Accounting Payables

Payment Vouchers and Payouts

Use vouchers when money leaves the business and the payout needs approval, evidence, and accounting traceability.

Create a voucher

1. From the main dashboard, click Accounting.
2. Click Payment Vouchers or Payouts.
3. Click New Voucher.
4. Select the payee or enter the payee name.
5. Select the expense, liability, supplier, or account being paid.
6. Enter the amount.
7. Select the payment channel to be used.
8. Add a description that explains why the payout is being made.
9. Attach or reference supporting evidence where the screen allows it.
10. Click Save or Submit for Approval.

Approve and complete payment

1. Log in as a user allowed to approve payouts.
2. Open Accounting, then click Payment Vouchers or Payouts.
3. Open the submitted voucher.
4. Review the payee, amount, account, channel, and evidence.
5. Click Approve if the voucher is correct.
6. After money is actually paid, open the voucher again.
7. Enter the payment reference, transaction code, cheque number, or bank evidence.
8. Click Mark Paid, Record Payment, or Complete.

Approval confirms the payout is allowed. Completion confirms money actually moved. Keep both steps separate when the business requires control.