Introduction/Purpose: 

In a financial management system, the objective of an expense voucher is to precisely capture and track spending, ensuring transparency, accountability, and dependable financial records.

Dependency:

• Integration with financial systems: To update the appropriate accounts, cost centres, or departments, expense vouchers must be integrated with the financial management system. Accounting and financial reporting require seamless integration and synchronisation with the Financial Accounting system.

How To Navigate To Expense Voucher: 

The navigation includes the following steps for viewing the expense voucher in the Financial Accounting system.

• Click on the transactions tab: The transactions can be accessed by clicking on the transactions tab on the side menu.

• Click on the expense voucher: The expense voucher can be accessed by clicking it from the payable section.

Listing:

An expense voucher listing in a Financial Accounting system is a feature that provides a list of all expense vouchers.

• Users can view the following information in the expense voucher listing
  • Voucher and date 
  • inv/ref and order number 
  • Vendor/supplier 
  • Purchase GL name 
  • Currency and exchange rate 
  • Taxable amount & net amount, the net amount (lc)
  • Attachment, payment, and status 

User can perform the following actions 

• Add new: The “Add new” function allows you to create and add a new expense voucher to the system. 

• Show all listing: The “Show all listing” function is to display and update a list or collection of expense vouchers within a system or interface.

• More options: The “More options” function provides the user with more actions or functionalities.

• Print records: The “Print records” function allows users to print content by opening a print dialogue or displaying a preview of the content to be printed.

• Search & Quick Search: The “Quick Search” function refers to the option that allows for detailed searches based on multiple parameters, while the ” Search” option allows for short searches based on keywords or selective terms.

Recording & Update:

Add New Expense Voucher: 

• Choose an option: The “Choose an option CoA” refers to the option where the user must select the chart of accounts with which this specific expense voucher is related.

• Select a Vendor/Supplier: “Select a vendor/supplier” refers to the option that allows users to choose the vendor or supplier who is engaged in the payment transaction.

• Currency: The “Currency” refers to the field that denotes the monetary unit for the transaction amount and reflects the currency in which the payable transaction is recorded.

• Exchange rate & date: The “Exchange date and rate” refers to the date and exchange rate used to convert the transaction amount into the reporting currency.

• Prefix voucher number & date: The “Prefix or reference number” refers to the payment transaction voucher number and the voucher date associated with the transaction.

• Billing address: The “Billing address” refers to the address to which the invoice or billing statement for the payable transaction is mailed/sent.

• Order no. & date: The “Order no & date” refers to a payment transaction that is related to a purchase order, the order number and date represent the purchase order’s date.

• Ref invoice date, no & receipt date: The “Reference invoice, date, number, and receipt date linked with the expense voucher, as well as the date when the expense voucher receipt was issued.

• Shipping & RCM: Shipping refers to the transportation or delivery information associated with the payment transaction, whereas RCM (Reverse Charge Mechanism) denotes a specific tax arrangement in which the recipient is responsible for paying the taxes rather than the provider.

• VAT withheld: The ”VAT withheld” refers to the field that specifies whether VAT was deducted or withheld from the purchase bill amount.

• Input tax credit & term: The “Input tax credit” refers to the credit received for taxes paid on purchases that can be used for future tax liability, and the terms agreed upon for the payable transaction are represented by terms.

• Due date: The “Due date” refers to which payment for the due transaction is expected to be made.

• Deal master, Profit centre, Cost centre, Quantity, Unit rate, Amount, Tax calculation, Tax group & so on: These terms refer to various details and attributes related to the receivable transaction, such as a transaction description, deal master information, allocation to profit centres or cost centres, quantity, unit rate, amount, tax calculation method, tax group, and other relevant information.

• Attachment, Narration, Tax breakup & Payment summary: These elements provide additional details and supporting information for the receivable transaction, such as attachments of relevant documents, narrations or comments, a tax breakup that shows tax components, and a payment-related information summary.

Users can perform the following actions 

• Submit: The “Submit” function allows the user to submit the required information while creating a new expense voucher.

• Discard: The “Discard” function allows the user to cancel the submission of information provided at the time of creating a new expense voucher.