Overview
Revenue management allows users to analyze sales data and facilitates timely collection of amounts owing. The Revenues module also has an effective billing system, through which exact amounts owed to the organization can be tracked at any time.
A Revenue Voucher is a record of the sale of goods or services, defining the terms of a sales transaction and itemizing the item(s) sold. The Revenue Voucher creates the sales voucher that helps track amounts owed to the organization by its customers.
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Revenue Management ► Revenue Voucher
Revenue Voucher Screen Fields
| Fields | Description |
| Code | Unique identification code, visible to user, auto-generated by system. |
| Workflow Status | This field is updated by system which depends on the worflow configuration setting for this entity. Stages are: Created, Approval requested, Approved, Cancelled and Rejected. |
| Fiscal Year | Fiscal year to which the invoice relates. |
| Fiscal Period | Fiscal period to which the invoice relates. |
| Voucher Date | Current date entered by system by default. |
| Aging Date | The default is the current system date, but it can be modified. The Aging Date is used for reference in the Aged Receivables Report and in statements. |
| Institution | Institution for the Revenue Voucher. |
| Collection Agency | Collection agency code is entered in this field. |
| Revenue Voucher Classification | Users classify the Revenue Voucher according to the Organization needs. |
| Invoice Type | Type of invoice is mentioned. It refers to either cash invoice or credit invoice. |
| National Collection Officers | Combo box to select Name of the Officer. |
| Posting Status | Posting Satus may be saved or Temp Saved. |
| Temp | Serial number generated by the system when the voucher is temp saved. |
| Not Posted Reason | The user will select a reason for not posting the voucher when voucher is Temp Saved, the field should be cleared automatically when the voucher is completely saved. |
| Origin | Origin responsible for the creation of the Revenue Invoice. |
| Batch Number | Read only field and it shows the Batch Number for imported Journal Vouchers. |
| Customer | Customer code is to be entered in this field. By filling this field, the following attributes in the Invoice will be automatically defaulted by the values defined in the Customer entity: Payment Method, Payment Term, Bank account, GL Offset code, Currency and Sold to Customer. |
| Sold To Customer | If the Invoice will be in different Customer Name, the user can select the Sold To Customer Code. The Invoice will be charged on the Customer Code, a hyperlink to be provided to drill down to the Customer screen, a new window to be opened to display the attributes from the Customer entity. The system should provide a lookup form to allow the user to search for a Customer using different criteria. |
| Vendor | Allow user to select vendor from look up field. |
| Currency | To allow the user to select the Voucher Currency. If the Currency is defined in the relevant Customer, then Default is the Customer’s Currency, else Default is Domestic Currency. |
| Exchange Rate | Will show the latest active exchange rate for the selected currency which is linked to Expenditures , users can change the rate if allowed in the currency parameter, otherwise this field will be ‘Display only’ and updated only by the system when the currency is selected. Default is 1. |
| Is Template? | To indicate if the Invoice can be used as template for recurring vouchers. Default value is false. |
| Template Name | To enter the template name that can be used for retrieval. |
| Recurs on Next Period? | An indicator to automatically duplicate the Invoice next period and Temp Save it upon period closing. Default is no. |
| Revenue Voucher Domestic Amount | Displays the total domestic amount of all Invoice Items. |
| Revenue Voucher Foreign Amount | Displays the total foreign amount of all Invoice Items. |
| Domestic Tax Amount | Displays the total domestic tax amount of all Invoice Items. |
| Foreign Tax Amount | Displays the total foreign tax amount of all Invoice Items. |
| Revenue Voucher Total Domestic Amount | Displays summation of Invoice Domestic Amount and Domestic Tax Amount. |
| Revenue Voucher Total Foreign Amount | Displays summation of Invoice Foreign Amount and Foreign Tax Amount. |
| Received Domestic Amount | Field will be updated by the system when a Receipt Voucher applied against the current invoice is created and approved. Default is Zero. |
| Received Foreign Amount | Field will be updated by the system when a Receipt Voucher applied against the current invoice is created and approved. Default is Zero. |
| Outstanding Domestic Amount | Field will be calculated by the system equals Invoice Total Domestic Amount - Received Domestic Amount. |
| Outstanding Foreign Amount | Field will be calculated by the system equals Invoice Total Foreign Amount - Received Foreign Amount. |
| Journal Voucher | This read only field shows the ID of theJournal Voucher auto-generated when the Invoice is approved. JV ID will be populated by the system. |
| Is Automatically Generated? | To indicate if the Invoice was Automatically Generated by the system through other function or manually created by the user, default is False. If the value of this attribute is True, then the system will not allow editing the Invoice. |
| Paid Status | Field updated automatically by the system when a Cash Receipt is received against the Invoice. Values may be either Yes, no , partially. If ‘Invoice Type’ equals ‘Cash’ then the value of ‘Paid’ equals Yes, else default value is No. |
| Payment Method | Field will be updated automatically if defined within the Customer information, otherwise default will be as defined in the Revenue Parameters. |
| Payment Location | Default value will be populated automatically from the selected customer information Default value will be populated automatically from the selected institution, if not defined in the Institution then default will populated be as defined in the Revenue Parameters. |
| Payment Mode | Default value will be populated automatically from the selected customer information if defined, if not defined in the Customer, it will be populated from the selected institution, if not defined in the Institution then default will populated be as defined in the Revenue parameters. |
| Treasury Bank Account | Government’s Bank Account where the payment will be Deposited. Only Bank Accounts (linked to the selected treasury bank account) having the currency same as the voucher currency will be allowed. |
| Offset Code | Accounts Receivable, not required if the Invoice Type is Cash. If Selected GL Offsetcode has a currency, such currency should match with currency of the Invoice. |
| Payment Term | Not required if the Invoice Type is Cash. If Invoice Type is Credit, user can select it or leave it blank. If Invoice Type is Credit and Customer Information has Payment Terms, system will default it. |
| Is On Hold? | Indicator if the Invoice is on hold. Default is No. |
| Bank Deposit | This attribute will be used for reconciliation purposes. |
| Correction | Indicator that Invoice is a correction. |
| Correction Invoice Voucher | “Read Only Field” will be updated automatically by the system if the IV is corrected through the correction function. Default is Blank. |
| Invoice Status | Closed Domain, (Possible values: 'Active', 'In Tracing', 'With Collection Agency', 'Disputed', 'Deliquent' and 'To Be Written Off') |
| Bank Deposit Date | Display only field, automatically populated when deposit is being made. This attribute is used for reconciliation purposes. |
| Created By | Populated automatically by the system at creation time of the record. Refers to the user who created the invoice. |
| Created On | Populated automatically by the system at creation time of the record. Date on which invoice is created. |
| Is Revolving Fund | This attribute indicate if IV is used for Reimbursement operation of Revolving Funds |
| Financial Source | Close Domain. possible values 'DONATIONS', 'LOANS'. By Default Blank Value |
| Description | Description regarding Invoices. |
| Revenue Voucher Items Tab | Collection of one to many Invoice line items. |
| Revenue Voucher Payment Details Tab | Collection of one to many payment details. Default as per the selected Payment Terms. |
| Attachments Tab | Collection of zero to more attachments, which will be used as supporting documents. |
Overview
Collection of zero to more attachments related to Invoice, which will be used as supporting documents.
Attachment Tab Screen Fields
| Fields | Description |
| Id | Consecutive number auto generated by the system. It will be unique within the system. Visible to the user. |
| Attachment Classification | The format of the attachment. It allows the user to select the document type. |
| Title | Title of the attachment. |
| Description | A brief description of the attachment. |
| Attachment | It allows the user to select the attachment file. |
| Date Time | It displays the current system date and time of the attachment creation. |
| Date | Attachment date selects the date from the calendar feature. |
| User | User information of the attachment creation. |
Overview
Collection of one to many Revenue Voucher line items is entered in this screen.
Revenue Voucher Items Screen Fields
| Fields | Description |
| Serial Number | Serial number of Invoice line items. |
| Description | Description of invoice line item. |
| Unit Of Measure | Unit of measurement for the line item. E.g. eah, metre, etc. |
| Unit Price Domestic | Price per unit in domestic currency. |
| Unit Price Foreign | Price per unit in foreign currency. |
| UACS | Coding block of invoice line item. |
| Sub Ledger Type | |
| Quantity | Quantity of invoice line item. |
| Domestic Price | Domestic invoice price of invoice line item. |
| Foreign Price | Invoice price of line item in foreign currency. |
| Revenue Voucher Item Tax Information Tab | Information regarding tax for invoice item. |
| Attachments | Collection of zero to more attachement which will be used as supporting document. |
| Pictures | Information regarding picture of line items. |
Overview
Attachments for Invoice Items as supporting documents are added through this screen.
Attachment Tab Screen Fields
| Fields | Description |
| Id | Consecutive number auto generated by the system. It will be unique within the system. Visible to the user. |
| Attachment Classification | The format of the attachment. It allows the user to select the document type. |
| Title | Title of the attachment. |
| Description | A brief description of the attachment. |
| Attachment | It allows the user to select the attachment file. |
| Date Time | It displays the current system date and time of the attachment creation. |
| Date | Attachment date selects the date from the calendar feature. |
| User | User information of the attachment creation. |
Overview
Information regarding picture of invoice line item is entered through this tab.
Picture Tab Screen Fields
| Fields | Description |
| Id | Consecutive number auto generated by the system. It will be unique within the system. Visible to the user. |
| Attachment Classification | The format of the attachment. It allows the user to select the document type. |
| Title | Title of the attachment. |
| Description | A brief description of the attachment. |
| Attachment | It allows the user to select the attachment file. |
| Date Time | It displays the current system date and time of the attachment creation. |
| Date | Attachment date selects the date from the calendar feature. |
| User | User information of the attachment creation. |
Overview
Tax information regarding Invoice line item is entered from this tab.
Revenue Voucher Item Tax Information Tab Screen Fields
| Fields | Description |
| Serial Number | Serial number of Invoice item tax information. |
| Tax | Tax Id to be selected from lookup button. |
| Price Includes Tax | Whether price include tax, is mentioned in this field. |
| Tax Percentage | Percentage or rate of tax is mentioned in this field. |
| Added/Deducted | Whether tax amount is added or deducted, to be selected from this field. |
| Tax Amount (Domestic) | Tax amount in domestic currency. |
| Tax Amount (Foreign) | Tax amount in foreign currency. |
Overview
Revenue Voucher Payment Details Tab include the details of the payment which are related to the revenue voucher.
Revenue Voucher Payment Details Tab Fields Description
| Field | Description |
| Serial Number | Display Only Filed. Auto system generated item serial number. |
| Payment Date | The date when the payment is issued. |
| Payment Amount (Domestic) | Payment Domestic Amount, default as created by the system when Payment Term is defined in the Revenue Voucher header. If the Revenue Voucher Type is ‘Cash’ then this filed is a Read only field and amount is the total Revenue Voucher domestic amount. |
| Payment Amount (Foreign) | Payment Foreign Amount, default as created by the system when Payment Term is defined in the Revenue Voucher header. If the Revenue Voucher Type is ‘Cash’ then this filed is Read only and amount is the total Revenue Voucher foreign amount. |
| Interest Rate | If the payment exceeds the due date interest rate is applied. Defaults defined in the selected Payment Term in the Revenue Voucher header. Default is zero. |
| Interest Date | The date when the system start calculating interest on the payment. Default value is the payment due date + Interest Number of Days defined in the selected Payment Term in the Debit Note header. |
| Applies Interest on Original Value | If True, the interest is calculated against the original Revenue Voucher value, if False, it is calculated against the due payment value. Default as defined in the selected Payment Term in the Revenue Voucher header. |
| Interest Amount (Domestic) | Display only field, updated by the system after the payment is released to show the Domestic interest amount if any. |
| Interest Amount (Foreign) | Display only field, updated by the system after the payment is released to show the Foreign interest amount if any. |
| Is interest Applied | Display Only Field? Updated by the system to indicate if the interest for this payment was already applied. Default is False. It is non-mandatory field. |
| Discount Rate | The discount rate that gets applied if the payment is released before the due date. Default as defined in the selected Payment Term in the Debit Note header. Zero if no value. It is mandatory field. |
| Discount Date | The date when the system start calculating discount on the payment. Default value is the payment due date + discount Number of Days defined in the selected Payment Term in the Debit Note header. |
| Applies Discount On Original Value | If True, the interest calculates against the original Debit Note value, if False, it calculates against the due payment value. Default as defined in the selected Payment Term in the Debit Note header. It is mandatory field. |
| Discount Amount (Domestic) | Display only field, updated by the system after the payment is released to show the Foreign interest amount if any. |
| Discount Amount (Foreign) | Display only field, updated by the system after the payment is released to show the Foreign interest amount if any. |
| Net Payment Amount (Domestic) | Display only field, to show the Net Domestic payment amount. Domestic Payment Amount + Interest Amount – Discount Amount. |
| Net Payment Amount (Foreign) | Display only field, to show the Net Foreign payment amount. Foreign Payment Amount + Interest Amount – Discount Amount. |
| Received Amount (Domestic) | Display only field, updates by the system when a Receipt Voucher applied against the current Payment is created and approved. Default.is Zero. If more than one receipt voucher is applied, this value cumulative of the entire received domestic amount. |
| Received Amount (Foreign) | Display only field, updates by the system when a Receipt Voucher applied against the current Payment is created and approved. Default is Zero. If more than one receipt voucher is applied, this value increasing of the entire received foreign amount. |
| Received Interest Amount Domestic | Received Interest Amount for Domestic purpose. |
| Received Interest Amount Foreign | Received Interest Amount for Foreign purpose. |
| Outstanding Amount (Domestic) | Display only field. The system calculates equal Payment Domestic Amount - Received Domestic Amount- Discount Domestic Amount. If Type of Revenue Voucher is not Cash, then this value gets by default the value as in formula of previous paragraph and this value is at all times to be used to calculate interest amount. |
| Outstanding Amount (Foreign) | Display Only Field. The system calculates by the equal Payment Foreign Amount - Received Foreign Amount- Discount Foreign Amount. If Type of Revenue Voucher is not Cash, then this value by default becomes the formula of previous paragraph and this value is at all times to be used to calculate interest amount. |
| Total Outstanding Amount Domestic | Total outstanding amount updating automatically for domestic. |
| Total Outstanding Amount Foreign | Total outstanding amount updating automatically for foreign. |
| Reference Number | Read only field, gets updated by the Payment function. If Revenue Voucher Type is ‘Cash’, this field gets updated manually by users. |
| Cheque Date | Read Only Field, gets updated by the Payment function. It is non-mandatory field. |
| Drawn on | The date when the cheque is drawn. |
| Credit Card Type | Credit Card Type of payment. |
| Credit Card Number | Read only field, gets updated by the Payment function. If Revenue Voucher Type is ‘Cash’, this field gets updated manually by users. |
| Credit Card Expiry Date | Read Only Field gets updated by the Payment function. It is non-mandatory field |
| Credit Card Confirmation Number | Read only field, gets updated by the Payment function. If Revenue Voucher Type is ‘Cash’, this field gets updated manually by users. |