Payment Vouchers

A Payment Voucher is a formal document that records a cash or bank payment made by your business. It serves as an internal authorisation record — the physical proof that a payment was approved and made. Commonly used in the Middle East and South Asia as a standard business document.

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When to Use a Payment Voucher

• Paying a vendor in cash
• Making a petty cash payment
• Recording any payment where you need a formal signed document
• Internal payments between accounts

Payment Vouchers are different from Made Payments (which are linked to specific bills). Vouchers are standalone documents with their own reference number and printable format.

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How to Create a Payment Voucher

1. Go to Accounting → Payment Vouchers
2. Click New Payment Voucher
3. Fill in the details
4. Click Save

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Payment Voucher Fields

Field	Description
Voucher Number	Auto-incremented reference number
Date	Date of the payment
Paid To	The recipient (contact/vendor)
Payment Account	The bank or cash account payment was made from
Currency	Currency of the payment
Line Items	What the payment is for — account, description, amount
Notes	Any notes for the voucher

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Downloading the Payment Voucher as PDF

Click Download on the voucher page. The PDF is formatted as a formal voucher document including:

• Company logo and name
• Voucher number and date
• Paid to (recipient)
• Line item breakdown
• Total amount (in figures and words)
• Signature fields for authorisation

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What Happens in the Books

When a payment voucher is saved:

1. The specified expense / payment account is debited
2. The bank / cash account is credited (money goes out)

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Frequently Asked Questions

Can I use a payment voucher instead of a bill?
They serve different purposes. A bill tracks what you owe a vendor over time (credit purchase). A payment voucher records the actual cash payment and produces a signed document. You can use both — record the bill when you receive the vendor's invoice, then use a payment voucher when you physically pay.

Is a payment voucher the same as a cheque?
Not exactly, but similar in purpose. A payment voucher is the internal authorisation document. The cheque is the payment instrument. In practice, a payment voucher is printed, signed, and kept on file alongside the cheque stub.

Can I edit a payment voucher after saving?
Yes. Click Edit on the voucher page. Accounting entries update on save.