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Payment Cheque in Library Management

In Library Management, the Payment Cheque process is used when the library makes payments to vendors or book suppliers via cheque—for example, during the procurement of books, journals, furniture, or digital resources. This feature helps record and manage all cheque-based transactions made by the library in a transparent and traceable manner.
It ensures that all payments issued for library purchases are properly documented, approved, and linked to the respective purchase orders or requisitions.

Key Features​

  • Cheque Payment Against Book Purchase – Link cheque to vendor invoice or purchase order
  • Multiple Bank Support – Manage payments from different library bank accounts
  • Cheque Lifecycle Tracking – From issuance to clearance or cancellation
  • Approval Workflow – Issue cheques only after approval
  • Link to Budget/Expense Head – Track payment against library budget
  • Reports for Auditing & Reconciliation – Cheque logs for audit or financial review
  • Role-Based Access – Restrict payment authority to assigned library/accounts roles

Why Should Library Staff Use This?​

This feature is critical for maintaining financial accountability in the library’s procurement process. It allows:

  • Accurate tracking of vendor payments
  • Avoiding duplicate or unauthorized cheque issuance
  • Simplified reconciliation with financial or audit departments
  • Linking payments directly to book requisitions or purchase entries
  • Transparency in how the library’s allocated budget is used

Steps to Utilize this Feature in PrismERP (Library Module)​

Initiate a Purchase​

  • Create a purchase entry for books or materials
  • Submit for approval if workflow is enabled

Generate a Vendor Bill​

  • Select the vendor and link the library purchase order
  • Confirm bill amount and due date

Issue Cheque Payment​

  • Select Payment Mode: "Cheque"
  • Choose bank, cheque number, amount, and payee (vendor)
  • Save and print if needed

Track & Reconcile​

  • Use the Cheque Register to track status
  • Update status to “Cleared” once bank confirms processing

Generate Financial Reports​

  • Filter by vendor, bank, or date range