Objective:
The Expense Voucher function is used to record all type of expenditures of the organization. An Expense Voucher(EV) can be created manually to record non-procurement or direct expenditures or can be created automatically through other functions where expenditures are created such as Procurement, Payroll, etc. For each EV approved, the system will automatically create a corresponding debit and credit journal voucher entry. These vouchers can be viewed and verified using the Journal Vouchers function in the General Ledger module. The system will automatically update any General Ledger, Budget, Allotment and Commitment/Obligation records that are affected by the transaction.
Navigation:
Expenditures ► Expense Voucher.
Expense Voucher Screen Fields and Tabs:
| Fields | Description |
| Fiscal Year | Fiscal Year of the voucher, Default value is current (FY). |
| Fiscal Period | This allows selecting the fiscal period for the expense voucher. By default system shows the current fiscal period which is open for the transactions. |
| Voucher ID | A unique voucher ID which is generated by the system or the user can enter manually. It depends on the system setting. |
| Voucher Date | It shows the system current date automatically. The system does not allow the user to enter the future voucher date. |
| Expense Voucher Classification | It allows the user to classify the Expense Vouchers according to his needs. The user can select the voucher classification using the drop-down button. |
| Accounting Office | Users need to insert Accounting Office Code. Accounting office means division or institution. |
| Workflow Status | It shows the status of the workflow depending on the Workflow Configuration Setting. The basic stages are: ‘Created’, ‘Approval Requested’, ‘Approved’, ‘Rejected’, 'Cancelled', 'Template'. The default value is 'Created'. |
| Is Revolving Fund Execution | Indicates if EV is for execution with Revolving Funds. The default value is unchecked. |
| Posting Status | This field is a 'Display Only' field and will be updated by the system when the voucher is either saved (then the attribute is updated to Saved) or temp saved (then the attribute is updated to Temp Saved. |
| Temp Number | Serial Number generated by the system when the voucher is in Temp Saved stage. |
| Not Posted Reason | The users will select a reason for not posting the voucher when the voucher is Temp Saved, the field should be cleared automatically when the voucher is (completely saved). |
| Origin | The origin of the expense voucher. It is used by the workflow transition. |
| External Source Voucher | It is Read-only field updated by the system if the Voucher Source is ‘Other External Source”. |
| Batch Number | This is a read-only field that shows the Batch Number for imported EVs. |
| Currency | This field allows the users to select the Voucher Currency. The default value is Domestic currency. |
| Exchange Rate | It shows the current foreign currency exchange rate if the expense voucher has foreign currency. It comes from the exchange rate table. |
| Is Template | To indicate if the EV can be used as a template for recurring vouchers. |
| Template Name | Filed to mention the template name for retrieval purpose. If "Is Template" flag is true, this is a mandatory field otherwise, this is a non-mandatory field. |
| Is recur next period | An indicator to automatically duplicate the EV next period and Temp Save it upon period closing. The default is No. |
| Total Amount (Domestic) | A calculated field that Displays the Total domestic amount of all EV Items. The default value is Zero. |
| Total Gross Amount (Domestic) | The system displays the Total domestic amount of all EV Items. |
| Total Amount (Foreign) | This calculated fields displays the Total foreign amount of all EV Items. The default value is Zero. |
| Total Gross Amount (Foreign) | The system displays the Total foreign amount of all EV Items. |
| Is Automatic Generated | Indicate if the Expense Voucher was Automatically Generated by the system through other function or manually created by the user, the default value is False. If the value of this attribute is True, then the system will not allow editing the Expense Voucher. |
| Purchase Order Related Expense Voucher | Expense voucher is related to purchase order or not. If this flag is True, purchase order needs to select in the next field, called “Purchase Order”. |
| PO Uses Multiple Coding Blocks | The default value for this checkbox is False. It indicates that the related Purchase order has multiple coding blocks. |
| Revenue Refund Related Expense Voucher | This indicates the expense voucher is related to revenue refund. The default value is False. |
| Is Pre Paid | Indicates if the voucher is related to a prepaid expenditure. The default is based on the selected Accounting Method in the GL Parameters. If Cash Basis is selected, then the default value is True and the field cannot be changed by the user. Otherwise, the default value is False. |
| Paid Status | It updated automatically by the system when payment is issued against the voucher. The following are possible values: ‘No’, ‘Partially’’, ‘Yes’. If ‘Prepaid’ equals Yes then the value of ‘Paid’ equals Yes, else default value is No |
| Vendor | In this field, the user enters the vendor code for the expense voucher. The user can select the vendor using the lookup feature. |
| Is Pay Agent | It indicates that the Vendor acts as a Pay Agent to other Vendors. The default value is FALSE. |
| Pay Agent | It identifies if the Vendor acts as a Pay Agent to other Vendors. Default value FALSE |
| Invoice Number | This input box contains the Vendor’s Invoice Number, which needs to enter manually. |
| Invoice Date | Vendor’s Invoice Date. Invoice Date must be less than or equals the Expense Voucher Date. |
| Invoice Receipt Date | Invoice Receipt Date is the date mentioned on the invoice or invoice creation default current system date. Invoice Receipt Date must be greater than or equals the Invoice Date. |
| Payment Location | Location of the payment. The default value will be populated automatically from the selected vendor information if defined, if not defined in the Vendor, it will be populated from the selected Institution, if not defined in the Institution then the default populated as defined in the Expenditures Parameter. |
| Payment Mode | The default value populated automatically from the selected vendor information if defined, if not defined in the Vendor, it will be populated from the selected Institution, if not defined in the Institution then the default value populates as defined in the Expenditures Parameter. |
| Treasury Bank Account | The Bank account from which the payment will be issued. Only bank accounts linked to the selected treasury bank account and having the same currency as the voucher will be allowed. |
| Offset Code | This is the Accounts Payable GL offset code. Not required if the voucher is prepaid. The default value is populated automatically from the Vendor information. If not defined in the vendor it will be populated from the Institution and if not defined there, from the Expenditures Parameters. |
| Payment Terms | This is not required if EV is prepaid. The value will be updated from the vendor information if defined otherwise, the default will be as defined in the Expenditures Parameters. |
| Payment On Hold | This field indicates if the payment is on Hold and should not be included within the payment process. The default is No. |
| Created By | The user information who has created the Expense Voucher. |
| Created Date | The date of the Expense Voucher created. |
| Approved By | The Approver user information display after final approval of the Expense Voucher. |
| Approved Date | It shows the approval date of the Expanse Voucher. |
| Is Revolving Fund | Indicates if EV is for execution with Revolving Funds. The default value is unchecked. |
| Is Executes Project | It indicates whether the record is the execution of externally funded projects. Default value false. |
| Project External Financing | A unique identifier that identifies an ID of the project. IF the EV It does not have a document Obligation associated then Displayed through List of Values. |
| Is Linked to Disbursement | Identifies a link a Disbursement Request Voucher. Automatically generated when the process is running. |
| Disbursement Request Voucher | Unique ID that identifies a Disbursement Request Voucher. |
| Is Accounting | Indicate if EV is accounting purpose. Default Value is unchecked. |
| Is Voucher Of Correction | It is updated automatically by the system if the EV was created as a result of an Annulation of EV of correction voucher. By default it is unchecked. |
| Is Voucher Of Refund | It is updated automatically by the system if the EV is refunded through the refund function. By default it is unchecked. |
| Is Pending To Move As Floating Debt | It is controlled by rendering control and the system parameter the system will recognize automatically the Floating Debt during the fiscal year closure is True. By default it is unchecked. |
| Is Moved As Floating Debt | It is controlled by rendering control and the system parameter the system will recognize automatically the Floating Debt during the fiscal year closure is True. By default it is unchecked. |
| Document Type | A unique code that identifies the document type |
| No. Supporting document | The document number that supports the transaction. |
| Contract Number | Used to input the Contract or PO number of EV is manually created. If EV is generated from PO this field will be disabled. |
| Revolving Document | If the source voucher is a 'Revolving Fund' Hyperlink will open a 'Read Only' screen Revolving Document |
| Journal Voucher Void Correction | It shows the ID of the JV auto-generated when the EV is void. JV ID will be populated by the system user can't change its value. |
| Language | The system allows selecting the language using the drop-down list. The default language system shows as English. |
| Description | The description of the expense voucher in the selected language. |
| Expense Voucher Line Item Tab | When Expense Voucher is related to a Purchase Order, then the system automatically populates this information EV item accordingly with the values coming from GRN (amounts and quantity). The user adds the Expense voucher line items using this tab. |
| Payment Details Tab | Collection of one to many payment details. Default as per the selected Payment Terms. |
| Attachments Tab | Allows attaching files that may be relevant for the EV. Each file may have a Title, Description, Date, User, and document language (see details in document “How to Perform Common Tasks”). |
Overview
The system allows attaching files to support the purchasing process.
Attachments Tab screen fields:
Attachments screen includes the following fields:
| Fields | Description |
| Id | Consecutive number auto generated by the system. It will be unique within the system. |
| Attachment Classification | It provides privilege to the user to select the document type for example pdf, Docs, etc. |
| Language | The user can select the language from the drop-down list. The default language is English. |
| Title | Title of the Attachments |
| Description | Description of the attachments |
| Attachment | The system allows to select and upload supporting file. The file type can be: pdf, doc, xls, jpg, etc |
| Date Time | Date of attachment generated by the system. |
| Date | The user can select the date using the calendar feature. |
| User | The user information. |
Overview
When Expense Voucher is related to a Purchase Order, then the system automatically populates this entity EV item accordingly with the values coming from GRN (amounts and quantity). Users cannot change values coming from PO Item and or Good Receive/Return Note Detail.
Expense Voucher Line Item screen fields and Tab:
Fields | Description |
Serial Number | This is Auto-generated item serial number field. Starts at 1 for every new Expense Voucher. |
Amount (Domestic) | Line Item domestic amount is mentioned here. The default value is Zero. EV line item domestic amount will be populated automatically by the system if users import obligation item. In the case of EV Related to Purchase Order, EV line item domestic amount field will be automatically filled by the system against the purchase order (after adjusting Receive or Return Note). |
Amount (Foreign) | Line Item foreign amount is mentioned here. The default value is Zero. |
Credit/Debit | Allows to select credit/Debit from the dropdown list |
Tax Amount Domestic | This is display only field that shows the Domestic Tax amount calculated by the system. |
Tax Amount Foreign | This is display only field that shows the Foreign Tax amount calculated by the system. |
Net Amount Domestic | This field displays the only field that shows the Domestic net amount calculated by the system after including taxes. If all taxes included in the price, then net amount = amount. |
Net Amount Foreign | This field displays the only field that shows the foreign net amount calculated by the system after including taxes. If all taxes included in the price, then net amount = amount. |
| Refund Amount Domestic | It indicates the Total amount refunded for the voucher in domestic currency. |
| Refund Amount Foreign | It indicates the Total amount refunded for the voucher in foreign currency. |
| Is Deduction Retention | Indicate that Line Item is a Deduction. By default it is unchecked. |
| Sub Ledger Type | Read Only for the user, when a general parameter that sub-ledger is in use is TRUE. |
| Coding Block | Full Coding Block of the Expense Voucher. This is a mandatory field. Users can change the value of the coding block. |
| Is Advance Recovery | By default is unchecked. If the user checked it then the Advance Code, Advance Recovery Amount details should be input by the user. |
Language | Users can select from the languages dropdown menu to use to register the description of the EV Line Item. |
Description | Line Item Description is mentioned in this field. |
Overview
The Expense Voucher Payment Details will be used to create the Payment Distribution of the invoice amount defined in the Expense Voucher. If the payment items are manually created, the first payment item amount will default with the total invoice value, the user can change the amount. When the second payment item amount is created, the payment amount will default with the remaining invoice amount, and so on.
Expense Voucher Payment Detail Screen Fields:
Fields | Descriptions |
Serial Number | This is Auto-generated payment item serial number. Starts at 1 for every new Expense Voucher. |
Payment Due Date | Default date as per Payment Terms defined in the Expense Voucher (EV) header. Users can change payment due date. This is a mandatory field. |
Payment Amount (Domestic) | Default as created by the system based on payment terms specified in the EV header. Users can change their value. |
Payment Amount (Foreign) | Default as created by the system based on payment terms specified in the EV header. Users can change their value. |
Paid | Indicate if the payment has been paid. |
Refund | Indicate if the Payment Detail was refunded. |
Is Deduction Retention | Indicate Deduction Retention if payment is associated with a Deduction that is enabled for Payments. |
Interest Rate | The interest rate that will be applied if the payment exceeds the due date. |
Interest Date | The date when the system will start calculating interest on the payment. |
Is Interest On Original Value | If True, the interest will be calculated against the original invoice value, if False, it will be calculated against the due payment value. |
Interest Amount (Domestic) | Updated by the system after the payment is released to show the Domestic interest amount if any. |
Interest Amount (Foreign) | Updated by the system after the payment is released to show the Foreign interest amount if any. |
Discount Rate | The discount rate that will be applied if the payment is released before the due date. |
Discount Date | The date when the system will start calculating the discount on the payment. |
Is Discount On Original Value | If True, the discount will be calculated against the original invoice value, if False, it will be calculated against the due payment value. |
Discount Amount (Domestic) | Updated by the system after the payment is released to show the Domestic interest amount if any. |
Discount Amount (Foreign) | Updated by the system after the payment is released to show the Foreign interest amount if any. |
Is Suspended Payment | To indicate if the payment has been suspended through the ‘Payment Suspension’ Process. Suspended Payments will not be processed within the Payment function and cannot be released. Extracted Payments cannot be suspended. Default is False |
Net Payment Amount (Foreign) | This is calculated, display the only field to show the Net Domestic payment (cheque) amount. Domestic Payment Amount + Interest Amount – Discount Amount. |
Net Payment Amount (Domestic) | This is calculated, display the only field to show the Net Foreign payment (cheque) amount. Foreign Payment Amount + Interest Foreign Amount – Discount Foreign Amount. |
Is Extracted Payment | Display the only field to indicate if the payment has been extracted into a draft payment or released. Default=No. |
Payment Method | Updated automatically if defined within the vendor information, otherwise, a default will be as defined in the Expenditures Parameters. |
Cheque Series | Display the only field that gets updated by the Payment function. If EV is prepaid, this field gets updated manually by the user. |
Cheque Number | Display only field that gets updated by the Payment function. If EV is prepaid, this field gets updated manually by the user. |
Cheque Date | Display only field that gets updated by the Payment function. If EV is prepaid, this field gets updated manually by the user. |
Handling Indicator | Allows users to define their own indicators for the payment. |
Language | Users can select the language for payment details tab. |
Stub Details | User-defined stub details that will be printed on the cheque stub. |
Suspension Reason | The particular scenario for which the payment detail of an expense voucher is suspended |
Resume suspension reason | Activating the suspension reason again is resume suspension reason |
Journal Voucher | Redistribute costs from one or more accounts to several other accounts. Correct posting errors and record and track general ledger-related transactions posted into the system |