Make a payment voucher
The office record of a payment, signed by the person who took the money.
A payment voucher is the internal twin of a receipt. A receipt is what you give the person paying you; a voucher is what you keep when you pay somebody else, signed by them, filed with the bill it settles. For cash payments it is the only record there is, which is why every audited office runs on them.
How to make a payment voucher
- 1
Choose Payment voucher
It states a single amount, in figures and in words, with a line for the recipient to sign.
- 2
Say what it was for
The account head and what the payment is on account of. This is what makes the voucher useful at the year end.
- 3
Get it signed and file it
Print it, have the recipient sign, and file it with the bill or the invoice it settles.
Why cash offices run on vouchers
Cash leaves no trail of its own. A signed voucher, numbered and filed with its bill, is the trail, and it is the first thing an auditor asks to see.
Frequently asked questions
How is this different from a receipt?+
A receipt is issued by whoever received the money. A voucher is raised by whoever paid it and signed by the recipient. The same transaction, recorded from the other side.
Do I need one for a bank transfer?+
The bank statement is evidence of the transfer, but a voucher still records what the payment was for and who approved it, which the statement does not.
What should the account head be?+
Whatever your books use: rent, salaries, transport, repairs. Consistency is what makes the file worth having.
Is any of this uploaded?+
No. It is created in your browser.