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Create a new Voucher

How to Create a New Voucher in Muhasib ERP

Overview

ExpensesVouchers representare operationalused to record financial receipts and administrativepayments costswithin incurredMuhasib byERP. anThey organization,provide sucha asstructured utilityway bills,to rent,document maintenancecash charges, office supplies, subscriptions,inflows and otheroutflows businesswhile expenditures.maintaining accurate accounting records.

Muhasib ERP allowssupports both Payment Vouchers and Receipt Vouchers, allowing organizations to recordefficiently expensesmanage independentlyfinancial from their payments. This enables accurate tracking of liabilities, outstanding expenses,transactions and payment history while maintainingmaintain complete financialaudit records.trails.

ℹ️ Example
AnSuppose electricityyour billorganization ispays receivedoffice onrent to the landlord. You can record this transaction as a JanuaryPayment 4 but paid on January 9Voucher. InSimilarly, Muhasibif ERP,you receive payment from a customer, you can record theit expenseas ona JanuaryReceipt 4 and record its payment later on January 9. This approach provides accurate expense tracking and reporting.Voucher.

Before You Begin

EnsureBefore creating a Voucher, ensure the following requirements are met before creating an expense.met.

Requirement Description
Permissions You have accesspermission to thecreate ExpensesVoucher & Vouchers module.transactions.
ExpenseVoucher Types Required ExpenseVoucher Types (Expense Heads) have already been configured.
UserPayment AccessAccounts YouAt areleast loggedone Payment Account is available.
Fiscal Year An active Fiscal Year exists in withthe sufficient permissions to create expense entries.system.
💡 Tip
CreateBefore Expensecreating Typesa beforeVoucher, recordingverify expensesthat the selected Voucher Type and Payment Account are correct to ensure properaccurate categorization,accounting reporting accuracy, and financial analysis.records.

Create a New Expense

Voucher

Step 1: Open the Expenses & Vouchers Module

Navigate to:



Back Office → Expenses & Vouchers

The Expenses & Vouchers → New ExpenseManagement

The Expense Entry window will open.

Step 2: Open Voucher Entry

From the Transactions section, click New Voucher.

The Voucher Entry window will open.

ℹ️ Note
Voucher ID and Transaction Number are generated automatically by Muhasib ERP after the voucher is saved.

Step 3: Enter Voucher Information

Complete the ExpenseVoucher DetailsEntry form using the required information.

Field Description
Short DescriptionParty Enter athe briefcustomer, descriptionsupplier, ofvendor, or other party involved in the expense. Example: Electricity Bill – Januarytransaction.
Amount Enter the total expensevoucher amount.
ExpenseVoucher Type
Select Payment or Receipt. Payment Account Select the account through which the payment or receipt is recorded. Notes Enter additional remarks or transaction details if required. Manual Date Entry Enable this option if you want to record the voucher for a specific or backdated date.
🚨 Important
Always select the correct Voucher Type. Choosing the wrong type (Payment or Receipt) will affect your financial records and reports.

Step 4: Save the Voucher

After entering all required information, click the Save button from the left panel.

Muhasib ERP validates the entered information and creates the Voucher.

After successful saving, the following confirmation message appears.

Record has been added successfully.
✅ Success
The Voucher has been created successfully and is now available for enquiry and reporting.

Step 6: Enter Voucher Details

In the Voucher Entry window, enter the required voucher information.

Field Description Party Enter the name of the customer, supplier, employee, or any other party associated with the transaction. Amount Enter the voucher amount. Voucher Type Select the appropriate Expensevoucher Headtype fromsuch theas dropdownPayment list.or Receipt. LongPayment DescriptionAccount Enter additional details related toChoose the expense.account through which the payment or receipt will be recorded. Notes Enter any additional remarks or transaction details. Manual Date Entry Enable this option if you want to createrecord expensethe entriesvoucher for a specific or backdated date.
ℹ️ Note
FrequentlySelect usedPayment descriptionswhen canmoney beis savedpaid forout, fasterand dataReceipt entrywhen inmoney futureis transactions.received.
🚨💡 ImportantTip
IfSelect the requiredcorrect ExpensePayment TypeAccount isto notensure available,cash, create it before saving the expense entry.
⚠️ Warning
Incorrect selection of Expense Type may affect financial reportingbank, and analysisledger accuracy.balances remain accurate.

Step 3:7: Save the Expense

Voucher

Click the Save. Abutton from the left panel.

After the voucher is successfully saved, Muhasib ERP displays the following confirmation message will appear:message.

Record has been added successfully.

✅ Success
The voucher has been created successfully and is now available for enquiry, reporting, and future updates.

Step 4:8: Close the Window

After savingClose the expense, close the ExpenseVoucher Entry window.window or continue creating additional vouchers.

Result

✅ Next Action
You can now proceed to record a payment for this expense using the Manage Payments option.

Result

✅ ExpenseVoucher Created Successfully
  • ExpenseA isnew voucher has been recorded in the system.successfully.
  • ItThe becomestransaction is available in reportsVoucher Inquiry and dashboards.reports.
  • PaymentThe canselected bepayment recordedaccount later.has been updated automatically.
  • FinancialYour trackingfinancial isrecords improved.remain accurate and organized.

Frequently Asked Questions

CanBest I create an expense without recording a payment?Practices

Yes.

ExpenseVerify entriesthe andparty paymentsname arebefore handledsaving separately.the

Canvoucher.

ISelect createthe backdatedcorrect expenses?Voucher

Yes.Type for every transaction.

Choose the appropriate Payment Account to maintain accurate accounting records. Use thedescriptive notes for easier future reference. Use Manual Date Entry option.only when recording historical transactions. Review all voucher information before clicking Save.

WhyFrequently Asked Questions

What is Expensea Type required?Voucher?

ItA helpsVoucher categorizeis expensesa forfinancial reportingdocument used to record payments and analysis.receipts in the accounting system.

Which Voucher Types are available?

You can create Payment and Receipt vouchers.

Can I editrecord ana expensevoucher afterfor saving?a previous date?

ItYes. dependsEnable onManual systemDate permissionsEntry and workflowselect settings.the required transaction date.

Can I update the voucher later?

Yes. Authorized users can update voucher information whenever necessary.

Where can I view my vouchers?

All recorded expenses?vouchers

Fromcan be viewed through the ExpensesVoucher &Inquiry Vouchers module and related reports.window.

Related Articles

  • Update a Voucher
Delete a Voucher Print a Voucher Receipt Voucher Inquiry Create an Expense Type Record an Expense Payment View Expense Reports Manage Payment Types Create Voucher

Next Step

ProceedContinue by learning how to RecordUpdate Expensea PaymentVoucher to completemodify thean expenseexisting lifecycle.voucher whenever changes are required.

```Product: Muhasib ERP

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