Payments - Others From Request For Payment

Video Tutorial

Go to DISBURSEMENTS > Payment - Others > All Payment Others

Add

To add a Payment - Others from Request for Payment, click My Payment Others then click the Add Button (+ from RFP).

Select from list of Request from Payment (dropdown).

Fill up the fields. Those in orange boxes are automatically reflected by the system based on the data in the Request for Payment document. Fill up the fields in red boxes.

1. Check Number - this is a required field.
2. Check Voucher - this is an optional field.
3. Document Reference - indicate the supporting documents.
4. Assign Responsibility Center to All - choose from the dropdown list the appropriate responsibility if all the items are classified under one responsibility center. Otherwise, you may designate a responsibility center for each line item in the table.
5. Assign Warehouse to All - choose from the dropdown list the appropriate warehouse if all the items are classified under one warehouse. Otherwise, you may designate a warehouse for each line item in the table.

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Fill up the table for the appropriate information.

1. Add Configuration - Inside the module, user has the capability to add configurations like Chart of Accounts, Vendors, Customers, Products/Services, Taxes, Responsibility Centers and Warehouses.
2. Product/Service - This is a dropdown list of all products/services.

3. Quantity - Input field for the quantity of each product/service.

   *Unit of Measure - the system will automatically reflect unit prices based on the configuration in the system.

   *Description - the system will automatically reflect descriptions based on the configuration in the system.

4. Unit Price - When choosing an inventory, the Unit Price has default values (upon configuration). However, if the default value is zero or there are changes in pricec. The user may input/edit the price of the inventory/service.

   *Total Price - the system will automatically compute the total price based on the quantity and unit price.

5. Discount Rate/Amount - Input the Discount Rate or Discount Amount. Once the user inputs the discount rate, the system automatically computes the discount amount.

   *Discounted Amount - the system automatically computes the discounted amount based on the total price and the discount amount.

6. Add Item Button - Click the Add Button to add a line item to the table.

7. VAT List - Choose from the dropdown list of VAT List.

   *VAT Rate, VAT Amount, Net of VAT, Net of Vat Discount and Amount - the system automatically computes these amounts/rates based on the data supplied in the previous fields.

8. WHT List - Choose from the dropdown list of WHT List.

   *WHT Rate, WHT Amount and Amount Paid - the system automatically computes these amounts/rates based on the data supplied in the previous fields.

9. Responsibility Center - Choose from the dropdown list of Responsibility Centers.

10. Warehouse - Choose from the dropdown list of Warehouse.
11. Delete Button - Click the Delete Button to delete a line item from the table.

Totals

A summary of computation is shown below the table.

Below the totals is the field for the journal entries. Supply the appropriate information as follows:

1. Chart of Accounts - Choose from the dropdown list of Chart of Accounts
2. Responsibility Center - Choose from the dropdown list of Responsibility Centers.
3. Debit Amount - Input the correct amounts.
4. Credit Amount - Input the correct amounts.
5. Add Debit/Credit - Allows the user to add a debit or credit line item
6. Delete Line Item - Allows the user to delete a particular line item.

Remarks

The user can also add Remarks in the Remarks Field. Once all information has been filled up. Click the Save Button or the Cancel Button in the lower right corner of the screen.

Comments

Upon saving, the system allows the user to input comments using the Comment Box (1) with the Comment History Tracking (2).

Attach/Edit/Delete/Submit

Once the transaction has been saved, the user can attach, edit, delete or submit using the different button located at the lower portion of the screen.

Attachments

To attach a pdf or an image, just click the Paper Clip Icon. The click, Choose Files and the upload button.

Checker

Upon submission, the checker can either view the attachment, check the transaction or return the transaction if there should be any changes on the transaction.

Return

Clicking the return button will prompt the user to state th reason (s) for the return of the document.

Approver

Once the document transaction is already checked, the approver has the option to view the attachment, approve, return or cancel using the different buttons located at the lower right of the screen.

Once the transaction is already approved, the approver can still return or cancel.

Downloadable Business Forms

There are downloadable business forms in PDF available in every transactions. For Payment-Others, the following forms are available: Payment Vouche (Others) and BIR 2307.

Duplicate

To duplicate a transaction, click the copy button in the My Payment Others tab.

View Transaction

To view the transaction, click the Eye Button.

Batch Approvals

To approve muliple transactions, click the Approvals