Inputting Payment Voucher

Modified on Thu, 18 Jan at 11:43 PM

Payments are entered via the Input Payment Voucher screen under the Accounts Payable module. The entry process is done on two entry screens, the first is input payment voucher and the second is an allocation screen.

Main Menu > Accounting > Accounts Payable > Input Payment Voucher OR Menu bar > Transactions > Input Payment Voucher

ℹ️ Using what is known as “payment vouchers” is a way of recording and tracking payments in a system. When a payment is entered in the system, a payment voucher is raised and the entry is given a unique voucher number. This means that you can enter a payment in the system regardless of its payment status, ie you can enter both unpaid and paid payments in the system. You can track payments via the voucher number and easily see where the payment is in the process, ie paid, unpaid, reversed etc.

Step-by-step guide

To input a payment voucher:

Enter the office where the payment is being drawn. If you only have one office, you can leave this blank.
Enter the Bank number from where the cheque has to come. Usually either:
"11" - Office Account
"21" - Trust Account
Select the purchase order payment that is to be attributed to, if applicable. If you don’t use purchase orders, leave this blank.
Enter the Date of original invoice (or date of drawing the cheque).
Enter an Entity ID for the person or organisation being paid, or you can look for the entity by selecting the ellipsis (…) lookup. entity SUNDRY can be usedas the payee of miscellaneous monies or one-off payments where you are unlikely to pay this entity again.
Input the Reference No for payment. This may be the invoice number or the customer number. A reference number must be entered for direct deposits. You can also enter text in this field.
Enter ABN number of creditor.
You can link an invoice to the voucher by either selecting Folio or File options. Folio looks for the document within the LawMaster system,: file looks for the document on your computer.
You can select from the following options:
P - Already Paid Y - Pay now (print cheque)
S - Pay (by cheque) Singly by Due Date
B - Pay with other items for creditor by due date
D - Direct Bank Deposit (bulk)
E - Direct Bank Deposit (single)
X - Pre-paid Direct Deposit
Enter a narrative for the payment by selecting an appropriate disbursement code via the ellipsis (…) lookup or this can be manually typed.
The Gross Invoice Amount is is the total amount of the payment, including GST.
The GST is the GST portion of the gross invoice amount. This is automatically calculated by the system but may be overridden, if required. (The system will not allow a GST entry greater than the maximum GST percentage i.e. 10% in Australia and 15% in New Zealand.)
If the payment is already made, enter the cheque number for the payment.
If a due date is being used for payment at a later time, this field will not be available for entry.
If the payment is via direct deposit, then the cheque number will be generated by the system.
Enter the date the payment is due or the processing date on the cheque.
Click OK to save your voucher entry.

This now opens the Voucher Allocations screen