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Vouchers

According to accounting principles, there are four main types of vouchers:

  1. Payment Voucher
  2. Receive Voucher
  3. Contra Voucher
  4. Journal Voucher

PrismERP follows this standard but also offers additional customized vouchers to streamline the voucher process. These include:

  • Expense Voucher
  • Advance Receive Vouchers
  • Payment Journal
  • Receipt Journal
  • Receipt for Multi-Customer
  • Receipt for SO
  • Payment for SO

1) Payment Voucher​

A payment voucher is used for vendor payments and serves as proof of a financial transaction. It can also be created against a due purchase order (PO).

Navigation Voucher Payment

Required Fields:

  • Date: Creation date
  • Amount: Payment amount
  • Payment Method: Cash, cheque, bank deposit, card
  • Reference Voucher: If related to a PO
  • Party Type: Type of payee (usually Vendor)
  • Vendor: Vendor name
  • Branch: Branch selection
  • Account Information: Debit/Credit selection for correct financial entry

After creating the voucher, it appears in a pending state (exclamation icon). You need to accept the voucher for financial processing.

2) Receive Voucher​

A receive voucher is generated when money is received from a party (usually a customer).

Navigation Voucher Receipt

Required Fields:

  • Date: Entry date
  • Amount: Amount received
  • Payment Method: Cash, cheque, card, etc.
  • Reference Voucher: If linked to a sale order
  • Collection Person: Optional field
  • Party Type: Usually Customer
  • Customer: Customer name
  • Branch: Branch selection
  • Receipt Book & Leaf: Assign a receipt book/page number if applicable
  • Account Information: Debit/Credit selection

The receipt voucher is generated as RV-xxxx and remains in pending state until accepted.

3) Contra Voucher​

Used for transferring cash between accounts (e.g., bank to cash, one bank to another).

Navigation Voucher Contra

Required Fields:

  • Date: Entry date
  • Amount: Transfer amount
  • Payment Method: Payment type
  • Party Type: Type of party transferring funds
  • Debit Account: Account where funds are coming from
  • Credit Account: Account where funds are being deposited

After creation, it remains in pending state until accepted.

4) Journal Voucher​

Used for transactions unrelated to sales, purchases, cash, or bank activities. Common uses:

  • Opening balances
  • Fixed asset purchases/sales on credit
  • Depreciation entries
  • Business expense purchases on credit
  • Adjustment, closing, correction, and transfer entries
  • Accrual income and provisions

Navigation Vouchers Journal Voucher

Additional Customized Vouchers in PrismERP​

1) Expense Voucher​

Used for company expenses. The debit account will be Expense Account, and the credit account will be Accounts Payable.

2) Advance Receive Voucher​

Records advance payments received from customers.

Navigation Voucher Advance Receive

The main difference from a normal receipt voucher is that the product and total amount must be specified.

3) Receipt for Multi-Customers​

Creates a receipt voucher for multiple customers simultaneously.

Navigation Vouchers New Receipt for Multi Customers

  • Multiple vouchers can be generated against selected accounts.
  • Enter details such as date, amount, party, collection person.
  • Voucher will be RV-xxx and needs to be accepted.

4) Receipt Against Multiple Sale Orders​

Allows receiving payments for multiple sale orders from a single customer.

Navigation Vouchers Receipt for SO

  • Select a customer.
  • The system displays all sale orders and their respective paid/due amounts.
  • Partial payments can be recorded, and the system will automatically distribute amounts.

PrismERP’s voucher system ensures streamlined financial tracking and accurate reporting, supporting both standard and customized business needs.