Payment types

A payment type, called a voucher type here, defines one kind of payment voucher: its form, the printed voucher, what it is raised against and which approval route it takes.

Open Administration › Voucher Types. You need manage_payment_types to change them (the DFA's office template has it); people with view_payments can look.

The list

Voucher Types on this installation.
  1. Search by name, code or description. Category and Status filters sit beside it.
  2. New payment type.
  3. A voucher type. Select it to open its page.

A voucher type's page shows the voucher approvers will see (with sample values), its Approval routing rules, and a summary: code, category, Voucher numbering, Default method, Source, number of form fields, Payments raised and how many are In review. Actions: Edit, Raise a payment, Deactivate / Activate, Delete.

Create or change a voucher type

The editor has three tabs: Details, Voucher form and Voucher layout. It saves with Save or Save & close, like the request template editor.

The Details tab of a voucher type.
  1. Details / Voucher form / Voucher layout. The form and layout work exactly like a request template's Form and Template.
  2. Voucher numbering. The pattern for voucher numbers. Beside it: Name, Code (used in voucher numbers; made from the name if empty), Category, Icon, Description, Help text for the raiser and Active.
  3. What it is raised against. Default method of payment, Allowed sources (Approved request, Project, Payroll, No source) and A source is required (the raiser must pick the approved request, project or payroll this payment settles).
  4. Default workflow. The approval route used when no other rule matches.
  5. Amount thresholds. Add threshold: from a given amount upward, use a different route.
  6. Per-unit overrides. Add unit override: payments raised in a given unit use a different route.

How the route is chosen

When a voucher is submitted, the first rule that matches decides the chain: amount thresholds first, then the raising unit, then the default workflow. Keep thresholds in order and check the result on the type's page under Approval routing.

Only routes marked Payments or Anything can be chosen. Build or change them in Approval workflows.

For a finance request (Cash Advance, Imprest, Refund…), the voucher type is chosen on the request template: Details › Payment follows approval › Voucher type. Every approved request of that type then waits in the Accounts Queue until Finance raises the voucher against it. See Build a request type and Raise and pay a payment voucher.

Deactivate or delete

Deactivating stops new payments being raised from the type. A type that already has payments can only be deactivated, not deleted. Vouchers keep the chain they started with when you change routing.

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