Expenditure Payment

The Expense Payment (Expenditure Cash Book) page enables tellers and back-office staff to process outgoing payments for branch expenses. The module properly debits selected General Ledger (GL) expenditure or asset accounts, and credits either the Teller’s Cash Till or a designated Bank Account. It natively handles single and multi-entry expense vouchers, withholding tax computations, and mandatory cash denomination verification.

PURPOSE

  • Record administrative and operational expenses (e.g., fuel, stationery, utilities).
  • Credit the teller’s Cash Account (for cash payouts) or a Bank Account (for cheque/transfer payouts).
  • Debit the corresponding GL Account(s) for the specific expense line items.
  • Automatically calculate and apply Withholding Tax.
  • Provide a unified grid to track sub-items under a single Payment Voucher (PV) Batch.

STEP-BY-STEP GUIDE

Step 1 — Start a Transaction

  1. Open the Teller Module or Backoffice Module and select Expense Payment.
  2. By default, the system automatically sets the Date, generates a unique Batch #, and fetches a rolling PV. # (Payment Voucher Number) for you. (If you are already on the page and want to refresh these values for a new payment, click the gray New Transaction button near the bottom).

Step 2 — Set the Main Payment Header

  1. Entry Type: Select Cash or Bank.
    • If Bank is selected, a “Chq #” field will appear for you to enter the cheque number.
  2. A/C to Credit: Select your funding account from the dropdown. This dynamically updates to show either your Cash Accounts or Bank Accounts based on Step 1.
  3. Total Amount: Enter the total gross amount of the voucher.
  4. W.Tax Rate (Optional): If the payment incurs withholding tax, check the box and enter the percentage rate. The system calculates the deduction and displays the final Payable Amount.

Step 3 — Add Expense Sub Items 

Now, you must provide the specific expense breakdown that sums up to the Total Amount.

  1. Click the blue Find button (or press F2 on your keyboard) to open the General Ledger (GL) Lookup.
  2. Search and click the blue SELECT button on the desired Expenditure or Asset GL account name.
  3. Payment To: Enter the name of the payee/vendor.
  4. Description: Enter the justification (e.g., “Payment for branch fuel”).
  5. Amount: Enter the specific amount for this line item.

Step 4 — Save and Cash Denomination

  1. Click the blue Save button (or press F6 on your keyboard).
  2. If this is a Cash entry, the Cash Denomination window will automatically pop up upon saving the first line item.
  3. Denomination Verification: Enter the exact physical bank notes and coins you are handing over. The Deno. Total must exactly match the Trans. Total (which is the Payable Amount). Click Save Denominations.

Step 5 — Managing Multiple Items & Unauthorised Entries

  • Your saved sub-item drops into the table at the bottom of the screen. The form fields will lock to secure the transaction.
  • You can repeat Step 3 to add more items under the same PV# until the Total Debit equals your Total Credit (and Diff is 0.00).
  • Removing a Line Item: Click any row in the table to highlight it, then click the red Remove Item button to delete it.
  • Recall / View Unauthorised: Click the blue View Unauthorised Entries button to see any pending batches. From there, you can click SELECT to recall them back into the form for editing.

KEY NOTES

  • Keyboard Shortcuts: You can use F2 to quickly pop open the Find GL window, and F6 to trigger the Save action.
  • Tax Computations: The system intelligently separates the Total Amount (Gross expense posted to GL) from the Payable Amount (Physical cash handed out after withholding tax).
  • Last Item Deletion: Warning! If you delete the only line item in the table using the red “Remove Item” button, the system will automatically wipe the entire Batch # alongside it and reset the form.