up the total outstanding amount to all transactions.
7. Click Submit Settlement after key in the payment amount in This payment column, system will highlight those transaction(s) with payment.
8. Click Confirm and Save to proceed the payment.

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14. Apart from transactions above, to settle expenses or post to GL code, you can refer to below session.

GL Code -

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Settle Receipt Transactions only available if Customer ID is selected

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Tax option is not available when Customer Selected

Not Related with Supplier ID or Customer ID

Key in Pay To columns which is Compulsory if the payment is not related with to any customer or supplier account

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Select GL Code → enter expenses related GL code/shorthand
Key In Pay To

-

→ Payee name of the PV
Select Bill Date

- Refer

→ refer to the billing date of expenses
Select Branch

-

→ refer to the billing branch which will also post to the P/L of that branch

.

(One branch can pay the expenses of other branch

.

)

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Key in Amount

- Bill No - Refer

→ the amount paid to payee or expenses

Remarks - any additional remarks or details to be added on for the expenses or payment

Key in GL Code Remarks → will shown at 'Remarks' column under Journal and also at 'Description' column under Document Pop Up
Key in Bill No → refer to the bill no of the payment/expenses
Set Tax

-

→ tax details and amount of the payment incurred

.
Not available when customer is selected.

After you enter the expenses details click Submit to add the item into the PV. It will appear below the Add Expenses session.

Also, you should able to see the Amount is updated and Confirm and Save button is enabled(as annotated in photo below).

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Once click Confirm and Save, system will give success message(as below) and create the PV.

Click Submit

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Amount is updated and Confirm and Save button is enabled

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Key in Cheque No / Ref No - refer to the cheque used in the PV, essential for cheque payment. Click Verify Cheque No to check if the a cheque has been used before
Key in TT No/e-Banking - refer to transaction reference no if the payment is made by bank transfer or e-banking

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Key in Remarks for any additional information → it will be shown at Payment Voucher Listing
Key in Payment Voucher Date → refer to Payment Voucher Transaction Date
Key in Source Document Date → optional date as per usage. E.g: can be use as additional date column for document received date

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Select Checked By and Approved By→ additional details for user (by default is log in user) who need more accountability on PV creation
Select Currency Base (if any) → System will auto create CM for Currency Gain and refer to EMP Configuration - Tax for auto record GST on Currency Gain/Loss (Refer to Notes below)

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Refer to Amount → for total amount incurred
Click Confirm and Save to proceed to payment voucher settlement or click Reset to start over again
Click Reset Form to start over again

Common Errors

No

Error Name

Error Cause

Solution

1.

ERROR: Pay To must have more than 2 characters!

Pay To field contain less than 2 characters or blank

in both Pay To fields(as in 5. Pay To and 13. Pay To mentioned above).

Eg. AB, 12, ZX etc

Insert at least 3 characters in Pay To column.

Eg. ABC Sdn Bhd, Tenaga Nasional Berhad

2.

ERROR: Invalid amount!

Amount field in Add expenses is blank, or contain non-numerical characters.

Eg, abc, 124hiosdf, 098.e1, 2&*( etc

Insert integer only.

NOTES on Forex Gain/Loss:

Forex Gain/Loss will NOT add in PV item , PV journal and PV AP → it will added to Supplier CM, refer to Supplier Credit Memo Listing
As Credit Memo will auto create from PV for forex gain/loss;

>> GAIN CREDIT MEMO

Dr. gain/loss amount Forex Gain Loss

Cr. Gain/loss amount

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