Accounting Voucher

a)Accounting Voucher Types

Topic	Definition	Credit Account GL Classifcation	Debit Account GL Classification
Cash Payment	One of the cash accounts is to be credited	Cash	other jv
Cash Receipt	One of the cash accounts is to be debited	other jv	cash
Bank Payment	One of the bank accounts is to be credited	Bank	other jv
Bank Receipt	One of the bank accounts is to be debited	other jv	Bank
JV Entry	Only account other than cash and bank accounts to be debited and credited.	other jv	other jv
Contra Entry	Both debit and credit entries should be for either cash or bank accounts.	cash/bank	cash/bank
Inter-Branch Cash Transfer	Cash to cash account credit and debit entries between two different branch's.	Cash	cash
Inter-Branch Bank Transfer	Bank to bank account credit and debit entries between two different branch's.	bank	bank

b)Inter-Branch configuration

Navigate to Accounting>>Financial Activity Mappings and clicking on Add will land on the screen as shown in the fig1.1. This configuration will enable the selected account as suspense account in-between the cash/bank accounts of two different offices.

#	Field Name	Description
1.	Financial Activity	Here the financial activity should be selected as "Inter Branch Transfer"
2.	Account	Here the account which should be mapped to the selected financial activity should be selected

Fig 1.1 Financial Activity Mapping

c)Voucher Entry

Navigate to Accounting>>Voucher Entry, this will land on the screen as shown in the fig 1.2.

#

Field Name

Description

1.

Voucher Type

This is a drop-down field which filters by Voucher types. i.e.,

Cash payment
Cash Receipt
Bank Payment
Bank Receipt
Journal Voucher
Contra Voucher
Inter-Branch Cash Transfer
Inter-Branch Bank Transfer

Fig 1.2 Voucher Type

1. Cash Payment Voucher

Cash Payment screen will appear once the voucher type is selected as "Cash Payment" as shown in the fig 1.3. Here you need to provide voucher information as described in the table below (Table 1.1).

Voucher Information

#	Field Name	Description
1.	Voucher Type	Refer Voucher Type
2.	Select Office	Select the office where the Voucher transaction should be done.Drop down values are populated from manage office.
3.	Currency	Select the Currency. Drop down values are populated from Currency configuration
4.	Transaction date	Pick the transaction date
5.	Paid To (debit)	All the GL Account where "GL Classification" = "Other JV" will be the drop down values. This is the account where the amount will be paid to. The fields in the debit table are as follows Account - one of the other JV account should be selected Amount - The Amount to be received should be provided in this filed Action - This is a button to show the balance of the select debit account
6.	Paid From (Credit)	All the GL Account where "GL Classification" = "Cash" will be the drop down values. This is the account where the amount will be paid from. The fields in the credit table are as follows Account - one of the Cash account should be selected Amount - The Amount to be paid should be provided in this filed Action - This is a button to show the balance of the select credit account
7.	Select Bill	This field is to provide the bill name, bill description and bill attachments.
8.	Narration	This is a free text field to describe the Voucher transaction.

Table 1.1

Step 1: Create Cash Payment Voucher

Fig 1.3: Create Cash Payment Voucher

Fig 1.4: Create Cash Payment Voucher

Once the Voucher is created it will be followed by the screen with Transaction ID and Voucher Number link which is linked to the respective journal entry.

Fig 1.5: Create Cash Payment Voucher

Step 2: View Cash Payment Voucher

Reverse button is provided to reverse the transaction. Once the reverse is done the data cannot be reused but will be stored in the history.

Fig 1.6: View Cash Payment Voucher

Fig 1.7: View Cash Payment Voucher

2. Cash Receipt Voucher

Cash Receipt screen will appear once the voucher type is selected as "Cash Receipt" as shown in the fig 2.1. Here you need to provide voucher information as described in the table below (Table 2.1).

Voucher Information

#	Field Name	Description
1.	Voucher Type	Refer Voucher Type
2.	Select Office	Select the office where the Voucher transaction should be done.Drop down values are populated from manage office.
3.	Currency	Select the Currency. Drop down values are populated from Currency configuration
4.	Transaction date	Pick the transaction date
5.	Received By (debit)	All the GL Account where "GL Classification" = "Cash" will be the drop down values (refer chart of account). This is the account where the amount will be debited to(i.e, received by). The fields in the debit table are as follows Account - one of the cash account should be selected Amount - The Amount to be received should be provided in this field Action - This is a button to show the balance of the select debit account
6.	Received From (Credit)	All the GL Account where "GL Classification" = "other JV" will be the drop down values (refer chart of account). This is the account where the amount will be Credited from (i.e, received from). The fields in the debit table are as follows Account - one of the other JV account should be selected Amount - The Amount to be paid should be provided in this field Action - This is a button to show the balance of the select debit account
7.	Select Bill	This field is to provide the bill name, bill description and bill attachments.
8.	Narration	This is a free text field to describe the Voucher transaction.

Table 2.1

Step 1: Create Cash Receipt Voucher

Fig 2.1: Create Cash Receipt Voucher

Fig 2.2: Create Cash Receipt Voucher

Once the Voucher is created it will be followed by the screen with Transaction ID and Voucher Number link which is linked to the respective journal entry.

Fig 2.3: Create Cash Receipt Voucher

Step 2: View Cash Receipt Voucher

Reverse button is provided to reverse the transaction. Once the reverse is done the data cannot be reused but will be stored in the history.

Fig 2.4: View Cash Receipt Voucher

3. Bank Payment Voucher

Bank Payment screen will appear once the voucher type is selected as "Bank Payment" as shown in the fig 3.1. Here you need to provide voucher and Instrument information as described in the table below (Table 3.1 and 3.2).

Voucher Information

#	Field Name	Description
1.	Voucher Type	Refer Voucher Type
2.	Select Office	Select the office where the Voucher transaction should be done.Drop down values are populated from manage office.
3.	Currency	Select the Currency. Drop down values are populated from Currency configuration
4.	Transaction date	Pick the transaction date
5.	Paid To (debit)	All the GL Account where "GL Classification" = "Other JV" will be the drop down values (refer chart of account). This is the account where the amount will be debited to(i.e, received by). The fields in the debit table are as follows Account - one of the other JV account should be selected Amount - The Amount to be received should be provided in this field Action - This is a button to show the balance of the select debit account
6.	Paid From (Credit)	All the GL Account where "GL Classification" = "Bank" will be the drop down values (refer chart of account). This is the account where the amount will be Credited to(i.e, received from). The fields in the credit table are as follows Account - one of the bank account should be selected Amount - The Amount to be paid should be provided in this field Action - This is a button to show the balance of the select credit account
7.	Select Bill	This field is to provide the bill name, bill description and bill attachments.
8.	Narration	This is a free text field to describe the Voucher transaction.

Table 3.1

Instrument Information

#	Field Name	Description
1.	Instrument Type	Instrument Type is nothing but payment type i.e., cheque,draft,NEFT etc which is used for the transaction. All the drop down values are populated from Payment Type.
2.	Instrument No.	This is a free text field where you need to provide an instrument number (Cheque number/draft number/NEFT number).
3.	Instrument Date	Here you need to pick the date as mentioned in the instrument.
4.	Bank	Here you should provide the bank name for the provided instrument.
5.	Branch	Here you should provide the branch of the bank for the provided instrument.

Table 3.2

Step 1: Create Bank Payment Voucher

Fig 3.1: Create Bank Payment Voucher

Fig 3.2: Create Bank Payment Voucher

Once the Voucher is created it will be followed by the screen with Transaction ID and Voucher Number link which is linked to the respective journal entry.

Fig 3.3: Create Bank Payment Voucher

Step 2: View Bank Payment Voucher

Reverse button is provided to reverse the transaction. Once the reverse is done the data cannot be reused but will be stored in the history.

Fig 3.4: View Bank Payment Voucher

Edit button is provided to edit the instrument information which will over-write the previous information.

Fig 3.5: View Bank Payment Voucher

4. Bank Receipt Voucher

Bank Receipt screen will appear once the voucher type is selected as "Bank Receipt" as shown in the fig 4.1. Here you need to provide voucher and Instrument information as described in the table below (Table 4.1 and 4.2).

Voucher Information

#	Field Name	Description
1.	Voucher Type	Refer Voucher Type
2.	Select Office	Select the office where the Voucher transaction should be done.Drop down values are populated from manage office.
3.	Currency	Select the Currency. Drop down values are populated from Currency configuration
4.	Transaction date	Pick the transaction date
5.	Received By (debit)	All the GL Account where "GL Classification" = "Bank" will be the drop down values (refer chart of account). This is the account where the amount will be debited to(i.e, received by). The fields in the debit table are as follows Account - one of the Bank account should be selected Amount - The Amount to be received should be provided in this field Action - This is a button to show the balance of the select debit account
6.	Received From (Credit)	All the GL Account where "GL Classification" = "Other JV" will be the drop down values (refer chart of account). This is the account where the amount will be credited to(i.e, received from). The fields in the credit table are as follows Account - one of the other JV account should be selected Amount - The Amount to be paid should be provided in this field Action - This is a button to show the balance of the select credit account
7.	Select Bill	This field is to provide the bill name, bill description and bill attachments.
8.	Narration	This is a free text field to describe the Voucher transaction.

Table 4.1

Instrument Information

#	Field Name	Description
1.	Instrument Type	Instrument Type is nothing but payment type i.e., cheque,draft,NEFT etc which is used for the transaction. All the drop down values are populated from Payment Type.
2.	Instrument No.	This is a free text field where you need to provide an instrument number (Cheque number/draft number/NEFT number).
3.	Instrument Date	Here you need to pick the date as mentioned in the instrument.
4.	Bank	Here you should provide the bank name for the provided instrument.
5.	Branch	Here you should provide the branch of the bank for the provided instrument.

Table 4.2

Step 1: Create Cash Receipt Voucher

Fig 4.1: Create Bank Receipt Voucher

Fig 4.2: Create Bank Receipt Voucher

Once the Voucher is created it will be followed by the screen with Transaction ID and Voucher Number link which is linked to the respective journal entry

Fig 4.3: Create Bank Receipt Voucher

Step 2: View Bank Receipt Voucher

Reverse button is provided to reverse the transaction. Once the reverse is done the data cannot be reused but will be stored in the history.

Fig 4.4: View Bank Receipt Voucher

Edit Button is provided to edit the instrument information. This will over-write the previous information.

Fig 4.4: View Bank Receipt Voucher

5. Journal Voucher

Create Journal Voucher will appear once the voucher type is selected as "Journal Voucher" as shown in the fig 5.1. Here you need to provide voucher information as described in the table below (Table 5.1).

Voucher Information

#	Field Name	Description
1.	Voucher Type	Refer Voucher Type
2.	Select Office	Select the office where the Voucher transaction should be done.Drop down values are populated from manage office.
3.	Currency	Select the Currency. Drop down values are populated from Currency configuration
4.	Transaction date	Pick the transaction date
5.	GL Account(s) (Debit)	All the GL Account where "GL Classification" = "Other JV" will be the drop down values (refer chart of account). This is the account where the amount will be debited to(i.e, received by). The fields in the debit table are as follows Account - one of the other JV account should be selected Amount - The Amount to be received should be provided in this field Action - This is a button to show the balance of the select debit account
6.	GL Account(s) (Credit)	All the GL Account where "GL Classification" = "Other JV" will be the drop down values (refer chart of account). This is the account where the amount will be credited to(i.e, paid from). The fields in the debit table are as follows Account - one of the other JV account should be selected Amount - The Amount to be paid should be provided in this field Action - This is a button to show the balance of the select debit account
7.	Narration	This is a free text field to describe the Voucher transaction.

Step 1: Create Journal Voucher

Fig 5.1: Create Journal Voucher

Fig 5.2: Create Journal Voucher

Once the Voucher is created it will be followed by the screen with Transaction ID and Voucher Number link which is linked to the respective journal entry.

Fig 5.3: Create Journal Voucher

Step 2: View Journal Voucher

Reverse button is provided to reverse the transaction. Once the reverse is done the data cannot be reused but will be stored in the history.

Fig 5.4: View Journal Voucher

6. Contra Voucher

Create Contra Voucher will appear once the voucher type is selected as "Contra Voucher" as shown in the fig 6.1. Here you need to provide voucher and instrument information as described in the table below (Table 6.1 and 6.2).

Voucher Information

#	Field Name	Description
1.	Voucher Type	Refer Voucher Type
2.	Select Office	Select the office where the Voucher transaction should be done.Drop down values are populated from manage office.
3.	Currency	Select the Currency. Drop down values are populated from Currency configuration
4.	Transaction date	Pick the transaction date
5.	GL Account(s) (Debit)	All the GL Account where "GL Classification" = "Cash/Bank" will be the drop down values (refer chart of account). This is the account where the amount will be debited to. The fields in the debit table are as follows Account - one of the cash/bank account should be selected Amount - The Amount to be received should be provided in this field Action - This is a button to show the balance of the select debit account
6.	GL Account(s) (Credit)	All the GL Account where "GL Classification" = "Cash/Bank" will be the drop down values (refer chart of account). This is the account where the amount will be credited from. The fields in the credit table are as follows Account - one of the cash/bank account should be selected Amount - The Amount to be paid should be provided in this field Action - This is a button to show the balance of the select credit account
7.	Narration	This is a free text field to describe the Voucher transaction.

Table 6.1

Instrument Information

#	Field Name	Description
1.	Instrument Type	Instrument Type is nothing but payment type i.e., cheque,draft,NEFT etc which is used for the transaction. All the drop down values are populated from Payment Type.
2.	Instrument No.	This is a free text field where you need to provide an instrument number (Cheque number/draft number/NEFT number).
3.	Instrument Date	Here you need to pick the date as mentioned in the instrument.
4.	Bank	Here you should provide the bank name for the provided instrument.
5.	Branch	Here you should provide the branch of the bank for the provided instrument.

Table 6.2

Step 1: Create Contra Voucher

Fig 6.1: Create Contra Voucher

Fig 6.2: Create Contra Voucher

Once the Voucher is created it will be followed by the screen with Transaction ID and Voucher Number link which is linked to the respective journal entry

Fig 6.3: Create Contra Voucher

Step 2: View Contra Voucher

Reverse button is provided to reverse the transaction. Once the reverse is done the data cannot be reused but will be stored in the history.

Fig 6.4: View Contra Voucher

Edit Button is provided to edit the instrument information. This will over-write the previous information.

Fig 6.5: View Contra Voucher

7. Inter-Branch Cash Transfer

Create Inter-Branch Cash Transfer will appear once the voucher type is selected as " Inter-Branch Cash Transfer Voucher" as shown in the fig 7.1. Here you need to provide voucher information as described in the table below (Table 7.1).

Voucher Information

#	Field Name	Description
1.	Voucher Type	Refer Voucher Type
2.	Currency	Select the Currency. Drop down values are populated from Currency configuration
3.	Transaction date	Pick the transaction date
4.	Credit	From Office : Select the office where the Voucher transaction should be done.Drop down values are populated from manage office. From Account : All the GL Account where "GL Classification" = "Cash" will be the drop down values (refer chart of account). This is the account where the amount will be transferred from. The fields in the credit table are as follows Account - one of the cash account should be selected Amount - The Amount to be transferred should be provided in this field Action - This is a button to show the balance of the select credit account
5.	To Account	From Office : Select the office where the Voucher transaction should be done.Drop down values are populated from manage office. From Account : All the GL Account where "GL Classification" = "Cash" will be the drop down values (refer chart of account). This is the account where the amount will be transferred to. The fields in the debit table are as follows Account - one of the cash account should be selected Amount - The Amount to be transferred should be provided in this field Action - This is a button to show the balance of the select debit account
6.	Narration	This is a free text field to describe the Voucher transaction.

Table 7.1

Step 1: Create Inter-Branch Cash Transfer

Fig 7.1: Create Inter-Branch Cash Transfer

Fig 7.2: Create Inter-Branch Cash Transfer

Once the Voucher is created it will be followed by the screen with Voucher Number link for each office which is linked to the respective journal entry office wise.

Fig 7.3: Create Inter-Branch Cash Transfer

Step 2: View Inter-Branch Cash Transfer

The view page will be as shown in the fig 7.4 and fig 7.5 for Head office and finflux respectively below.

Reverse button is provided to reverse the transaction. Once the reverse is done the data cannot be reused but will be stored in the history.

Note: Transaction will be reversed office wise independently

Fig 7.4: View Inter-Branch Cash Transfer

Reverse button is provided to reverse the transaction. Once the reverse is done the data cannot be reused but will be stored in the history.

Note: Transaction will be reversed office wise independently

Fig 7.5: View Inter-Branch Cash Transfer

8. Inter-Branch Bank Transfer

Create Inter-Branch BankTransfer will appear once the voucher type is selected as " Inter-Branch Bank Transfer Voucher" as shown in the fig 8.1. Here you need to provide voucher and instrument information as described in the table below (Table 8.1 and 8.2).

Voucher Information

#	Field Name	Description
1.	Voucher Type	Refer Voucher Type
2.	Currency	Select the Currency. Drop down values are populated from Currency configuration
3.	Transaction date	Pick the transaction date
5.	Credit	From Office : Select the office where the Voucher transaction should be done.Drop down values are populated from manage office. From Account : All the GL Account where "GL Classification" = "Bank" will be the drop down values (refer chart of account). This is the account where the amount will be transferred from. The fields in the credit table are as follows Account - one of the cash account should be selected Amount - The Amount to be transferred should be provided in this field Action - This is a button to show the balance of the select credit account
7.	Debit	From Office : Select the office where the Voucher transaction should be done.Drop down values are populated from manage office. From Account : All the GL Account where "GL Classification" = "Bank" will be the drop down values (refer chart of account). This is the account where the amount will be transferred to. The fields in the debit table are as follows Account - one of the Bank account should be selected Amount - The Amount to be transferred should be provided in this field Action - This is a button to show the balance of the select debit account
8.	Narration	This is a free text field to describe the Voucher transaction.

Table 8.1

Instrument Information

#	Field Name	Description
1.	Instrument Type	Instrument Type is nothing but payment type i.e., cheque,draft,NEFT etc which is used for the transaction. All the drop down values are populated from Payment Type.
2.	Instrument No.	This is a free text field where you need to provide an instrument number (Cheque number/draft number/NEFT number).
3.	Instrument Date	Here you need to pick the date as mentioned in the instrument.
4.	Bank	Here you should provide the bank name for the provided instrument.
5.	Branch	Here you should provide the branch of the bank for the provided instrument.

Table 8.2

Step 1: Create Inter-Branch Bank Transfer

Fig 8.1: Create Inter-Branch Bank Transfer

Fig 8.2: Create Inter-Branch Bank Transfer

Once the Voucher is created it will be followed by the screen with Voucher Number link for each office which is linked to the respective journal entry office wise.

Fig 8.3: Create Inter-Branch Bank Transfer

Step 2: View Inter-Branch Bank Transfer

The view page will be as shown in the fig 8.4(a), 8.4(b), 8.5(a), 8.5(b) below.

Reverse button is provided to reverse the transaction. Once the reverse is done the data cannot be reused but will be stored in the history.

Note: Transaction will be reversed office wise independently

Fig 8.4(a): View Inter-Branch Bank Transfer

Edit Button is provided to edit the instrument information. This will over-write the previous information.

Fig 8.4(b): View Inter-Branch Bank Transfer

Reverse button is provided to reverse the transaction. Once the reverse is done the data cannot be reused but will be stored in the history.

Note: Transaction will be reversed office wise independently

Fig 8.5(a): View Inter-Branch Bank Transfer

Edit Button is provided to edit the instrument information. This will over-write the previous information.

Fig 8.5(b): View Inter-Branch Bank Transfer

d)Search Voucher

Following table gives a complete description for Accounting Voucher search criteria

#	Field	Description
1.	Voucher Type	This is a drop-down field which filters by Voucher types. i.e., Cash payment Cash Receipt Bank Payment Bank Receipt Journal Voucher Contra Voucher Inter-Branch Cash Transfer Inter-Branch Bank Transfer
2.	between	This a date picker field to filter the accounting voucher entries from the provided date
3.	and	This a date picker field to filter the accounting voucher entries till the provided date
4.	Office	This is a drop-down filed to filter the accounting voucher office-wise
5.	Voucher No.	This is a field to search the specific Voucher by providing the Voucher Number generated during the voucher transaction

By providing the required criteria and clicking on the search button will gives the result as shown in the fig 9.

Fig 9: Search Accounting Voucher

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