Create Payment Voucher

Menu Path: Finance > Payment Voucher > Create Payment Voucher

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.

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

Upon selecting the Supplier 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

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:

Settle Supplier Invoices
Settle Payslips
Settle Supplier Credit Memo

Settle Customer Credit Memo
Settle Receipt

Most of the above transactions procedures are similar as its interface.

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).
  1. Auto Settle function - automatic settle the earliest transactions based on the Total Amt(Amount) entered.
  2. 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.

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

GL Code - enter expenses related GL code/shorthand
Pay To - Payee name of the PV
Bill Date - Refer to the billing date of expenses
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.

Amount - the amount paid to payee or expenses
Remarks - any additional remarks or details to be added on for the expenses or payment
Bill No - Refer to the bill no of the payment/expenses
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).