Expense Voucher

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”).

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