To access this module, click Front Office Management ->Operations ->Expense Payables -> Origination.
The following screen opens up:
Click on the Add New button on the top to open the following window:
Voucher Types:
Voucher Type: Click on the Voucher Type drop-down to select a Voucher Type.
You can debit/credit a voucher type and the corresponding debit/credit will be done on the Entry Type below.
On the above screen:
Credit/Debit G/L Account Voucher Type:
Voucher Type - Click on the Voucher Type drop down to select Debit/Credit G/L Account voucher type.
Branch - Will be auto populated as the current logged in user's branch.
Posting Period - This field will be automatically populated with the current financial year.
G/L Account -Click on the lookup icon to open a G/L Account Lookup dialog box:
Select the appropriate G/L account.
Value date - Select the value date from the calendar icon.
Leaving this blank will pick the current date as value date on posting.
Cost Center - Select the Cost Center from the Cost Center lookup dialog box.
This is not a mandatory field.
Total value - Input the total value to be debited or credited.
Remarks - Enter the remarks accordingly.
Credit/Debit Customer Account Voucher Type:
Voucher Type - Click on the drop down to select debit/credit Customer Account voucher type.
Branch - Will be auto populated as the current logged in user's branch.
Posting Period - This field will be automatically populated with the current financial year.
Customer Account - Click on the Full Account Number lookup icon to open a Customer Account Lookup dialog box:
Select the appropriate Customer account.
Value date - Select the value date from the calendar icon.
Leaving this blank will pick the current date as value date on posting.
Cost Center - Select the Cost Center from the Cost Center lookup dialog box.
This is not a mandatory field.
Total value - Input the total value to be debited or credited.
Remarks - Enter the remarks accordingly.
Credit/Debit Asset Voucher Type:
Voucher Type - Click on the Voucher Type drop down to select a credit/debit Asset voucher type.
Branch - Will be auto populated as the current logged in user's branch.
Posting Period - This field will be automatically populated with the current financial year.
Asset - Click on the Asset lookup icon to open an Item Register Lookup dialog box:
Select the appropriate Asset.
Value date - Select the value date from the calendar icon.
Leaving this blank will pick the current date as value date on posting.
Cost Center - Select the Cost Center from the Cost Center lookup dialog box.
This is not a mandatory field.
Total value - Input the total value to be debited or credited.
Remarks - Enter the remarks accordingly.
Credit/Debit Supplier Voucher Type:
Voucher Type - Click on the Voucher Type drop down to select a debit/credit Supplier voucher type.
Branch - Will be auto populated as the current logged in user's branch.
Posting Period - This field will be automatically populated with the current financial year.
Supplier - Click on the Supplier lookup icon to open a Supplier Lookup dialog box:
Select the appropriate Supplier.
Value date - Select the value date from the calendar icon.
Leaving this blank will pick the current date as value date on posting.
Cost Center - Select the Cost Center from the Cost Center lookup dialog box.
This is not a mandatory field.
Total value - Input the total value to be debited or credited.
Remarks - Enter the remarks accordingly.
Entry Types:
Entry Type: An entry type will be debited/credited depending on the Voucher Type that was selected above.
If the Voucher Type selected was a Debit, the entry type will be credited and vice versa.
On the above screen:
G/L Account Entry Type:
Entry Type - Click on the Entry Type drop down to select a G/L Account entry type.
Branch - Will be auto populated as the current logged in user's branch.
Cost Center - Select the Cost Center from the Cost Center lookup dialog box.
This is not a mandatory field.
G/L Account - Click on the G/L Account lookup icon to open a G/L Account Lookup dialog box:
Select the appropriate G/L account.
Value - Input the total value to be debited or credited.
Primary Description - Provide details about the transaction.
Secondary Description - Provide additional details about the transaction.
Reference - Provide a reference to the entry.
Customer Account Entry Type:
Entry Type - Click on the Entry Type drop down to select a customer account entry type.
Branch - Will be auto populated as the current logged in user's branch.
Cost Center - Select the Cost Center from the Cost Center lookup dialog box.
This is not a mandatory field.
Customer Account - Click on the Full Account Number lookup icon to open a Customer Account Lookup dialog box:
Select the appropriate Customer account.
Value - Input the total value to be debited or credited.
Primary Description - Provide details about the transaction.
Secondary Description - Provide additional details about the transaction.
Reference - Provide a reference to the entry.
Asset Entry Type:
Entry Type - Click on the Entry Type drop down to select an Asset entry type.
Branch - Will be auto populated as the current logged in user's branch.
Cost Center - Select the Cost Center from the Cost Center lookup dialog box.
This is not a mandatory field.
Asset - Click on the Asset lookup icon to open an Item Register Lookup dialog box:
Select the appropriate Asset.
Value - Input the total value to be debited or credited.
Primary Description - Provide details about the transaction.
Secondary Description - Provide additional details about the transaction.
Reference - Provide a reference to the entry.
Supplier Entry Type:
Entry Type - Click on the Entry Type drop down to select a Supplier entry type.
Branch - Will be auto populated as the current logged in user's branch.
Cost Center - Select the Cost Center from the Cost Center lookup dialog box.
This is not a mandatory field.
Supplier - Click on the Supplier lookup icon to open a Supplier Lookup dialog box:
Select the appropriate Supplier.
Value - Input the total value to be debited or credited.
Primary Description - Provide details about the transaction.
Secondary Description - Provide additional details about the transaction.
Reference - Provide a reference to the entry.
Click on the add button to add the entry to the expense payables entries pane just below:
Expense Payables Entries:
Ensure the whole amount is apportioned to the respective accounts.
NOTE: You can debit single G/L account and credit many G/L accounts depending on the transaction and vice versa.
When debiting a G/L Account, the payable entry details pane will contain the accounts to be credited.
When crediting a G/L Account, the payable details entry pane will contain the accounts to be debited.
Get rid of an erroneous entry by right clicking on the entry then select the remove option to effect the changes:
Re-apportion then carry on.
Click on the create button to save the information into the system.
On successful completion you will get a pop-up message confirming that the operation was successful.
A verification prompt will pop up. Accept or reject accordingly.