Create Payment Voucher

Menu Path: Finance > Payment Voucher > Create Payment Voucher

Payment voucher (PV) is used to knock off outstanding transaction such as Supplier Invoice, credit memo, customer credit memo and etc. Other expenses can be paid using payment voucher by using GL code, where system directly posts the expenses to profit / loss.

Number 1

Select Branch and click Change
Select Cashbook and click Change

Number 2

Related with Supplier ID or Customer ID

Key in Supplier ID/Customer ID or click Select for search function
Upon selecting the Supplier ID/Customer ID, the Payee's name will be detected and it will auto-fill the payee's name at the Pay To, at the bottom section, as displayed in the image below

The EMP system also auto-detects and auto-fills the Supplier GST ID and BRN for Supplier

Settle Supplier Invoices, Supplier Credit Memo and Customer Credit Memo are available if Supplier ID is selected
1. To settle a document, select the transaction branches(where the transaction is made) in Branch.
2. Key in supplier/customer ID, or go Select to do a fuzzy search. You may click Show Customer Name after key in a supplier/customer ID to view its name.
3. Select a date range in Date From and To to filter out transaction on specific date.
4. Click Submit to generate transaction result.
5. System will show the result based on your search.
6. To settle a transaction, simply key in the settlement amount under This payment column of the related transaction(s).
  - Auto Settle function - automatic settle the earliest transactions based on the Total Amt(Amount) entered.
  - Tick All button(aka Settle All function) - available at last column. When clicked, system will fill up the total outstanding amount to all transactions.
7. Click Submit Settlement after key in the payment amount in This payment column, system will highlight those transaction(s) with payment.
8. Click Confirm and Save to proceed the payment.

Settle Receipt Transactions only available if Customer ID is selected

Tax option is not available when Customer Selected

Not Related with Supplier ID or Customer ID

Key in Pay To columns which is Compulsory if the payment is not related with to any customer or supplier account

Select GL Code → enter expenses related GL code/shorthand
Key In Pay To → Payee name of the PV
Select Bill Date → refer to the billing date of expenses
Select Branch → refer to the billing branch which will also post to the P/L of that branch (One branch can pay the expenses of other branch)
Key in Amount → the amount paid to payee or expenses
Key in GL Code Remarks → will shown at 'Remarks' column under Journal and also at 'Description' column under Document Pop Up
Key in Bill No → refer to the bill no of the payment/expenses
Set Tax → tax details and amount of the payment incurred
Click Submit

Amount is updated and Confirm and Save button is enabled

Number 3

Key in Cheque No / Ref No - refer to the cheque used in the PV, essential for cheque payment. Click Verify Cheque No to check if the a cheque has been used before
Key in TT No/e-Banking - refer to transaction reference no if the payment is made by bank transfer or e-banking

Number 4

Key in Remarks for any additional information → it will be shown at Payment Voucher Listing
Key in Payment Voucher Date → refer to Payment Voucher Transaction Date
Key in Source Document Date → optional date as per usage. E.g: can be use as additional date column for document received date

Number 5 and Number 6

Select Checked By and Approved By→ additional details for user (by default is log in user) who need more accountability on PV creation
Select Currency Base (if any) → System will auto create CM for Currency Gain and refer to EMP Configuration - Tax for auto record GST on Currency Gain/Loss (Refer to Notes below)

Refer to Amount → for total amount incurred
Click Confirm and Save to proceed to payment voucher settlement or click Reset to start over again
Click Reset Form to start over again

Common Errors

No

Error Name

Error Cause

Solution

1.

ERROR: Pay To must have more than 2 characters!

Pay To field contain less than 2 characters or blank

in both Pay To fields(as in 5. Pay To and 13. Pay To mentioned above).

Eg. AB, 12, ZX etc

Insert at least 3 characters in Pay To column.

Eg. ABC Sdn Bhd, Tenaga Nasional Berhad

2.

ERROR: Invalid amount!

Amount field in Add expenses is blank, or contain non-numerical characters.

Eg, abc, 124hiosdf, 098.e1, 2&*( etc

Insert integer only.

NOTES on Forex Gain/Loss:

Forex Gain/Loss will NOT add in PV item , PV journal and PV AP → it will added to Supplier CM, refer to Supplier Credit Memo Listing
As Credit Memo will auto create from PV for forex gain/loss;

>> GAIN CREDIT MEMO

Dr. gain/loss amount Forex Gain Loss

Cr. Gain/loss amount