Create Voucher¶

Use this page to create a voucher for recording purchases from vendors. A voucher documents the receipt of materials or services and tracks payment obligations. Vouchers are used to manage accounts payable, record vendor transactions, and generate procurement reports.

When to use Create Voucher¶

Recording purchases of materials from vendors
Documenting received goods with associated costs
Creating a payment record for vendor-supplied materials
Tracking outstanding payables to suppliers

How to access this page¶

From the sidebar, go to Trade Management → Vouchers. On the Vouchers List page, click the purple (+) icon in the top-right corner.

The system opens the Create Voucher Page.

General Information¶

Fill in the following fields on the General tab:

Step	Field	What to Do	Description
1	SKU	Auto-generated	System-generated identifier for the voucher
2	Voucher Number	Enter number	Unique reference number for this voucher
3	Reference	Enter text	External reference (e.g., vendor invoice number)
4	Voucher Date	Select date	Date the voucher is created (defaults to today)
5	Vendor	Select vendor	The supplier or vendor associated with this voucher
6	Photo	Upload file	Attach a photo or scan copy of the physical voucher

Warning

Fields marked with a red star (*) are mandatory.

Payment Details¶

After adding voucher items, configure the financial details:

Step	Field	What to Do	Description
1	Subtotal	Auto-calculated	Sum of all item totals (Quantity × Rate)
2	Tax	Enter amount	Tax charged on the purchase
3	VAT	Enter amount	Value-added tax if applicable
4	Shipping	Enter amount	Shipping or delivery cost
5	Discount	Enter amount	Discount applied to the voucher
6	Payable	Auto-calculated	Final amount due (Subtotal + Tax + VAT + Shipping - Discount)
7	Paid Amount	Enter amount	Amount already paid to the vendor
8	Paid By	Select option	Payment method or account used for payment

Note

Subtotal and Payable are calculated automatically based on other fields.

Add Voucher Items¶

Add materials to the voucher using the Voucher Items tab:

Step	Field	What to Do	Description
1	Material	Select from dropdown	The material or item being purchased
2	Rate	Enter rate	Cost per unit of the material
3	Quantity	Enter quantity	Number of units received
4	Total	Auto-calculated	Quantity × Rate for this item

Click Add another Voucher Item to add multiple materials to one voucher
Click Remove to delete a voucher item
Use the edit (pencil) icon to modify material details
Use the view (eye) icon to preview material information
Use the (+) icon to quickly add a new material record

Tip

Each item's total is calculated automatically once you enter Rate and Quantity.

Notes¶

Add optional notes or internal comments using the Notes tab:

Step	Field	What to Do	Description
1	Note	Enter text	Internal notes or special conditions

Saving the Voucher¶

After completing all sections:

Click Save to create the voucher
Click Save and continue editing to save and remain on the page
Click Save and add another to save and create a new voucher immediately

The voucher is now recorded and available for payment processing and reporting.

Tips and Common Issues¶

Vendor is required — You must select a vendor before saving
Voucher Number is required — Enter a unique reference number for each voucher
Items add to Subtotal — The voucher calculates Subtotal automatically when you add items
Paid Amount tracks partial payments — Enter the amount paid so far to track outstanding balances
Upload a scan for audit trails — Attach a photo or scan of the physical voucher for record-keeping
Date affects reporting — Voucher Date determines which reporting period the voucher appears in

Voucher Detail — View or edit voucher details after creation
Edit Voucher — Update voucher information and items
Vendors — Manage vendor records linked to vouchers
Purchase Balances — Track outstanding payables to vendors