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Vouchers Module

6 min read

Overview #

The Vouchers Module in the ERPat system serves as a formal accounting tool for documenting internal and external financial transactions. It provides a standardized framework for creating, approving, and tracking various payment and receipt records, ensuring that every movement of funds is properly authorized and categorized.

By centralizing these records, the module maintains a clear audit trail of financial obligations and disbursements, complete with status tracking and administrative attribution.

Key Features #

  • Multi-Type Voucher Management – Support for various voucher types
  • Status Tracking – Monitor voucher status from creation to approval and payment
  • Reference Linking – Connect vouchers to related transactions and documents
  • Amount Tracking – Accurate recording of voucher amounts with currency formatting
  • Attachment Support – Attach supporting documents and files to vouchers
  • Recurring Vouchers – Support for regularly occurring voucher transactions
  • Audit Trail – Complete history of voucher creation, modifications, and approvals
  • Type Configuration – Customizable voucher types with active/inactive status management

Accessing the Vouchers Module #

  1. Log in to the ERPat System
  2. Navigate to Finance from the main sidebar
  3. Select Vouchers from the finance menu

Voucher Entries Listing Page #

The Entries Listing Page provides a summarized view of all generated vouchers with the following columns:

  • Voucher ID – Unique system-generated identifier
  • Type – The classification of the voucher
  • Reference ID – A secondary ID used to link the voucher to external invoices or files.
  • Amount – The total monetary value documented by the voucher.
  • Files – Indicates if supporting documentation or digital receipts are attached.
  • Recurring – Frequency of the voucher.
  • Status – The current approval state, indicated by a color-coded badge.
  • Created by – The administrator who originally generated the voucher.
  • Date created – Timestamp showing the creation of the voucher.
  • Last Updated – Timestamp showing the most recent modification to the record.
  • Actions – View Transactions, Clone, Edit, Mark as Pending, Cancelled, or Delete Controls.

Page Controls and Tools #

  • Filter
    • Voucher Type
    • Status
  • Excel Export
  • Search Bar
  • Table Refresh and Visibility Controls
  • Pagination

Steps for Adding a Voucher #

STEPS #

  1. Click the “Add Voucher” button.
  2. Select the Voucher type.
  3. Fill in the necessary details.
  4. Click the Save button to add the Voucher.

Notes:

  • Debit and Credit must be balanced before the voucher can be saved.
  • Transactions can also be found in Accounts module where balancing of the debit and credit is also performed.

Result #

Steps for Editing a Voucher #

STEPS #

  1. Click the actions icon in the table.
  2. Click the Edit option in the dropdown.
  3. Fill in the changes.
  4. Click the Save button to apply the changes.

Notes: Voucher cannot be edited when its Status is Approved.

Result #

Steps for Deleting a Voucher #

STEPS #

  1. Click the actions icon in the table.
  2. Click the Delete option in the dropdown.
  3. Click the Delete button to remove the voucher.

Notes: Voucher can only be deleted when its Status is Draft or Cancelled.

Result #

Voucher Actions & Workflow Controls #

The Actions in the Vouchers module dynamically changes based on the current status of the voucher. These options allow administrators to move a document through the lifecycle from a draft entry to a finalized approved record.

Status: Draft #

Initial stage where the voucher is being created and details are still being finalized.

  • View Transactions: Open the ledger to see the specific Debit and Credit distributions.
  • Clone: Create an exact duplicate of the voucher to save time on repetitive entries.
  • Edit: Modify any field, including the amount, reference ID, or account codes.
  • Mark as Pending: Submit the draft to the next stage for administrative review.
  • Cancelled: Invalidate the draft if it is no longer needed.
  • Delete: Permanently remove the record from the system.

Status: Pending #

The voucher has been submitted and is waiting for initial verification by accounting staff.

  • View Transactions: Review the financial distribution for accuracy before proceeding.
  • Clone: Copy the details for a new transaction.
  • Edit: Perform necessary corrections based on initial feedback.
  • For Approval: Escalate the verified voucher to a senior manager or Finance Admin for final sign-off.
  • Cancelled: Void the entry if errors are found during verification.

Status: Approval #

The final review stage before the voucher becomes an official financial record.

  • View Transactions: Final audit of the GL codes, Debits, and Credits.
  • Clone: Use this voucher as a template for future entries.
  • Edit: Limited editing for minor adjustments before the final lock.
  • Approved: Officially authorize the voucher. This often locks the financial fields to prevent further changes.
  • Cancelled: Reject the voucher and move it to a cancelled state.

Status: Approved #

The voucher is finalized and recognized in the company’s financial accounts.

  • View Transactions: View the historical ledger entry for auditing.
  • View: Access the printable version of the voucher or download it as a PDF for physical filing.
  • Clone: Create a new voucher based on this approved record.
  • Cancelled: Void the approved voucher; this typically requires a higher level of permission and creates an audit log entry.

Voucher Types Listing Page #

The Voucher Types Listing Page display the different categories of vouchers available in the system with the following columns:

  • Title – Name of voucher type
  • Description – Brief explanation of the voucher type’s purpose
  • Status – Active or Inactive state
  • Date created – When the voucher type was created
  • Created by – User who created the voucher type
  • Last Updated – Most recent modification timestamp
  • Actions – Edit or Delete Controls.

Page Controls and Tools #

  • Excel Export
  • Search Bar
  • Table Refresh and Visibility Controls
  • Pagination

Steps for Adding a Voucher Type #

STEPS #

  1. Click the “Add voucher type” button
  2. Fill in the necessary details.
  3. Click the Save button to add the voucher type.

Result #

Steps for Editing a Voucher Type #

STEPS #

  1. Click the edit icon in the actions of the table.
  2. Fill in the changes.
  3. Click the Save button to apply the changes.

Result #

Steps for Deleting a Voucher Type #

STEPS #

  1. Click the delete icon in the actions of the table.
  2. Click the Delete button to remove the voucher type.

Result #

Permissions and Access Control #

  • Finance/System Admins: Full authority to create, modify, and delete vouchers and voucher types. Authorized to approve vouchers for payment.
  • Accountants: Permission to create entries, upload files, and use the search/export tools for verification.
  • Auditors: View-only access to all voucher records and attachments for compliance checks.

Best Practices #

  • Complete Documentation – Always attach supporting documents to vouchers
  • Clear References – Link vouchers to related transactions using Reference ID
  • Timely Approvals – Process voucher approvals within established timeframes
  • Consistent Categorization – Use correct voucher types for different transactions
  • Regular Reconciliation – Weekly reconciliation of vouchers with bank statements
  • Audit Trail Maintenance – Never delete vouchers; use void/cancel functions instead
  • Access Control – Restrict voucher approval authority to authorized personnel only
  • Backup Attachments – Maintain organized digital copies of all voucher supporting documents

Audit & Logs #

All voucher-related activities are comprehensively logged. Audit logs are maintained for statutory requirements and can be exported for external audits.

Last Updated: [January 15, 2026] Module Owner: Finance IS – ERPat System

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