Splitting a voucher

This topic explains how to split a voucher.

If a supplier sends you an invoice for an amount that is different from the amount that appears on the original voucher amount, you can split the original voucher to pay the supplier the amount that appears on the supplier invoice. The remaining amount is saved in the Supplier account for future reconciliation. Split vouchers refer back to the same travel file as the original voucher.

When splitting a voucher two new vouchers are created: one positive and one negative. Depending on whether the supplier overcharges you or undercharges you on the invoice, during reconciliation, you will select the original voucher and one of the new vouchers to balance the invoice, and save the other new voucher for future reconciliation. The issue date of the new vouchers is the date the split vouchers were issued. The value date is the same as the original voucher.

Click here for a detailed example.

  1. Go to Financial - Supplier Reconciliation.

  2. Enter the search parameters.

    3. Field

    Description

    Supplier

    Select the supplier account.

    Currency

    Select the currency in which the documents were issued

    Branch

    Select the branch where the document was issued.

    You can only select the branches you have the user permit to view.

    Issue Date

    Until

    Enter the date range in which a financial document is issued

    Value Date

    Until

    Enter the date range in which a financial document is valued

    Vouchers and refunds for reconciliation

    Default. Select this radio button to display vouchers and refunds that are not yet reconciled

    Pending for final payment

    Select this radio button to display payment requisitions and debit notes that are not covered by a remittance and credit notes and tax invoices that need to be covered by a receipt.

    Documents Covered By

    Select this radio button to search for a specific payment requisition, receipt, transfer receipt or remittance, and select the document type and enter the document number.

    All documents

    Select this radio button to search for all financial documents.

    Selected only

    Select this option to search for financial documents that were previously selected and then saved (using the Save Selection button)

    Include tickets

    Select this option if the supplier has tickets, and you want to include them in the data displayed in your search results.

    By default this option is not selected, which means that the system does not search for tickets, effectively shortening the duration of the search.

  3. Select Vouchers and Refunds for reconciliation.

  4. Click Find.

    The financial documents displayed in the results section with the data you requested.

    5. The results section contains the following columns:

    Column

    Description

    Issue

    The issue date - the date on which the document was issued

    Type

    The document type: VCH for vouchers, PRQ for payment requisitions, RMT for remittances, REF for refunds, TXI for tax invoices, RCT for receipts, C/D for credit notes and D/C for debit notes.

    Ref

    The document reference number

    Value

    The value date -  the date the document needs to be paid

    Travel File/Branch/Reservation/Supp Invoice/Income Type/Ticket Number.

    In this column you can select one of six options to display, by clicking on hamburger menu ()

    • Travel File: The travel file number

    • Branch: The branch where the document was issued

    • Reservation: The reservation number

    • Supplier Invoice: The supplier invoice number

    • Income Type: The income type for the transaction (for example, markup including VAT)

    • Ticket Number: The ticket number

    Service Name/Passenger Name/Leading Carrier

    In this column you can select one of three options to display, by clicking on hamburger menu ():

    • Service Name: The service name as it appears on the transaction for which a voucher had been issued.

    • Passenger Name: The name of the first passenger on the transaction's passenger's list.

    • Leading Carrier: The service provider

    Start/End

    In this column you can select one of two options to display, by clicking on hamburger menu ():

    • Start: The start date of the transaction

    • End: The end date of the transaction

    Commission/Published/Tax/
    Net/Net +Tax/Net remit -VAT

    In this column you can select one of six options to display,by clicking on hamburger menu ():

    • Commission: The commission amount earned from the supplier

    • Published: The published amount

    • Tax: The airport/port tax amount

    • Net: The net amount minus tax and minus commission

    • Net + Tax: The net amount plus tax and minus commission

    • Net remit - VAT: The gross amount plus tax minus commission minus VAT on commission

    Net to pay

    The net amount that needs to be paid to the supplier including airport/port taxes (taken from the Net to Remit field in the transaction.

    Amount

    The total amount on the document

    Curr.

    The currency on the document

    Cover

    The covering document. For example,  a payment requisition (PRQ) covers a voucher (VCH), and is covered by a remittance (RMT).

  5. In the row of the voucher you want to split, click  and select Split Voucher.

    To locate a specific voucher, above the search results, enter the voucher number and click Locate. The voucher is highlighted.

    A Split Voucher dialog box appears.

  6. In the Amount field, enter the difference between the original voucher amount, and the amount on the supplier's invoice.

  7. In the Tax field, enter the difference between the original voucher tax, and the tax on the supplier's invoice.

  8. In the Comm field, enter the difference between the commission on the original voucher, and the commission on the supplier's invoice.

  9. Click OK.

  1. Two new vouchers split vouchers are created, one with a positive amount and one with a negative amount.

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