Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Receipt Payment Voucher preparation options.
Before we begin, let us understand about the need of Receipt Payment Voucher Entry and the relevance of this particular activity.
Apart from payment receipts from customers, you may receive some miscellaneous payments like sale of shares & securities, sale of fixed assets etc. which you need to account for in your books of accounts.
Similarly, apart from payment made to vendors, you will make other payments like administrative expenses, purchase of fixed assets etc. which you need to account for in your books of accounts.
Therefore, you can enter your all receipts and payments, other than receipt from a customer and payment to vendor, through this module.
Alignbooks recommend not to enter payments receipt from customers through this modules and use Payment Receipt menu under Sales module to enter all receipts from customers. Similarly, payments to vendors should be enter through payment option under purchase menu. This will allow you to generate advance reports on your customers / vendors like aging analysis, bill wise outstanding etc. However, if you do not want to generate such advance reports, you can enter such payments through this module.
You can create a Receipt Payment Voucher under Finance Module of AlignBooks.
The key functions of Receipt Payment Voucher Module are:
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Creation of a New Receipt Payment Voucher,
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Modification of an existing Receipt Payment Voucher;
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Deletion of an existing Receipt Payment Voucher.
Configuration
AlignBooks provide you the facility to configure your Receipt Payment documents with respect to choice of linking with parent document, choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc.
Let’s now understand how to create a New Receipt Payment Voucher in simple steps
You have three ways to prepare a Receipt Payment Voucher;
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Enter fresh data for the first time;
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Open an existing document and use the “Copy” feature of AlignBooks to make the necessary changes. This will save your time and efforts;
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If you have data in an Excel Format, Import data and make the required changes.
Let’s enter the fresh set of data for the first time;
 Receipt Mode : Select the relevant option from the drop down list if you want to categorize the voucher and also based on the mode selection, the list of ledger in the detail table is filtered Like "ExpenseVoucher" then the Ledger list will be displayed with Expense nature. |
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 Category : If you are want to classify your document in different categories, select the applicable category from the drop down menu. For Example if you want to maintain Expenses wise classification of Vouchers you can create brand names in category. You can Add, Edit or Delete a Category by following the process described under Location Tab.
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 Cash Bank Posting : Select from the drop down whether you want voucher posting in cash / bank book on single line basis or multiple line basis i.e. single entry of voucher even though there are multiple accounts in voucher or separate entry for each and every account of voucher. |
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 Cash Bank A/C : Select a Cash/Bank account from the dropdown menu. You can Add, Edit or Delete a Cash Bank A/c by following the process described under Location Tab. |
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 Voucher No : System will generate voucher number based on the Voucher Numbering configuration, if you have opted to maintain "auto prefix” and “auto numbering”.Prefix : While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on  Icon or  option within the dropdown menu and input a name. This field will not be available if you have opted "Not required".
Number: While configuring your document, if you have opted to “maintain manual numbering”, enter a document number here.
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 Date : Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function. |
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 Conversion Rate : Under this field, System will automatically get the conversion rate from currency master, if already created by you. If you wish to change the currency conversion rate for this particular document, you can do the same here. |
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 Reference Number : Here Enter the Reference Number. |
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 Fill Pending PDC : Click this button to fill the details of pending PDC Cheque received / Issued to the detail table. |
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 Finance Detail Grid : So far we have entered the relevant details to clearly identify the Receipt Payment Voucher. We will now enter the specific ledger details to generate a Receipt Payment Voucher;
 : Click here to add a Row to the table. You can also add a row by clicking on “Add Lines” : Click here to delete a row from the table.Ledger : Select a Ledger from the drop down list. Click on  to add a new Ledger.
Party : If ledger selected by you is Customer / vendor control ledger, select a customer/vendor from the drop down menu.
Debit/Credit : Select from drop down Dr. or Cr. i.e. the selected ledger is to be debited or credited. The counter effect will automatically be given to Cash/Bank ledger selected above.
Amount : Enter the amount to be Debited / Credited. If the payment is received / made in foreign currency , enter the amount in that currency only without converting it in local currency. For example if you have paid $ 41625, you should enter 41625.
Amount : Here is displayed the amount converted into Local currency. System will calculate the Amount in LC automatically i.e. with the Amount in FC x conversion rate.
Remark : If you wish to put any remark against this transaction, enter here.
Bank Ref : Enter the issuing party bank reference, if applicable.
Cheque No. : Enter the cheque No., if applicable
Cheque Date : Enter the cheque Date, if applicable
Beneficiary : Enter the beneficiary name, if applicable.
Attribute : These fields are available only if you have selected to use attributes in General Ledgers (Finance Attributes).
The field will be active only if a attribute is linked with the ledger selected by you.
Same way you can enter multiple rows.
On the bottom right corner of the voucher, you can see total of Debits and credits in voucher entered by you. The total amount is shown both in Foreign and Local currency
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 Attribute Panel : System will open a new Input Panel to enter the details like Debit/Credit, Amount, remarks and Attribute and tender details etc., the input of all fields will be transferred to Finance Detail Table. You can also click on the Icon to open the Input Panel, This Input Panel feature helps to reduce the unnecessary scrolling in Finance Detail Table to input detail of the mentioned fields. Click here Input Panel - Attribute to know more about this utility. |
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 Investment Panel If selected Ledger is Under "Non-Current Investments" , System will open a new Input Panel to enter the details of Investment like Type of securities with their quantity. You can select the investment ledger/master along with financial values and quantities in separate fields. You can also click on the Icon to open the Input Panel, Click here Input Panel - Investment to know more about this utility. You can add a new Investment Master by clicking on Icon or option within the dropdown menu.
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 Add New Row to Table : Click this button to add new row. |
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 Remarks : Input here a detailed narration pertaining to the voucher. |
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 Attachment : Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of relevant document. You can browse the location to attach the same. Click on “X” to remove the attachment. |
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 Save Voucher : Click on the button to save the document prepared by you. |
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 Print Voucher : Click on this button to save voucher and Print the document prepared by you. Click here “Print Utility”, to know more about this utility. |
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You have completed creation of New Receipt Payment Voucher.
 Clear Detail : Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data. |
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 Mail / SMS : Click on this Button, If you want to send a Email (with Attachment). Click on  beside Mail and click on Email Link (Email with Link included for Document Print) or click SMS. |
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 Schedule Document : If you want to create a schedule for this document, click on  . Click here “Schedule a Document”, to know more about this utility. |
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 Document History : Click here to know the History of the Document for date and time of creation / modification / delete / cancel / restore. This  button will be active only when document is open an existing document and when Manage Document History : “ON” in General Setup. |
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 Import Voucher (Excel File) : Click on this button to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility. |
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 Open Document : Click here to open an existing Receipt Payment Voucher. Click here “Open a Document”, to know more about this utility. |
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 Delete Document : If you wish to delete any existing voucher, open an existing voucher and specify the reason for delete in "Edit Remark" field then Click on this button  to delete the Voucher. |
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 Copy Document : Click here to copy the values from an existing Receipt Payment Voucher. Click here “Copy from a Document”, to know more about this utility. |
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 Cancel Document : If you wish to cancel any existing voucher, open an existing voucher and specify the reason for cancel in " Edit Remark" field then Click here  to Cancel the Voucher. when you cancel a document then document status will update as "Cancel" and All financial / stock impact (whichever applicable) will reverse for this voucher. |
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 Restore Document : If you wish to restore any existing voucher, open an existing voucher and specify the reason for restore in " Edit Remark" field then Click here  to Restore the Voucher. when you Restore a document then document status will update as "Open" and All financial/stock impact (whichever applicable) will be restored for this voucher. |
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We hope you enjoyed this tutorial. Please give us a call for further help. Happy Aligning!
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