¶ Payment Out
Usage: This screen is used to record all cash amounts or transfers paid or disbursed by the company.
¶ Preconditions
- User must have the necessary permissions to access and perform payment out transactions.
- User must navigate to Finance Module > Transactions > Payment Out > Add.
When you enter the screen, you are typically in search or view mode, where you can view or filter existing disbursements.
- Search: This general field searches for a specific disbursement voucher using a code or part of the description.
- Date Search: A field (or two fields, “From Date” and “To Date”) to filter disbursements by their creation date or disbursement date.
- Payment Center: A field to filter vouchers by payment center (cost center or entity incurring the expense).
- Payment Center Details: A field for more precise filtering based on payment center details.
- Bank Accounts: A field to filter vouchers by the bank account or treasury from which the disbursements were made.
- Status: A field to filter vouchers by their status (e.g., approved, pending, canceled, paid).
- View: A button to click after specifying search/filter criteria to view the results.
- Export: A button to export the displayed data (usually to an Excel or PDF file) for external use or archiving.
- Actions (Details - Print): These icons or buttons typically appear next to each record (disbursement voucher) in the results list.
- Details: Displays all details of the disbursement voucher in read-only mode. (If you want to edit, there may be an edit icon within the details page, or edits may not be allowed after approval.)
- Print: Prints the disbursement voucher.
- (Note: “Edit” and “Delete” are not directly mentioned in this list, but they are usually essential functions and can be accessed through the details page or require special permissions.)
- Sequence button: This button or section relates to the automatic disbursement voucher numbering settings.
- Status: Indicates the status of the sequence setting (enabled/disabled).
- Allowed indicator: May indicate whether this sequence can be manually edited.
- Sequence applies to (Company - Branch * - Unit - Screen): Specifies the scope of the sequence (whether it is company-wide, a specific branch, an organizational unit, or only on this screen). Branch indicates that the branch can be selected.
- Sequence Type (Annual, Monthly, Daily, Continuous): Specifies how the vouchers are renumbered (e.g., starting at 1 each year, each month, each day, or continuing incrementally without resetting).
- Part: This may be a field to add a fixed part to the beginning or end of the sequence (e.g., “Disburse-” or “-2025”).
- Value: The current number of the sequence (i.e., the last number used).
- Option: This may be an additional option to control the behavior of the sequence.
- Actions (Delete): To delete the sequence setting.
¶ Explanation of screen elements when clicking the “Create” button (interface for creating a new disbursement voucher):
When you click the “Create” button (usually a large, clearly marked button), you will be taken to an interface for entering data for a new disbursement voucher:
- Code: The disbursement voucher number, which may be manually entered or automatically generated based on the sequence settings.
- Date*: The date the disbursement occurred. This is usually a mandatory field.
- Description: A brief description of the disbursement voucher (e.g., “Pay Vendor Invoice No. 456”, “Administrative Expenses”).
- Payment Center*: The entity or department to which the disbursement will be linked and which bears the expense (often a mandatory field).
- Payment Center Details*: Additional details about the payment center (often a mandatory field).
- Currency: The currency in which the disbursement was made (appears automatically based on the bank account or can be selected).
- Rate: (or exchange rate) If the currency is different from the system’s base currency, this field is used to enter the exchange rate to convert the amount to the base currency.
- Current Balance: This may refer to the current balance of the selected bank account or treasury before deducting this disbursement.
- Total Amount Paid: The total amount disbursed in this voucher.
- New Balance: The expected balance of the bank account or treasury after deducting this disbursement (calculated automatically).
- “Add Line”: This button is used to add multiple items within the same disbursement voucher. For example, if the voucher includes payments to multiple accounts or using different payment methods, you can add a line for each payment.
¶ Payment Details (per line)
- Amount: The value of the selected item from the payment.
- Payment Method: The method by which this amount will be disbursed (cash, check, bank transfer, credit card, etc.).
- Payment Method Details: Additional details about the payment method (e.g., check number, issuing bank name, transfer number).
- Paid By: Name or code of the payment recipient (e.g., supplier name, employee name).
- Paid By Details: Additional details about the recipient.
- Associated GL Account: The corresponding account in the General Ledger to which this amount will be posted (e.g., general expenses account, supplier accounts).
- Cost Center: The cost center associated with this item if expenses need to be tracked by cost centers.
- Notes: Any additional notes specific to this disbursement item.
- Actions (Delete): A button to delete this specific item if there are multiple items within a single disbursement voucher.
Save: A button to save all entered data and create a disbursement voucher.