A payment voucher format is a formal document may use to recording monetary transaction of two parties. Usually, this document may be having a variety of the purposes, such as receipt voucher, non-cash / transfer, supporting voucher etc.
In business, the payment voucher is preparing for all payments that occurring directly or indirectly – either from bank or cash. Typically uses of the payment voucher is recording of the transaction related to payment. In accounting following types of vouchers are used:
- Payment vouchers / Debit [Payment by cash or cheque]
- Receipt Voucher / Credit [cash, cheque / demand drafts or pay orders.]
- Transfer Voucher / Non-cash transaction [Banking / online]
- Supporting vouchers, etc.
There are some also other vouchers are preparing in the business accounting, such as journal vouchers. May be its made by third party on behalf of the business.
Source of a transaction
The documents may help in recording expenses as pays by business. These records much helpful and use at various accounting as well financial reporting. Even more, payment vouchers are also needs some base of proof to prepare it. The source documents may be off line performing their transactions, which needs to proper accounting with payment voucher. Herein below some of the documents that are use to making a payment voucher:
Practically, the cash memo is use with sales and purchase both types of the transactions. This is actually one of the instant document which may born for complete the transaction instantly. Later on, for proper accounting this cash memo details are taken with appropriate document to take over transactions in another accounting effects. Herein, cash memo can be one of the source document which through the details can be use in the payment voucher from the cash memo.
Receipts of materials / goods
In the small scale business environment, mostly happens that the shops, retailers, or industrial materials suppliers are instantly providing the materials to the business. They are gives an invoice or delivery note along with the materials. On the purchase of the materials, goods or services, business will be providing a receipts to the suppliers. The accounting department may takes as proof this receipts as materials received, and make the payment voucher for pay the cash / cheque to supplier.
In the business environment, the rough note is common notes that typically use to records some cash transactions by staff / employee. This is actually one kind of the bill receipts which is prepare by staff on behalf of the suppliers or shop keeper, where from staff member had purchase anything purchased.
Example: If the five peoples are stay at night as overtime in any manufacturing unit to complete any production works. Supervisor purchase some foods for these five peoples from local shops. May be they had not provide any bill. In this case, supervisor can prepare rough note to describe the purchase items which is spent the money for official purposes.
This odd transaction should not match with accounting system. Hence, to take this rough note use as proof of payment. The payment voucher can have made by cashier to pay out the money – which was paid by supervisor.
Excel Payment Voucher Format
The Excel payment voucher template may include the complete details regarding two party’s financial transactions. Typically, the template will be help you to describe all the details which are require to include in it. This Excel made payment voucher template may help you to quickly preparation of the payment voucher is requiring when this kinds of transactions are made.
Mostly for petty cash, or industrial cashiers are using this payment vouchers to describe any expense done for official purposes. This expenses are pay and its recording are maintaining in the payment voucher.
Tally type Payment Voucher Format
Using this format, you can be recording of a cash transaction, use as receipt, as well take it as document for the approvals of payment of an invoice. This is very simple but very important and useful document for small as well medium scale businesses. There are actually retails, wholesales as well shops are use the payment voucher for recording regular cash even bank transactions to quick payment and accounting effects.
- On the source of document, you can create a payment voucher to record the regular cash or bank related payment transactions.
- This may be use as proof of the transactions happen between two parties.
- It may be help to make quick transactions of the cash, if in case of the rough notes are evident.
Actually, the payment vouchers are gives surety about the transaction is made between two parties. Even it includes some product, goods or services are deal occurred. When you expecting to clarify all the vague and ambiguous illusions, payment vouchers can clarify it if proper sources of documents are submit along with.
Blank Payment Voucher Format – General
This is unique and different type of payment voucher which made on receiving some sources document. Usually, the sources document can be receipt notes of the materials, goods or services, and copy of invoice from the vendor. Typically, when any invoice amount is small enough to quick complete the entire transaction, payment voucher will be one of the document to finish it. In the payment voucher there are both types of source documents’ details are use to complete it.
Typically, this payment voucher is including a delivery address and location, payment method, job details, quantity of purchase, item name and description, unit prices, discount if any, and total amount payable. As you can see, all the details are similar to invoice copy, because of it will be made against the payment of invoice.
Printable Payment Voucher Format – Word
In business environment, it is often to visit the marketing team to customer premises for various marketing strategies. At the moment, marketing members can be visiting at different locations. Obviously, they are doing expenses as their conditions and requirements. These expenses are needs to accounting in the business accounting system. The account department will be preparing single payment voucher to merge all the team member’s expenses under the same voucher number to easier for tracking the expenses as well costing the visiting costs.
Herein as above, you can see the example payment voucher format describing under the head of “particulars” there are multiple expenses with multiple people’s name can be include. Even all the expenses will be considering as total expenses to complete the entire transaction. This is actually simple and effective way to managing expenses with payment voucher.
Simple Payment Voucher Format – Excel .xls
This simple payment voucher is typical voucher, which is generally most of small-scale businesses. Typically, the businesses are used to in corporate cash transactions. With this format, you can manage your regular cash as well small amount bank transactions. Through this document, accounting department can manage their cost ledger easily. This template may include – company name, date, supplier / service provider name, invoice number if any, particulars, amount, tax details, discount if any, and net payable amount. The format is simple but very important to recording daily cash relates transactions.
Advance Payment Voucher Format in excel
Mostly in the manufacturing, engineering and industrial environment, this kind of payment vouchers are common. Mostly this vouchers are much used to recording various types of expenses. Even as cash transactions that occurring for official purposes. Such as Workmen’s food charges, transportation charges, Equipment minor repair charges, job work charges, labor charges etc.
With this template, you can describe any kind of cost, that you paid through cash or bank. Typically cash transactions are much happening due to minor / small expenses requirements. In the industries, this types of vouchers are uses to keep up the petty cash. Even it can be biggest part of the entire transaction management. Some businesses are printing “Payment Voucher Book”. Where duplicate copies can store in the book for reconciliations.