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Enter a payment for a voucher with a pre-defined voucher amount

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Prerequisites
The following needs to be set up and defined:

  • Create a payment document for which:
    • a pseudo account is defined for automatic contra booking, Check balance is set to YES, G/L postings panel is set to NO and Reverse sign is set to YES.
  • Create a voucher type for which:
    • Check voucher amount is set to YES, and the Enter A/R payment routine is set as the voucher’s default routine.
  • Create a voucher template (called e.g. CHECK_AMT) as a copy of the SYSTEM template for which the display attributes of Amount to apply is set to YES.
    • Additionally, which applies here, the voucher type that you create is defined as the default value for the Voucher type field for the template.
  1. Select the Work with open batches menu item.
  2. On the main panel, click Add.
  3. You access Work with vouchers in batch, Batch and voucher headers. The following fields are relevant here:
    4. Amount to apply
    Enter the amount which is expected to be entered for the voucher. The system will validate if this amount matches the sum of all registered voucher amounts.
    In system currency
    Indicate if the amount in Amount to apply is entered in system currency.

    Click Select template and select the voucher template CHECK_AMT. For detailed information, see Select a new template.

    Enter the voucher amount in Amount to apply. Let us consider here that three payments of 1000 GBP, 300 GBP, and 200 GBP have been received. Hence, enter the voucher amount as 1500 GBP. Click OK.

  4. You access Work with transactions in voucher, A/R payment. Enter a first payment of 1000 GBP. For detailed information, see Enter a payment and settle it manually. Similarly, enter a second payment of 300 GBP. For the third payment, let us assume that you enter 2000 GBP instead of the correct amount of 200 GBP. After entering all three payments, click Back on the A/R payment panel.
  5. You access Work with transactions in voucher. All three payments that you created are displayed on this panel. Click Back.
  6. You access Work with vouchers in batch. Error code E (Error) indicates that the voucher is in error. This is because the voucher amount is 1500 GBP whereas the sum of all registered transaction amounts for the voucher is 3300 GBP, which is shown in Actual batch amount. To correct the error, do as follows:
  7. Select the voucher and click Transactions.
  8. You access Work with transactions in voucher. Select the erroneous payment and click Change.
  9. You access Work with transactions in voucher, A/R payment. Complete the following fields:
    10. Transaction amount
    Change the transaction amount to 200 GBP.
    System amount
    Change the system amount to 200 GBP.

    Click OK.

  10. You access Work with transactions in voucher. Click Back.
  11. You access Work with vouchers in batch. The error code for the voucher is blank meaning the voucher is error free. This is because now the voucher amount is equal to the sum of all registered payments in the voucher, i.e. 1500 GBP. Exit the routine.

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