Receipt & Payment Vouchers

Every bit of money that enters or leaves your safe or bank passes through this family of documents. They're designed as a three-stage chain that separates "who requests the payment", "who authorizes it", and "who actually executes it" — an important control structure in organizations that segregate duties.

Required license

Receipt and payment vouchers, orders, and requests are part of the core accounting license.

The chain: Request → Order → Voucher

• Receipt Request / Payment Request (Accounting > Documents > Receipt Request) — a demand to collect or pay an amount. It's an organizational document that produces no accounting effect; it merely records the need.
• Receipt Order / Payment Order (Accounting > Documents > Receipt Order) — the authorization to execute the receipt or payment. It carries an order status that tracks its progress until it becomes a voucher.
• Receipt Voucher / Payment Voucher (Accounting > Documents > Receipt Voucher) — the moment of truth: cash actually moves, and this is where the accounting effect is recorded in the general ledger.

Not every organization needs the full chain; many start straight from the voucher. But those who need to separate "request" from "approval" from "disbursement" find the structure ready.

Anatomy of a receipt voucher

In the header you set the Document Term, Creation Date, and Value Date (which determines the Period), the Collector, the Receipt Book and Receipt number, and Based On if the voucher was generated from a prior document.

In the Debit block you specify the party the amount concerns: the Subsidiary (the party type and value: customer/supplier/employee...), the Account, the Amount, and the Currency. The voucher is organized into tabs:

• Details — extra lines to distribute the amount across more than one account/subsidiary.
• Invoices — match the received amount against specific invoices to settle them or reduce their balance.
• Financial Papers — link the receipt to a cheque/financial paper (see Cheques & financial papers).
• Payments — payment-method lines (cash, transfer, card...).

The voucher also provides installments and cost allocation across cost centers.

The accounting effect

A receipt voucher makes the cash/bank side debit (money came in) and the party's account credit (what they owe us decreased, or what we owe them increased, depending on the case). A payment voucher reverses this exactly. The source of each of these accounts — as well as the two tax sides and the fees account — comes from the document term; details are in the Document terms reference.

Consolidated requests

When many receipt/payment requests for the same party pile up and you want to execute them at once, the Consolidated Receipt Request / Consolidated Payment Request (Accounting > Documents > Consolidate Receipt Voucher Request) gathers them: it bundles several requests into one document from which a single combined voucher is generated, instead of issuing a voucher per request.

Reports and forms

• Receipt/payment voucher, request, and entry statements (SYSR-ACC015 to ACC019 and ACC046–ACC047) are covered in Account statements & trial balance.
• Printed forms: receipt voucher SYSF-ACC002, payment voucher SYSF-ACC003, receipt order SYSF-ACC010, payment order SYSF-ACC022, receipt request SYSF-ACC014, payment request SYSF-ACC021, consolidated payment request SYSF-ACC017.

For Support

• "The request/order has no effect in the accounts" — that's expected; the request doesn't post, and the accounting effect is recorded at the voucher.
• "The received amount didn't settle the invoice" — check the Invoices tab and that the line is matched to the correct invoice.
• "The wrong cash/party account in the entry" — the accounts' source is the document term; review the receipt/payment voucher term in the Document terms reference.
• "Tax/fees fields don't appear" — their switches are in the Accounting configuration catalog.
• How a voucher turns into an effect and how to reprocess a stuck voucher are in How documents are processed into accounting effects.