{"id":514,"date":"2026-03-25T10:35:02","date_gmt":"2026-03-25T10:35:02","guid":{"rendered":"https:\/\/www.sikasoftonline.net\/?p=514"},"modified":"2026-03-26T11:19:44","modified_gmt":"2026-03-26T11:19:44","slug":"expenditure-payment","status":"publish","type":"post","link":"https:\/\/www.sikasoftonline.net\/index.php\/2026\/03\/25\/expenditure-payment\/","title":{"rendered":"Expenditure Payment"},"content":{"rendered":"\n<p>The&nbsp;<strong>Expense Payment<\/strong>&nbsp;(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&#8217;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.<\/p>\n\n\n\n<!--more-->\n\n\n\n<h3 class=\"wp-block-heading\" id=\"user-content-purpose\">PURPOSE<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Record&nbsp;<strong>administrative and operational expenses<\/strong>&nbsp;(e.g., fuel, stationery, utilities).<\/li>\n\n\n\n<li>Credit the teller&#8217;s&nbsp;<strong>Cash Account<\/strong>&nbsp;(for cash payouts) or a&nbsp;<strong>Bank Account<\/strong>&nbsp;(for cheque\/transfer payouts).<\/li>\n\n\n\n<li>Debit the corresponding&nbsp;<strong>GL Account(s)<\/strong>&nbsp;for the specific expense line items.<\/li>\n\n\n\n<li>Automatically calculate and apply&nbsp;<strong>Withholding Tax<\/strong>.<\/li>\n\n\n\n<li>Provide a unified grid to track sub-items under a single Payment Voucher (PV) Batch.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"user-content-step-by-step-guide\">STEP-BY-STEP GUIDE<\/h3>\n\n\n\n<p class=\"has-medium-font-size\"><strong>Step 1 \u2014 Start a Transaction<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open the&nbsp;<strong>Teller Module or Backoffice Module<\/strong> and select&nbsp;<strong>Expense Payment<\/strong>.<\/li>\n\n\n\n<li>By default, the system automatically sets the&nbsp;<strong>Date<\/strong>, generates a unique&nbsp;<strong>Batch #<\/strong>, and fetches a rolling&nbsp;<strong>PV. #<\/strong>&nbsp;(Payment Voucher Number) for you.&nbsp;<em>(If you are already on the page and want to refresh these values for a new payment, click the gray&nbsp;<strong>New Transaction<\/strong>&nbsp;button near the bottom).<\/em><\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"190\" height=\"46\" src=\"https:\/\/www.sikasoftonline.net\/wp-content\/uploads\/2026\/03\/image-9.png\" alt=\"\" class=\"wp-image-523\"\/><\/figure>\n\n\n\n<p class=\"has-medium-font-size\"><strong>Step 2 \u2014 Set the Main Payment Header<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Entry Type:<\/strong>&nbsp;Select&nbsp;<strong>Cash<\/strong>&nbsp;or&nbsp;<strong>Bank<\/strong>.\n<ul class=\"wp-block-list\">\n<li>If&nbsp;<strong>Bank<\/strong>&nbsp;is selected, a &#8220;Chq #&#8221; field will appear for you to enter the cheque number.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>A\/C to Credit:<\/strong>&nbsp;Select your funding account from the dropdown. This dynamically updates to show either your Cash Accounts or Bank Accounts based on Step 1.<\/li>\n\n\n\n<li><strong>Total Amount:<\/strong>&nbsp;Enter the&nbsp;<em>total gross amount<\/em>&nbsp;of the voucher.<\/li>\n\n\n\n<li><strong>W.Tax Rate (Optional):<\/strong>&nbsp;If the payment incurs withholding tax, check the box and enter the percentage rate. The system calculates the deduction and displays the final&nbsp;<strong>Payable Amount<\/strong>.<\/li>\n<\/ol>\n\n\n\n<p class=\"has-medium-font-size\"><strong>Step 3 \u2014 Add Expense Sub Items<\/strong>\u00a0<\/p>\n\n\n\n<p>Now, you must provide the specific expense breakdown that sums up to the Total Amount.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Click the blue&nbsp;<strong>Find<\/strong>&nbsp;button (or press&nbsp;<strong>F2<\/strong>&nbsp;on your keyboard) to open the General Ledger (GL) Lookup.<\/li>\n\n\n\n<li>Search and click the blue&nbsp;<strong>SELECT<\/strong>&nbsp;button on the desired Expenditure or Asset GL account name.<\/li>\n\n\n\n<li><strong>Payment To:<\/strong>&nbsp;Enter the name of the payee\/vendor.<\/li>\n\n\n\n<li><strong>Description:<\/strong>&nbsp;Enter the justification (e.g., &#8220;Payment for branch fuel&#8221;).<\/li>\n\n\n\n<li><strong>Amount:<\/strong>&nbsp;Enter the specific amount for this line item.<\/li>\n<\/ol>\n\n\n\n<p class=\"has-medium-font-size\"><strong>Step 4 \u2014 Save and Cash Denomination<\/strong><\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Click the blue&nbsp;<strong>Save<\/strong>&nbsp;button (or press&nbsp;<strong>F6<\/strong>&nbsp;on your keyboard).<\/li>\n\n\n\n<li>If this is a&nbsp;<strong>Cash<\/strong>&nbsp;entry, the&nbsp;<strong>Cash Denomination<\/strong>&nbsp;window will automatically pop up upon saving the first line item.<\/li>\n\n\n\n<li><em>Denomination Verification:<\/em>&nbsp;Enter the exact physical bank notes and coins you are handing over. The&nbsp;<code>Deno. Total<\/code>&nbsp;must exactly match the&nbsp;<code>Trans. Total<\/code>&nbsp;(which is the Payable Amount). Click&nbsp;<strong>Save Denominations<\/strong>.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-large\"><img fetchpriority=\"high\" decoding=\"async\" width=\"1024\" height=\"433\" src=\"https:\/\/www.sikasoftonline.net\/wp-content\/uploads\/2026\/03\/Screenshot-2026-03-25-100154-1024x433.png\" alt=\"\" class=\"wp-image-522\" srcset=\"https:\/\/www.sikasoftonline.net\/wp-content\/uploads\/2026\/03\/Screenshot-2026-03-25-100154-1024x433.png 1024w, https:\/\/www.sikasoftonline.net\/wp-content\/uploads\/2026\/03\/Screenshot-2026-03-25-100154-300x127.png 300w, https:\/\/www.sikasoftonline.net\/wp-content\/uploads\/2026\/03\/Screenshot-2026-03-25-100154-768x325.png 768w, https:\/\/www.sikasoftonline.net\/wp-content\/uploads\/2026\/03\/Screenshot-2026-03-25-100154-1536x650.png 1536w, https:\/\/www.sikasoftonline.net\/wp-content\/uploads\/2026\/03\/Screenshot-2026-03-25-100154.png 1633w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p class=\"has-medium-font-size\"><strong>Step 5 \u2014 Managing Multiple Items &amp; Unauthorised Entries<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Your saved sub-item drops into the table at the bottom of the screen. The form fields will lock to secure the transaction.<\/li>\n\n\n\n<li>You can repeat&nbsp;<em>Step 3<\/em>&nbsp;to add more items under the same PV# until the&nbsp;<code>Total Debit<\/code>&nbsp;equals your&nbsp;<code>Total Credit<\/code>&nbsp;(and Diff is 0.00).<\/li>\n\n\n\n<li><strong>Removing a Line Item:<\/strong>&nbsp;Click any row in the table to highlight it, then click the red&nbsp;<strong>Remove Item<\/strong>&nbsp;button to delete it.<\/li>\n\n\n\n<li><strong>Recall \/ View Unauthorised:<\/strong>&nbsp;Click the blue&nbsp;<strong>View Unauthorised Entries<\/strong>&nbsp;button to see any pending batches. From there, you can click&nbsp;<strong>SELECT<\/strong>&nbsp;to recall them back into the form for editing.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><img decoding=\"async\" width=\"229\" height=\"60\" src=\"https:\/\/www.sikasoftonline.net\/wp-content\/uploads\/2026\/03\/image-11.png\" alt=\"\" class=\"wp-image-526\" style=\"width:229px;height:auto\"\/><\/figure>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"471\" src=\"https:\/\/www.sikasoftonline.net\/wp-content\/uploads\/2026\/03\/Screenshot-2026-03-25-104525-1024x471.png\" alt=\"\" class=\"wp-image-537\" srcset=\"https:\/\/www.sikasoftonline.net\/wp-content\/uploads\/2026\/03\/Screenshot-2026-03-25-104525-1024x471.png 1024w, https:\/\/www.sikasoftonline.net\/wp-content\/uploads\/2026\/03\/Screenshot-2026-03-25-104525-300x138.png 300w, https:\/\/www.sikasoftonline.net\/wp-content\/uploads\/2026\/03\/Screenshot-2026-03-25-104525-768x354.png 768w, https:\/\/www.sikasoftonline.net\/wp-content\/uploads\/2026\/03\/Screenshot-2026-03-25-104525-1536x707.png 1536w, https:\/\/www.sikasoftonline.net\/wp-content\/uploads\/2026\/03\/Screenshot-2026-03-25-104525.png 1675w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"user-content-key-notes\">KEY NOTES<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Keyboard Shortcuts:<\/strong>&nbsp;You can use&nbsp;<strong>F2<\/strong>&nbsp;to quickly pop open the Find GL window, and&nbsp;<strong>F6<\/strong>&nbsp;to trigger the Save action.<\/li>\n\n\n\n<li><strong>Tax Computations:<\/strong>&nbsp;The system intelligently separates the&nbsp;<em>Total Amount<\/em>&nbsp;(Gross expense posted to GL) from the&nbsp;<em>Payable Amount<\/em>&nbsp;(Physical cash handed out after withholding tax).<\/li>\n\n\n\n<li><strong>Last Item Deletion:<\/strong>&nbsp;Warning! If you delete the&nbsp;<em>only<\/em>&nbsp;line item in the table using the red &#8220;Remove Item&#8221; button, the system will automatically wipe the entire Batch # alongside it and reset the form.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"user-content--updated-geminieditor-prompts\"><\/h3>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><\/p>\n<\/blockquote>\n","protected":false},"excerpt":{"rendered":"<p>The&nbsp;Expense Payment&nbsp;(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&#8217;s Cash Till or a designated Bank Account. It natively handles single and multi-entry expense vouchers, withholding tax computations, and mandatory cash [&hellip;]<\/p>\n","protected":false},"author":7,"featured_media":528,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[10,15],"tags":[],"class_list":["post-514","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-back-office","category-expenditure-payment"],"_links":{"self":[{"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/posts\/514","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/users\/7"}],"replies":[{"embeddable":true,"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/comments?post=514"}],"version-history":[{"count":4,"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/posts\/514\/revisions"}],"predecessor-version":[{"id":655,"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/posts\/514\/revisions\/655"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/media\/528"}],"wp:attachment":[{"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/media?parent=514"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/categories?post=514"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.sikasoftonline.net\/index.php\/wp-json\/wp\/v2\/tags?post=514"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}