Finance

Receipt, payment and journal vouchers for travel companies

Choose the right account-based voucher and use invoice allocations when they help explain a settlement.

Receipt voucher: money coming in

A receipt normally identifies the customer or other permitted receiving account and the bank or cash account receiving the money. Record the payment date, reference, amount, currency and exchange rate. A partial receipt does not mean every invoice is fully settled.

Payment voucher: money going out

A payment records the supplier or payable account and the bank or cash account funding it. Keep the supplier reference and purpose clear. When several invoices are involved, allocate deliberately rather than assuming that the entire supplier balance is being paid.

Journal voucher: flexible accounting entries

A journal supports appropriate account-to-account adjustments, with balanced debit and credit totals. Flexibility is not a reason to skip explanations: use a meaningful narration and supporting reference, and have the responsible accounts user review the entry.

Allocation is a separate decision

A customer may pay an advance before an invoice exists. Account-based recording is useful in that situation. Invoice allocation adds a document-level explanation when an invoice is available. Review the customer statement and open-document position together.

Review exchange rates and corrections

Confirm the voucher currency and rate of exchange before posting. Keep the original amount and base-currency effect clear. Correct posted financial evidence through the supported correction history or reversal process; do not remove history just to make a balance look right.

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