Ramco E.Applications: Accounts Payable

RAMCO e.
APPLICATIONS
Accounts Payable
Version 3.1
User Manual
©1999 Ramco Industries Ltd. All rights reserved.
No part of this document may be reproduced or transmitted in

any form or by any means, electronic or mechanical, for any
purpose without the written permission of Ramco Industries
Ltd.
Information in this document is subject to change without

notice and does not represent a commitment on the part of
Ramco Industries Ltd. All companies, names and data used in
examples herein are fictitious unless otherwise noted.
All products referenced herein are trademarks of their respective companies.

About this manual
Ramco e.Applications Accounts Payable enables the organization to manage its cash outflow
effectively and efficiently. Ramco e.Applications Accounts Payable can fit into any accounts
payable environment in the world, for it handles multilocation, multicurrency, multiple companies
and multiple modes of payments. Ramco e.Applications Accounts Payable User Manual guides
you in understanding the application and using the facilities provided, to effectively manage the
Accounts Payable system.
Ramco e.Applications Accounts Payable is interchangeably termed Ramco Accounts Payable.
The user manual is divided into six chapters, two appendices, glossary and index. Given below is a
brief run-through of what each chapter consists of.
Chapter 1/ Introduction gives an overview of the activities carried out by Ramco Accounts
Payable and explains the various tasks involved in monitoring the Accounts Payable system of the
company.
Chapter 2/ Masters gives a detailed explanation on how to create and maintain master information
required for Ramco Accounts Payable such as vendor account group and vendor initial balance
details.
Chapter 3/ Transactions gives a detailed explanation on recording the day to day transactions
such as invoices, debit/credit notes and vouchers.
Chapter 4/ Processing gives a detailed explanation on the steps involved in processing the
transactions.
Chapter 5/ Inquiries explains how to access the views and drill-downs offered by Ramco Accounts
Payable.
Chapter 6/ Options explains how to set the parameters required for the system and customize the
generation of numbers for the documents to suit your needs.
Appendix A contains the topic "General information on using Ramco e.Applications" and provides
tips on certain features that are common across all Ramco e.Applications. Examples of such tips
are entering data in a multiline, using the "Help" screen, using the ARCC pushbuttons, tool bar
buttons and screen icons.
Appendix B contains the topic "Tool Bar and Subscreen Buttons". It lists the tool bar buttons and
subscreen buttons and their names.
The Glossary provides the definitions for the key terms used in the manual, and the Index offers a
quick reference to selected words used in the manual.
Document Conventions
Ø The data entry in each screen has been explained in detail taking into account the "Add" mode
of data entry. Specific references (if any) to any other mode of data entry such as "Delete",
"Modify" and "View" are given as "Note" at the appropriate places. For more information on the
other modes, refer to the topic "Using the Mode of Data Entry drop-down list box" in Appendix
A.
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Ramco Accounts Payable
Ø Under the topic "Prerequisite Tasks", reference is made to all the screen names (along with
their tabs/subscreens). The screens which belong to other applications have their application
names mentioned alongside. Data entry in all these screens is a must (unless it is mentioned as
"optional") before proceeding further. Wherever necessary, specific data entry requirements are
also mentioned for various screen/tabs.
Ø The headings referring to subscreens include the screen name and the tab name, for
applications using tabs.
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Table of Contents
1/ Introduction.......................................................................................1.1
What is Accounts Payable?................................................................................. 1.1
Ramco e.Applications Accounts Payable - A Functional Overview.................. 1.3

Maintaining master information...................................................................................................... 1.4
Processing direct and purchase order based invoices ................................................................... 1.4
Matching invoices against purchase order/goods receipt............................................................... 1.6
Creating prepayment invoices ....................................................................................................... 1.6
Creating customs and carrier invoices ........................................................................................... 1.6
Creating debit/credit notes............................................................................................................. 1.6
Generating recurring credit notes................................................................................................... 1.6
Adjusting payments ....................................................................................................................... 1.7
Creating payments......................................................................................................................... 1.7
Holding final invoices, prepayment invoices and credit notes......................................................... 1.9
Raising inter vendor journal vouchers ............................................................................................ 1.9
Transferring documents across Accounts Payable locations/units................................................. 1.9
Posting recurring vouchers, credit notes and postdated transactions ............................................ 1.9
Closing financial periods ................................................................................................................ 1.9
Generating reports......................................................................................................................... 1.9
Integration with other Ramco e.Applications ................................................... 1.10

Integration with Ramco e.Applications Purchasing ...................................................................... 1.10
Integration with Ramco e.Applications Management Accounting ................................................ 1.10
Integration with Ramco e.Applications VAT................................................................................. 1.10
Integration with Ramco e.Applications Cash Flow ....................................................................... 1.11
Integration with Ramco e.Applications Bills and LC ..................................................................... 1.11
Integration with Ramco e.Applications General Ledger ............................................................... 1.11
Integration with Ramco e.Applications Fixed Assets.................................................................... 1.11
Features of Ramco e.Applications Accounts Payable..................................... 1.12
2/ Masters..............................................................................................2.1
Defining vendor account groups ........................................................................ 2.2
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Viewing vendor details......................................................................................... 2.5
Viewing vendor bank details .......................................................................................................... 2.9
Defining vendor initial balances........................................................................ 2.13
Defining tax/charge/discount details ................................................................ 2.16
Defining a pay group master ............................................................................. 2.18
3/ Transactions .....................................................................................3.1
Recording a direct invoice................................................................................... 3.4

Entering taxes/charges/discounts for a direct invoice................................................................... 3.14
Entering payment schedules for a direct invoice.......................................................................... 3.16
Entering direct invoice additional details ...................................................................................... 3.22
Calculating VAT values................................................................................................................ 3.24
Calculating VAT breakups ........................................................................................................... 3.28
Converting proforma invoices into final invoices .......................................................................... 3.30
Viewing accounting details........................................................................................................... 3.31
Reversing a direct invoice............................................................................................................ 3.35
Recording a purchase order based invoice ..................................................... 3.37

Entering payment schedules for a purchase order based invoice................................................ 3.45
Entering purchase order item details ........................................................................................... 3.51
Entering taxes/charges/discounts for a purchase order based invoice......................................... 3.58
Reversing a purchase order based invoice .................................................................................. 3.63
Recording customs and carrier invoices ......................................................... 3.65

Entering payment schedules for a customs/carrier invoice .......................................................... 3.72
Entering customs/carrier invoice additional details....................................................................... 3.77
Entering taxes/charges/discounts for a carrier invoice ................................................................. 3.84
Reversing a customs/carrier invoice ............................................................................................ 3.87
Matching invoice details with PO/GR details.................................................... 3.89

Authorizing a completely matched invoice ................................................................................... 3.93
Creating a debit/credit note ............................................................................... 3.94

Entering taxes/charges/discounts for a debit/credit note............................................................ 3.104
Entering additional details .......................................................................................................... 3.107
Entering payment schedules for a credit note............................................................................ 3.110
Authorizing invoices ........................................................................................ 3.117
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Generating a prepayment voucher ................................................................. 3.121
Creating an adjustment voucher..................................................................... 3.129

Viewing or modifying pay group details...................................................................................... 3.134
Adjusting a final invoice/credit note with prepayment invoices/debit notes manually.................. 3.135
Generating a payment voucher batch ............................................................ 3.138

Viewing or modifying pay group details...................................................................................... 3.144
Confirming payment vouchers ................................................................................................... 3.144
Recording additional details for a payment voucher .................................................................. 3.148
Specifying bank details .............................................................................................................. 3.153
Viewing payment voucher details............................................................................................... 3.156
Viewing payment voucher details ................................................................... 3.160
Authorizing prepayment vouchers.................................................................. 3.163
Setting up recurring payment vouchers and credit notes ............................ 3.167

Entering taxes/charges for a recurring voucher/credit note........................................................ 3.177
Entering payment details for a recurring credit note/prepayment invoice................................... 3.180
Setting up recurring payment vouchers......................................................... 3.186
Setting up recurring credit notes .................................................................... 3.191
Holding/Releasing vouchers ........................................................................... 3.199
Recording a bank/cash receipt ....................................................................... 3.202
Entering receipt details.................................................................................... 3.208
Viewing reversed transactions........................................................................ 3.211
4/ Processing ........................................................................................4.1
Closing the financial period................................................................................. 4.3

Viewing pending transaction details ............................................................................................... 4.4
Viewing recurring vouchers to be posted .......................................................... 4.6

Posting/cancelling recurring vouchers............................................................................................ 4.9
Incorporating payment/receipt requests .......................................................... 4.15
Posting postdated transactions ........................................................................ 4.20
Raising an inter vendor journal voucher .......................................................... 4.24
iii
Transferring transactions across AP locations/units ...................................... 4.29
5/ Inquiries ............................................................................................5.1
Accessing views and drill downs ........................................................................ 5.2
Drill down for vendor inquiry............................................................................... 5.2

Display vendor analysis details ...................................................................................................... 5.4
Vendor Inquiry - Views................................................................................................................... 5.7
Drill Down - Views .............................................................................................. 5.10
6/ Options..............................................................................................6.1
Setting up document serial number generation ................................................ 6.3
Defining system parameters................................................................................ 6.8
Appendix A........................................................................................... A-1
Appendix B........................................................................................... B-1
Glossary ...............................................................................................G-1
Index .......................................................................................................I-1
iv
1/ Introduction
This chapter gives an overview of the activities carried out by Ramco Accounts Payable.
What is Accounts Payable?

The accounts payable function is concerned with processing transactions that affect the cash
outflow of an organization. It is that part of the accounting system that keeps close track of
expenditure and endeavors to keep it at a minimum.
Organizations incur liabilities during the normal course of transacting business. Cash outflow is
directly linked with the settlement of liabilities. Ramco Accounts Payable plays a crucial role in
keeping track of liabilities and cash flow and helping to maintain the financial health of the
organization.
Cash flows out of an organization for a number of reasons. Figure 1.1 illustrates some of these
reasons.
Utilities
Paying
Acquiring Bank Loans
Fixed Assets
Miscellaneous Salaries
Subcontracts
Vendor
(Purchase of
Raw Material)
Donations
Figure 1.1 Reasons for cash outflow

Controlling cash outflow arising out of operations and the purchase function, including payments to
vendors, constitutes one of the largest and most complex activities handled by the accounts
department.
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The complexity of the activity is due to the following factors:
Ø Tracking numerous vendors and their individual discount and penalty schedules
Ø Predicting the cash requirements for the future and scheduling payments according to them
Ø Verifying that all prepayments and partial payments are adjusted against actual payments
Ø Checking that vendor invoices and the taxes levied on them are accurate
Ø Tracking over-invoicing, return of goods and increase in prices through debit and credit notes
Ramco Accounts Payable is designed to tackle these problems and provide accurate information on
persons to whom an organization owes money, how much is owed and for how long.
A typical accounts payable cycle within an organization is represented in Figure 1.2.
Heads of the Finance Department
Effecting payments to vendors against

invoices. Planning cash outflow based on
cash requirements
Receiving, Verifying (with Purchase

Order, Goods Receipt and Inspection
Report), Registering and Maintaining
vendor invoices
Operational staff in Accounts Payable

section of the Finance Department
Figure 1.2 Accounts Payable cycle within an organization
Ramco Accounts Payable not only manages all these activities but also provides the following
additional features:
Ø Generates final invoices, prepayment invoices and invoices to record customs VAT and carrier
charges
Ø Matches invoice quantities and values with purchase order/goods receipt quantities and values
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1/ Introduction
Ø Accounts for the Value Added Tax (VAT) to be disbursed at every business transaction level
! Note: This feature is available only when the system parameter for VAT applicability
in Ramco Financial Administration and Control is set to "Yes".
Ø Supports electronic payment modes for European market operations such as, SAD, DTA and
LSV, in addition to the normal manual modes like Check, Demand Draft and Cash
! Note: This feature will be available only when the system parameter "File Transfer
Payment Version Flag" in Ramco Financial Administration and Control is set to "1".
Ø Allows final invoices/prepayment invoices/credit notes to be withheld from selected vendors

(even invoices that have been partially paid can be held)
Ø Provides internal control over transactions by allowing authorization of final invoices,
prepayment invoices, debit/credit notes and payment vouchers
Ø Automatically adjusts final invoices/credit notes with prepayment invoices/debit notes
Ø Allows you to record details of recurring payment vouchers and recurring credit notes and the
interval at which the payments must be made
Ø Allows bulk payments by processing a batch of payment vouchers
Ø Allows balances to be transferred from one vendor to another
Ø Allows documents to be transferred across AP locations for a particular vendor
Ø Provides extensive vendor inquiry, vendor statistics and analysis
Ø Provides analytical, summary and standard reports that provide an accurate picture of the
accounts payable scenario
Ramco e.Applications Accounts Payable - A Functional

Overview
Ramco Accounts Payable can be functionally divided into the following:
Ø Maintaining master information

Ø Recording final invoices, prepayment invoices, customs and carrier invoices
Ø Processing invoices
Ø Matching final invoices against purchase order/goods receipt
Ø Creating debit/credit notes including recurring credit notes
Ø Adjusting payments
Ø Creating payments
Ø Holding invoices, prepayment invoices and credit notes
Ø Raising inter vendor journal vouchers
Ø Transferring documents across Ramco Accounts Payable locations
Ø Posting recurring vouchers, credit notes and post-dated transactions
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Ø Incorporating payment and receipt requests made to Ramco General Ledger

Ø Closing financial periods
Ø Generating reports
Maintaining master information

Ramco Accounts Payable allows you to
Ø create vendor account groups. Currencies and their corresponding control accounts and
prepayment accounts are defined for each vendor account group. Vendor account groups
enable a user-defined, macro-level classification of vendors based on the accounts to be
updated. It also enables transactions to be automatically posted to the corresponding account
heads in Ramco General Ledger.
Ø view the vendor database built in Ramco Purchasing and add or delete vendors to the Ramco
Accounts Payable location.
Ø enter an opening balance for each vendor in the base currency and vendor currency.
Subsequent transactions that take place for the vendors update these opening balances.
Ø define all the taxes, charges and discounts that are to be levied during invoicing. You can
create a formula for calculating a tax/charge/discount and associate it with the
tax/charge/discount.
Ø create pay groups where filters are defined to quickly retrieve documents such as invoices,
debit notes and credit notes, while making payments or adjustments.
Processing direct and purchase order based invoices

The creation of direct and purchase order based invoices is the final step in the series represented
in Figure 1.3.
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1/ Introduction
Figure 1.3 Creation of direct and purchase order based invoices

Ramco Accounts Payable provides the facility to
Ø enter proforma invoices

Ø enter prepayment invoices
Ø enter final invoices
Ø create invoices independent of purchase orders and goods receipt notes (Direct Invoices)
Ø create invoices linked to purchase orders and goods receipt notes
Ø apply taxes/discounts/various charges to invoices or to individual items
Ø link a payment schedule with multiple payment terms to an invoice. The payment schedule
includes details of discounts and penalties
Ø automatically match invoice quantity and value with purchase order/goods receipt quantity and
value based on the type of matching set in Ramco Purchasing
Ø authorize online invoices, postdated invoices and invoices in bulk.
The system also displays the status of an invoice during its various processing stages. The status of
an invoice could be one of the following: "Authorize", "Posted", "Unposted", "Held and Posted",
"Held and Unposted", "Partially Paid", "Fully Paid", "Transferred" and "Reversed".
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Matching invoices against purchase order/goods receipt

Ramco Accounts Payable allows you to match vendor invoices that have not been automatically
matched after the invoice is entered and approved.
The type of matching, specified in the purchase order, can be one of the following:
Ø Two Way - invoice quantity to be matched against the ordered quantity

Ø Three Way at PO level - invoice quantity to be matched against PO received quantity
Ø Three Way at GR level - invoice quantity to be matched against GR received quantity
Ø Four Way at PO level - invoice quantity to be matched against PO accepted quantity
Ø Four Way at GR level - invoice quantity to be matched against GR accepted quantity
Creating prepayment invoices

Ramco Accounts Payable allows you to record advance payments made to a vendor. Advance
payments can be made against proforma invoices or purchase orders. A purchase order based
prepayment invoice is raised for the amount specified as 'advance payable' in the purchase order.
Creating customs and carrier invoices

The system enables you to generate customs invoices to record details of VAT payable to the
customs authorities on goods imported. In case the goods are being transported with the help of a
carrier, you can create carrier invoices to record transportation charges payable to the carrier on
goods imported, along with the VAT payable on transportation charges. You may also record the
customs VAT amount to be reimbursed to the carrier, in case customs VAT has been paid by the
transporter.
Creating debit/credit notes

This option facilitates the creation of debit/credit notes. In the Accounts Payable context, a debit
note decreases the firm's liability to a vendor while a credit note increases the firm's liability.
Ø allows you to raise debit/credit notes against a general reference, against an invoice or against
a purchase order
Ø allows you to give reference individually to each item, tax, charge and discount in the invoices
and purchase orders
Ø allows you to affect multiple accounts through a single debit/credit note
Ø enables you to track the expenditure for a project by recording the AFE number
Ø allows authorization of online and postdated debit/credit notes
Ø enables you to generate a report on debit/credit notes
Generating recurring credit notes

Ramco Accounts Payable allows you to define a setup containing details of recurring credit notes
and the interval at which the credit notes are to be generated. Credit notes are generated at the
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1/ Introduction
defined frequency and appear for posting in the "Post Recurring Vouchers" screen. You are
provided with the added facility of generating a payment voucher for every credit note.
When the recurring credit notes are posted, the system generates unauthorized/authorized credit
notes and payment vouchers, if indicated in the template. You can modify any detail in the credit
note, authorize it and post it to the books.
The system also allows you to stop further generation and posting of recurring credit notes for an
authorized setup.
Adjusting payments
The system gives you the option of adjusting the final invoices and credit notes against prepayment
invoices and debit notes before making the payment to the vendor.
This adjustment can be made either at the discretion of the user by selecting the invoices and the
debit notes to be adjusted or automatically by the system with the help of references stated in the
various documents.
Automatic adjustment of debit/credit notes

While generating credit notes, Ramco Accounts Payable allows you to automatically adjust the
credit note against a debit note or a prepayment invoice, after authorization of the credit note.
The debit notes generated can also be automatically adjusted against the final invoices to which it
refers to or against the credit notes which have a common invoice or purchase order reference with
the debit note.
Adjustments through adjustment vouchers

Ramco Accounts Payable allows you to adjust any pending final invoice/credit note with unadjusted
prepayment invoices/debit notes for a particular vendor in a particular currency. The system also
enables you to adjust a customs/carrier invoice against debit notes.
These adjustments are recorded in an adjustment voucher. Adjustments can be made for any
number of invoices/credit notes for a particular vendor, one at a time. A final invoice/credit note can
be adjusted with any prepayment invoice/debit note for the vendor in the specified currency and not
necessarily with the prepayment invoice/debit note which was raised for the invoice/credit note.
Adjustments through bank/cash receipts

Refund of overpayments (made by the organization when the contract ends) and advances are sent
by the vendor in the form of bank/cash receipts. Ramco Accounts Payable allows you to capture
details of the receipts issued by vendors.
Creating payments
Ramco Accounts Payable enables the following types of payments:
Ø Bulk payments
Ø Recurring payments
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Ø Payments through bank or cash or PTT

Ø Payments to be made in any currency in which the vendor operates apart from the base
currency
Ø Authorization of online payments, postdated payments and payments in bulk.
Bulk payments
Ramco Accounts Payable provides the facility to pay multiple invoices/credit notes whose due
dates fall on or before a specified payment date at one stroke. A payment can be split and paid
through multiple banks. The system then creates bankwise payment vouchers for each vendor.
Recurring payments
Ramco Accounts Payable provides the facility of creating a setup to define details of recurring
payments and the interval at which the payments are to be made. Vouchers are generated at the
defined frequency and appear for posting in the "Post Recurring Vouchers" screen. When the
recurring vouchers are posted, the system generates unauthorized/authorized prepayment invoices
and also a payment voucher for the authorized prepayment invoices. You can modify the
unauthorized prepayment invoice, authorize it and post it to the books.
The system also allows you to stop further generation and posting of recurring payment vouchers
for an authorized setup.
Payments through bank/cash/PTT

The system allows payments to be made through a bank, cash or PTT and the mode of payment
can be electronic or manual. The system provides electronic payment modes for European market
operations such as, DTA, SAD and LSV, in addition to the normal manual modes like Check,
Demand Draft and Cash. You can also split the payment across multiple banks or cash or PTT
accounts.
You can specify whether the bank/cash/PTT code and the mode of payment specified in Ramco
Accounts Payable is to be used by Ramco General Ledger, while making the payment. When
payments are made through checks, checks can be generated manually or automatically.
Multicurrency payments
Ramco Accounts Payable offers the flexibility of handling all accounts payable at a global level - it
supports currencies other than the primary operating currency.
The system allows you to directly enter an invoice/payment voucher in a foreign currency. It
automatically calculates and applies the exchange rates from one currency to another by keeping
track of exchange rates between various currencies and the base currency.
The system allows you to change the exchange rates within the tolerance limit specified in Ramco
General Ledger. It allows you to capture the prevailing exchange rate
Ø when the exchange rate entered during the creation of the invoice is different from the
exchange rate entered in the payment voucher
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1/ Introduction
Ø when the exchange rate entered during the creation of the purchase order is different from the
exchange rate entered in the invoice
and posts the difference in the amounts to a variance account that is, debits or credits the account
based on the gain or loss incurred.
Holding final invoices, prepayment invoices and credit notes

Ramco Accounts Payable allows you to withhold any authorized credit note, authorized and
unpaid/partially paid invoice from a particular vendor. Subsequently the invoice/prepayment
invoice/credit note can be released. This feature helps in case of a cash crunch necessitating the
holding of payments and also enables you to take punitive action against a vendor to ensure
prompt delivery of quality goods in the future.
Raising inter vendor journal vouchers

Ramco Accounts Payable allows you to transfer amounts from one vendor to another and from one
account to another. Typically, an inter vendor journal voucher is raised to transfer the balance from
one vendor to another when a vendor is closing his operations with the company.
Transferring documents across Accounts Payable locations/units

Ramco Accounts Payable allows you to:
Ø transfer documents such as invoices, credit notes and debit notes from one Ramco Accounts
Payable location to another,
Ø incorporate documents from other Ramco Accounts Payable locations.
Posting recurring vouchers, credit notes and postdated transactions

Ramco Accounts Payable enables you to post recurring payment vouchers and credit notes due for
payment. You can enter postdated transactions and authorize them. You can then post these
transactions on or after the due date. The account heads in Ramco General Ledger are updated
only after a transaction has been posted.
Closing financial periods

Ramco Accounts Payable allows you to view the financial year and current financial period. The
system also allows you to close all transactions for the current financial period, if there are no
pending transactions for the current financial period. After a financial period has been closed, you
cannot enter payments for that period.
Generating reports
Ramco Accounts Payable provides features that enable you to obtain a global view of
Ø accounts payable for user-defined ageing periods

Ø transactions carried out for a vendor over the past year
Ø anomalies in the budgeted amount and the actual amounts spent for each analysis/sub analysis
Version 3.1 1.9

Ø cash requirements for the future

and
Ø outstanding invoices.
! Note: Refer to the Reports book of Ramco Accounts Payable Systems Manual for a
detailed list and explanation of the Reports.
Integration with other Ramco e.Applications

Ramco Accounts Payable interfaces with Ramco Purchasing, Ramco Management Accounting,
Ramco VAT, Ramco Cash Flow and Ramco Bills and LC. It also interacts closely with Ramco
General Ledger and Ramco Fixed Assets of Ramco Financials.
Integration with Ramco e.Applications Purchasing

When Ramco Accounts Payable is linked with Ramco Purchasing, the system checks the items,
prices, quantity and other relevant details in the invoice with the "Purchase Order" and the "Goods
Receipt". The system updates the purchase order with the invoiced amount, quantity and advance paid.
The system matches the invoice quantity and value with the purchase order/goods receipt quantity
and value, based on the type of matching specified in the purchase order. Ramco Purchasing is
then updated with the quantity and value that have been matched.
The system offers flexibility to modify the prices specified in the "Purchase Order" during invoicing
and then automatically recalculates the amount.
Integration with Ramco e.Applications Management Accounting

The link with Ramco Management Accounting allows you to map the Ramco Accounts Payable
transaction to a specific cost center.
Integration with Ramco e.Applications VAT
! Note: Integration with Ramco VAT is available only when the system parameter for
VAT applicability in Ramco Financial Administration and Control is set to "Yes".
The link with Ramco VAT enables the calculation of value added tax on all VAT applicable
transactions such as direct and purchase order based invoices, customs/carrier invoices,
prepayment invoices and debit/credit notes.
Ramco Accounts Payable is then updated with the details of the VAT amount calculated for the
transaction. Details include calculated VAT value, corrected VAT value, the VAT account type, type
of posting (debit/credit), account number, cost center, analysis and sub-analysis code.
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1/ Introduction
Integration with Ramco e.Applications Cash Flow

When Ramco Accounts Payable is linked with Ramco Cash Flow, details of AP transactions that
have a cash flow implication such as invoices, debit/credit notes and payments, are updated in
Ramco Cash Flow.
In the case of direct invoices and debit/credit notes, details such as the amount of invoice/debit
note/credit note, exchange rate, currency and due date are passed on to Ramco Cash Flow. In the
case of purchase order based invoices, apart from the above details, the purchase order number
and the line item details are also passed.
While making payments against prepayment and final invoices, Ramco Cash Flow is updated with
the date of payment and also with the details of the invoice.
Integration with Ramco e.Applications Bills and LC

The link with Ramco Bills and LC allows you to specify whether an invoice is Bills/LC applicable.
If an invoice is bills applicable, it can be transferred to Ramco Bills and LC and the payment will be
made to the banker through Ramco Bills and LC.
In the case of LC applicable invoices, they automatically become bills applicable and hence have to
be transferred to Ramco Bills and LC for payment.
When the bill is realized in Ramco Bills and LC, the details are incorporated into Ramco Accounts
Payable using the "Inter Unit Transfer" screen and the status of the invoice is updated to "Paid".
When the bill is dishonoured in Ramco Bills and LC, the invoice is again made open for payment in
Ramco Accounts Payable.
Integration with Ramco e.Applications General Ledger

The integration with Ramco General Ledger enables account heads in the Chart of Accounts to be
updated after authorization.
For every payment/receipt in Ramco Accounts Payable, a request is generated to Ramco General
Ledger. The request is then processed through the Bank/Cash module of Ramco General Ledger
and the postings are made in Ramco General Ledger. To update Ramco Accounts Payable with
these postings, the "Bank/Cash/PTT Synchronizer" is then used in Ramco General Ledger. These
postings are reflected in the accounts payable system on incorporation in Ramco Accounts
Payable. The status of each transaction in Ramco Accounts Payable is updated on incorporation.
The integration enables the bank/cash/PTT masters in Ramco General Ledger to be updated after
authorization of payment transactions in Ramco Accounts Payable.
Integration with Ramco e.Applications Fixed Assets

When purchase order based invoices associated with capital purchase orders and direct invoices
associated with purchase of capital items are authorized in the "PO based Invoice" and "Direct
Invoice" screens, the information is passed to Ramco Fixed Assets.
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Features of Ramco e.Applications Accounts Payable

Ø runs on Client-Server architecture

Ø provides an exciting Graphics User Interface
Ø monitors all corporate liabilities and aids in the management of cash disbursements
Ø provides information affecting the control of expenses associated with outflow
Ø supports a multilocation environment
Ø supports multiple currencies along with a base currency
Ø maintains vendor details and details of discounts, penalties and payments
Ø maintains invoice details
Ø supports advance and partial payments
Ø allows automatic/manual adjustment of advance payments/debit notes against invoices/credit
notes
Ø supports multiple banks
Ø supports postdated transactions
Ø offers the facility to accept payments from vendors
Ø provides various reports that greatly aid strategic planning for better financial operations and
optimized cash flow.
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2/ Masters
After successfully logging into Ramco Accounts Payable, the main screen appears.
Select the "Masters" menu from the main screen.
The screen shown in Figure 2.1 appears.
Figure 2.1 Masters Pull-down Menu Screen

The pull-down menu items of the "Masters" option are described below:
Vendor Account Group Enables you to create unique vendor account groups where accounts
payable control accounts and prepayment accounts are defined for
each group.
Vendor Details Enables you to view the vendor database built in Ramco Purchasing
and add to or delete these vendors for the Ramco Accounts Payable
location.
Vendor Initial Balance Enables you to enter an opening balance for each vendor in the base
currency and vendor currency.
Tax/Charge/Discount Details Enables you to define all the taxes and charges that have to be levied
during invoicing.
Pay Group Master Enables you to create pay groups where filters are defined to quickly
retrieve documents while recording transactions.
Version 3.1 2.1

Defining vendor account groups
Prerequisite task: Data entry in the following screens
Ø Currency Details in Ramco Financial Administration and Control.
Ø Chart of Accounts in Ramco General Ledger.
3 Summary
The system enables you to create vendor account groups where the accounts payable control
accounts and prepayment accounts, if any, are defined for each vendor account group. Individual
vendors are later mapped to the created vendor account groups.
The "Vendor Account Group" screen serves a dual purpose. It enables a user-defined macro-level
classification of vendors, based on the accounts to be updated and also allows transactions to be
automatically posted.
Therefore, when transactions are generated for vendors belonging to a group they are automatically
posted to the specified account heads in Ramco General Ledger.
Each vendor account group can be associated with multiple currencies and with multiple control
accounts and prepayment accounts. The system also allows you to create vendor account groups
which do not have any prepayment accounts attached to them. You can set the currency and
accounts which have to appear by default during transactions.
The vendors belonging to a vendor account group inherit all the properties of that vendor account
group.
7 Data entry
Select "Vendor Account Group" from the "Masters" pull-down menu.
2.2 Version 3.1

2/ Masters
Figure 2.2 Vendor Account Group Screen

Fields in the multiline:
Currency, Control Account Number and Prepayment Account Number.
Modes of data entry:

Add, Modify, Delete and View.
Action Icon:
Default.
To add records, set the drop-down list box in the top left corner of the screen, to the "Add" mode.
Enter the following fields:
Group No. A unique number identifying a specific vendor account group

(Alphanumeric, 6). Mandatory.
Description A description for the vendor account group (Alphanumeric, 40).

Mandatory.
Enter the following fields in the multiline:
Currency The currency in which the vendor account group operates

(Alphanumeric, 5). Mandatory. Ensure that the currency is defined in
the "Currency Details" screen of Ramco Financial Administration and
Control.
Version 3.1 2.3

Control Account Number The accounts payable control account associated with the vendor
account group for the specified currency (Alphanumeric, 32).
Mandatory. Ensure that this account is defined in the "Chart of
Accounts" screen of Ramco General Ledger.
Prepayment Account Number The account to which all the advance payments made to a vendor
belonging to this account group, for the specified currency, are posted
(Alphanumeric, 32). Ensure that this account is defined in the "Chart of
Accounts" screen of Ramco General Ledger. This field can also remain
blank.
! Note: A single currency can be entered more than once to record different
combinations of control and prepayment accounts for the same currency.
Setting the default details for the vendor account group
The system allows you to set the default control account, prepayment account and currency for the
vendor account group. The selections made here for this vendor account group, appear by default
in the "Vendor Details" screen, if this vendor account group is assigned to the vendor. The control
account and the prepayment account set in the "Vendor Details" screen appear by default in all
transactions taking place for that vendor.
Select the row in the multiline containing the control account, prepayment account and
currency to be set as default values and select the "Default" icon.
On selecting the "Default" icon, the currency, control account number and the prepayment account
number that are set as default values, are displayed in the "Group Default Details" group box.
! Note: The system also allows you to set a blank prepayment account as a default
value.
Select the "Apply" pushbutton.
On selecting the "Apply" pushbutton, the details are stored in the database.
2.4 Version 3.1

2/ Masters
Viewing vendor details
Ø Vendor Details in Ramco Purchasing.
Ø Vendor Bank Details in Ramco Purchasing.
Ø Vendor Account Group.
3 Summary
Vital information is gathered about each vendor and a vendor database is built up at the outset in
Ramco Purchasing. This information can be viewed in Ramco Accounts Payable and vendors can
be added to the AP location. You can specify the vendor account group to indicate the accounts to
be updated and the currency in which the vendor will operate. The control account, prepayment
account and the currency specified for the vendor in this screen will be defaulted in the transaction
screens.
The vendor master contains information such as the vendor's name, address, fax number, phone
number, email id, payment term and the payment mode for the vendor. On selecting a vendor in
this screen, the system displays the Euro Vat Id and the Swiss Vat Id of the vendor as defined in
Ramco Purchasing, along with the type of invoice which will be received by default from the
vendor.
The system also displays particulars of the vendor's bank(s) from the vendor master.
! Note: This feature will be available only when the system parameter "File Transfer
The status icon displays the status of the vendor as specified in Ramco Purchasing and cannot be
changed here. The status could be "Active", "Suspended", "Hold Pay", "Hold Buy" or "Deleted". The
status of the vendor is updated here whenever it is changed in Ramco Purchasing.
7 Data entry
Select "Vendor Details" from the "Masters" pull-down menu.
Version 3.1 2.5

Figure 2.3 Vendor Details Screen

Screen Icon:
Bank Dtls.
Status Icon:
Active, Suspended, Hold Pay, Hold Buy and Deleted.
Vendor Code The code identifying the vendor whose details have to be entered
(Alphanumeric, 18). Mandatory. Ensure that the vendor code has
already been defined in the "Vendor Details" screen of Ramco
Purchasing.
Press <Enter>. The "Vendor Name" field and the "Details" group box
are filled in by the system from Ramco Purchasing.
The status of the vendor as either "Active", "Suspended", "Hold Pay", "Hold Buy" or "Deleted" is
automatically displayed by the system from Ramco Purchasing through the status icon. The status
cannot be changed in Ramco Accounts Payable and could be one of the following:
Active When the vendor is created and you can continue dealing with this
particular vendor.
Suspended When no further transactions with the vendor are allowed.
Hold Pay When payment to the vendor has been withheld and hence no
further payments to the vendor are allowed.
2.6 Version 3.1

2/ Masters
Hold Buy When no further purchases from the vendor are allowed in Ramco
Purchasing.
Deleted When the vendor has been deleted in Ramco Purchasing.
! Note: The status of the vendor can be changed only through Ramco Purchasing.
The system displays the following field:
Vendor Name The name of the vendor.
Account Group The number of the vendor account group to which the vendor belongs
Press <Enter>. The "Currency", "Control A/C No." and the "Prepay A/C
No." fields are filled in by the system.
Currency The currency in which the vendor will operate. The system fills in the
default currency specified in the "Vendor Account Group" screen. You
may change it to any currency defined in the "Vendor Account Group"
of the vendor (Alphanumeric, 5). Mandatory.
Press <Enter>. If the account group in the "Vendor Account Group"

screen is defined with a single control account and prepayment
account for this currency, the "Control A/C No." and the "Prepay A/C
No." fields are filled in by the system.
Control A/C No. The accounts payable control account to which the payable values
have to be posted. The system fills in the default control account
specified in the "Vendor Account Group" screen. You may change it to
any control account defined in the "Vendor Account Group" of the
vendor (Alphanumeric, 32). Mandatory.
Prepay A/C No. The number of the account to which the prepayment transaction details
have to be posted. The system fills in the default prepayment account,
if any, specified in the "Vendor Account Group" screen. You may
change it to any prepayment account defined in the "Vendor Account
Group" of the vendor (Alphanumeric, 32). This field can also remain
blank.
! Note: The default currency as defined in Ramco Purchasing should be available in the
Vendor Account Group.
Priority Select the priority to be attached to the vendor from the drop-down list
box. The priority could be "High", "Medium" or "Low". The system
adjusts transactions while making payments, based on the priority
selected here.
Version 3.1 2.7

The following fields are filled in by the system, when VAT is applicable, in the "Other Details" group
box from Ramco Purchasing and cannot be modified:
Euro VAT Id The Euro VAT Id number defined for the vendor in Ramco Purchasing.
Swiss VAT Id The Swiss VAT Id number defined for the vendor in Ramco
Purchasing.
Invoice Sub Type The type of invoice which will be received by default from the vendor,
as defined in Ramco Purchasing. The system displays one of the
following: "Regular", "ESR", "ESR+", "LSV" or "Specific Bank A/c".
The system sets this field to "ESR" when the invoice is paid through
ESR slips and the invoice amount is specified by the vendor.
The field is set to "ESR+" when the invoice is paid through ESR slips
and the invoice amount is specified by the company.
The system sets the field to "LSV" when a contract exists between the
vendor and the company to pay the invoice amount directly by
transferring it to the vendor's bank account from the company's bank
account.
This field is set to "Specific Bank A/c" when the vendor has already
specified that the invoice amount has to be paid to his bank account or
PTT account.
Enter the following fields in the "Other Details" group box when VAT is not applicable:
TDS/1099 Flag Use the drop-down list box to specify whether TDS or 1099 is
applicable for the vendor. The system provides the following options:
"Not Applicable", "TDS Applicable" and "1099 Applicable".
Enter the following fields when TDS is applicable for the vendor:
Perm A/C No. The permanent account number given by the government to the
vendor for income tax purposes (Alphanumeric, 32).
TDS Circle The TDS jurisdiction to which the vendor belongs (Alphanumeric, 32).
TDS Percentage A fixed percentage of tax applicable for the vendor.
Enter the following fields when 1099 is applicable for the vendor:
1099 Box No. The box number applicable for the vendor based on the type of
transaction (Alphanumeric, 32).
FED ID No. The permanent account number given by the government to the
vendor for income tax purposes (Alphanumeric, 32).
2.8 Version 3.1

2/ Masters
The system fetches all other details of the vendor from Ramco Purchasing and displays them in the
"Details" group box:
Address The address of the vendor.
City The name of the city.
State The name of the state.
Zip The postal code of the city.
! Note: In case VAT is not applicable, the system displays "Postal Code" instead of
"ZIP".
Country The name of the country.
Fax The fax number.
Phone The telephone number.
Email Id The email identification number.
Vendor Class The class of the vendor as defined in Ramco Purchasing. Values in
this field could be either "One Time Vendor" or "Others".
Vendor's Rep The default representative of the vendor.
Pay Term The number that identifies the payment term.
Pay Mode The mode of payment.
Select the "Bank Dtls" icon to view vendor bank details.
Select the "Apply" pushbutton to store details of the vendor in the database.
: Viewing vendor bank details
3 Summary
This screen provides details of all the banks through which the vendor operates, as defined in
Ramco Purchasing. Details include bank Id, name of the bank, account number, clearance number,
vendor PTT account number, LSV Id, LSV validity period, vendor ESR participation number, bank
account of the pay-to-vendor, SWIFT address and details of the contact person.
! Note: This screen will be available only when the system parameter "File Transfer
7 Data entry
Select the "Bank Dtls" icon in the "Vendor Details" screen.
Version 3.1 2.9

Figure 2.4 Bank Details Screen

Pay Mode, Bank Id, Bank Name, Bank Clearance No., Bank Type, Vendor Bank A/c, Vendor PTT A/c,
LSV No., LSV Contract Text, LSV From Date, LSV To Date, Contestation Allowed, Company Bank No.,
Currency Code, Vendor ESR Participant No., Pay To Vendor A/c, SWIFT Address, Contact Person,
Address1, Address2, Address3, City, State, Country, Phone, Email Id, Fax and Postal Code.
The following fields are filled in by the system from the main screen and they are disabled:
Vendor Code The code identifying the vendor.
The system fills in the following fields in the multiline from Ramco Purchasing and cannot be
edited:
Bank Id The identification number of the vendor bank.
Bank Name The name of the vendor bank.
Bank Clearance No. The clearance number of the vendor bank.
Bank Type The type of the bank. The system displays one of the following:
"Inland" or "Foreign".
Vendor Bank A/c The account number of the vendor with the bank.
Vendor PTT A/c The PTT account number of the vendor.
LSV No. The identification number of the LSV contract.
LSV Contract Text The contract information on the LSV contract.
LSV From Date The date from which the LSV contract becomes effective.
LSV To Date The date until which the LSV contract remains effective.
2.10 Version 3.1

2/ Masters
! Note: The LSV contract validity period is taken to be the number of days between
"LSV From Date" and "LSV To Date", that is, an LSV transaction raised with a
reference to this LSV number must have a date falling within the validity period. In
addition, if contestation of the LSV is allowed, it must be done within 30 days of the
date of the LSV transaction.
Contestation Allowed This field is set to "Yes" when contestation for an LSV contract is
allowed and set to "No" when contestation for an LSV contract is not
allowed.
Company Bank No. The number of the company's bank from which an account will be
selected for payment.
Currency Code The currency of the company's bank account selected for payment.
Vendor ESR Participant No. The ESR participant number defined for the vendor by the vendor's
bank if the vendor is eligible to make ESR transactions.
Pay To Vendor A/c The account number of the vendor's bank with the central bank.
SWIFT Address The SWIFT address of the vendor's bank.
Contact Person The contact person identified at the vendor's location for this bank/PTT
account.
Address1 The first line of the contact person's address.
Address2 The second line of the contact person's address.
Address3 The third line of the contact person's address.
State The name of the state.
Country The name of the country.
Phone The telephone number of the contact person.
Email Id The email identification number of the contact person.
Fax The fax number of the contact person.
Postal Code The postal code of the city.
The following fields contain the default values specified for the vendor in Ramco Purchasing and
are disabled:
Bank/PTT Id The identification number of the bank/PTT set as default for the vendor
in Ramco Purchasing.
Vendor Bank A/C No. The account number of the vendor with the default bank.
Vendor PTT A/C No. The account number of the vendor with the default PTT.
Version 3.1 2.11

Co. Bank Id The identification number of the company's bank from which the
payment will be made by default.
Select the "Close" pushbutton.
On selecting the "Close" pushbutton, the "Bank Details" screen closes and the "Vendor Details"
screen reappears.
2.12 Version 3.1

2/ Masters
Defining vendor initial balances
Ø Vendor Account Group.
Ø Vendor Details.
Ø Initial Account Balance Entry in Ramco General Ledger. Ensure that the initial balance is entered for the
GL Location mapped to this AP location, if initial balance entry in Ramco Accounts Payable has to be
completed successfully.
3 Summary
Ramco Accounts Payable allows you to enter the opening balance of each vendor in the base
currency and the vendor currency. This is a one-time data entry task for a vendor. Subsequent
transactions that take place update the opening balances specified here.
You can choose the type of account (control account or prepayment account), for which the balance
needs to be added. After completion of initial balance entry for both prepayment accounts and
vendor accounts, the balances in the account currency and base currency are compared with the
balances in Ramco General Ledger for the account in the corresponding Operating General Ledger.
You have the option of entering the opening balances either through this initial balance screen or
the transaction screens based on the system parameter settings. If the system parameter "Initial
balance entry through transactions" is set to "Yes" and the date entered in the transaction screen is
less than the starting date of the minimum open financial year, the transaction amount entered is
taken to be towards the initial balance for that particular vendor for the account entered in the
transaction. Initial balances can be entered through the following transaction screens: "Direct
Invoice" and "Debit/Credit Notes".
7 Data entry
Select "Vendor Initial Balance" from the "Masters" pull-down menu.
Version 3.1 2.13

Figure 2.5 Vendor Initial Balance Screen

Vendor Code, Vendor Name, Account Number, Currency, Account Currency and Base Currency.
Specify the account type by selecting one of the following radio buttons:
Control Account Select this radio button to enter the initial balance of control accounts
of vendors. When this button is selected, only control accounts are
listed in the multiline.
! Note: The system allows you to enter a negative initial balance for control accounts.
This indicates a debit balance for the vendor.
Prepayment Account Select this radio button to enter the initial balance of prepayment
accounts of vendors. When this button is selected, only prepayment
accounts are listed in the multiline.
Both Select this radio button to enter the initial balance of both control
accounts and prepayment accounts of vendors. When this button is
selected, both control accounts and prepayment accounts are listed in
the multiline.
The following fields are filled in by the system in the multiline:
Vendor Code The code identifying the vendor whose initial balance has to be
entered.
Account Number The number(s) of the vendor control account or prepayment account or
both are displayed by the system based on the account type chosen.
Currency The currency associated with the control account or the prepayment
account.
2.14 Version 3.1

2/ Masters
Account Currency The opening balance amount in the vendor currency. The value in this
field can also be zero (Decimal). Mandatory.
Base Currency The opening balance amount in the base currency of the vendor. This
field can also be zero (Decimal). Mandatory.
! Note: When the system parameter "Initial balance entry through transactions" is set to
"Yes", the Account Currency and Base Currency fields are disabled. These fields are
updated from the transaction screen.
The following field is calculated and displayed by the system:
Total Amount The sum total of all the amounts entered in the "Account Currency"
field in the multiline.
On selecting the "Apply" pushbutton, if the initial balances have not been completely entered in
Ramco General Ledger, the details are just stored in the database. If the initial balance entry is
over in Ramco General Ledger, the system compares the opening balances for the vendor with the
opening balances for the account as defined in Ramco General Ledger.
If the system parameter "Initial balance entry through transactions" is set to "No", the system
generates a prepayment invoice or debit/credit note based on the account type chosen:
Control Accounts
When the initial balance entered is positive, a credit note is generated by the system. When the
initial balance entered is negative, a debit note is generated by the system.
Prepayment Accounts
When the system parameter for VAT applicability in Ramco Financial Administration and Control is
set to "Yes", the system generates a direct prepayment invoice with the "Fully Paid" status.
When this parameter is set to "No", a prepayment voucher will be generated.
These opening balance transactions (credit notes, debit notes and prepayment invoices) will not
appear in the vendor ledger report, that is, no financial postings are done by the system. If the
system parameter "Initial balance entry through transactions" is set to "Yes", then the balances as
updated by the transactions are compared with GL balances.
Version 3.1 2.15

Defining tax/charge/discount details
Prerequisite task: Data entry in the following screen
3 Summary
All taxes, charges and discounts that are levied during invoicing must be predefined in the
"Tax/Charge/Discount Details" screen.
You can assign a unique ID to each tax/charge/discount and record a description for it. In the case
of a tax/charge, the system allows you to specify whether it is "VATable" or "Non VATable". This
information is used by the system to calculate VAT on the tax/charge while recording invoices.
You can create a formula and associate it to each tax/charge/discount. This is used later for
calculating the tax/charge/discount. The formula is defined with the help of a formula builder that
can be accessed using the "FB" tool bar button.
Each tax/charge/discount must be mapped to the relevant GL account to enable updating of the
account heads during transactions.
7 Data entry
Select "Tax/Charge/Discount Details" from the "Masters" pull-down menu.
Figure 2.6 Tax/Charge/Discount Details Screen

Enter the following:
Tax/Charge/Disc Id A unique number identifying a specific tax/charge/discount for which

details have to be entered (Alphanumeric, 6). Mandatory.
Description A description for the tax/charge/discount (Alphanumeric, 40).

Mandatory.
2.16 Version 3.1

2/ Masters
Tax/Charge/Disc Type Use the drop-down list box to specify the tax/charge/discount type. The
system provides the options, "VATable Tax", "Non VATable Tax",
"VATable Charge", "Non VATable Charge" and "Discount". By default,
the system displays "VATable Tax".
Account No. The number of the GL account to which the tax/charge/discount details
have to be posted. Ensure that this account number has already been
defined in the "Chart of Accounts" screen of Ramco General Ledger as
a base currency account (Alphanumeric, 32). Mandatory.
Formula Id A unique number identifying a particular formula defined using the

formula builder. Select the "FB" tool bar button to access the formula
builder. You can build any formula, which will be used to calculate
taxes/charges/discounts. Refer to the section on "Formula Builder" in
Ramco Administration and Control user manual for instructions on
building a formula (Alphanumeric, 30). Mandatory.
Press <Enter>. The "Formula Content" field is filled in by the system.
The system fills in the following field:
Formula Content The formula that has been built using the formula builder.
On selecting the "Apply" pushbutton, the system stores all the tax/charge/discount related details.
This can be used whenever a tax/charge/discount has to be added to the invoice value.
Version 3.1 2.17

Defining a pay group master

Ø Financial Year Details in Ramco General Ledger.
Ø Bank/Cash/PTT Details in Ramco General Ledger.
Ø Purchase order in Ramco Purchasing, if purchase orders have to be given as filters.
3 Summary
Ramco Accounts Payable allows you to create pay groups where filters are defined for retrieval of
documents. This facility is typically used while recording transactions where documents such as
invoices and credit notes have to be quickly retrieved to make adjustments or payments.
The system allows you to create pay groups by defining certain parameters referring to the
document. Based on the pay groups identified, the system retrieves the documents in the
"Adjustment Vouchers" and "Payment Voucher Batch" screens.
Documents are retrieved based on parameters such as type of the document, doc subtype,
payment mode, date range, document currency and the priority attached to the document.
! Note: The electronic payment modes provided in this screen will be available only
when the system parameter "File Transfer Payment Version Flag" in Ramco Financial
Administration and Control is set to "1".
7 Data entry
Select "Pay Group Master" from the "Masters" pull-down menu.
2.18 Version 3.1

2/ Masters
Figure 2.7 Pay Group Master Screen

Group No. A unique number identifying the pay group for which parameters have
to be specified (Alphanumeric, 6). Mandatory.
Description A description for the pay group created (Alphanumeric, 40).

Mandatory.
Specify the date filters in the "Date" group box:
Date Option Use the drop-down list box to specify whether documents have to be
retrieved for the financial period, financial year, month, or for a specific
date range. The options provided by the system are: "Financial
Period", "Financial Year", "Monthly" and "Date Range".
Pay Thru Date Use the drop-down list box to specify whether documents (for the date
range specified) have to be retrieved based on the transaction date,
discount date or the due date. The system provides the options,
"Transaction Date", "Discount Date" and "Due Date".
Version 3.1 2.19

Enter the following field when the "Date Option" is set to "Financial Year", "Financial Period" or
"Monthly":
Financial Year Use the drop-down list box to specify the financial year for which
documents have to be retrieved. This field is disabled when the "Date
Option" is set to "Date Range".
Enter the following field that appears only when the "Date Option" is set to "Financial Period" or
"Monthly":
Financial Period Use the drop-down list box to specify the financial period for which
documents have to be retrieved. This field does not appear when the
"Date Option" is set to "Financial Year", or "Date Range".
Enter the following fields when the "Date Option" is set to "Date Range":
Start Date The starting date from which documents have to be retrieved. The
system date is displayed by default. This field is disabled when the
"Date Option" is set to "Financial Year", "Financial Period" or "Monthly"
(Date format).
End Date The end date up to which documents have to be retrieved. The system
date is displayed by default. This field is disabled when the "Date
Option" is set to "Financial Year", "Financial Period" or "Monthly" (Date
format).
Document Type Use the drop-down list box to indicate the type of the document to be
retrieved. The system provides the options: "Invoice", "Credit Note"
and "All".
Doc Sub-type Use the drop-down list box to specify the sub-type of the document to
be retrieved. By default, the system displays "All" when VAT and
electronic pay modes are available and "Regular" when VAT and
electronic pay modes are not available.
The system provides the following options when the "Document Type"
field is set to "Invoice": "ESR", "ESR+", "LSV", "Regular", "Specific
Bank A/c" and "All".
The system provides the options, "Account Based", "LSV", "ESR",

"ESR+", "Regular", "Specific Bank A/c" and "All" when the "Document
Type" field is set to "Credit Note".
All these options are displayed by the system when the "Document
Type" field is set to "All".
! Note: When "Doc Sub-type" is set to "Account Based", the "Electronic Payment"
check box is unchecked and disabled and only the manual pay modes are listed. The
"Electronic Payment" in the "Voucher Criteria" group box is also disabled.
2.20 Version 3.1

2/ Masters
Electronic Payment Select this check box to retrieve documents where electronic payment
is involved. When this field is left unchecked, the system retrieves
documents for which the payment mode is manual.
! Note: When the "Doc Sub-type" field is set to "LSV", the "Electronic Payment" check
box is checked and the "Pay Mode" field is set to "LSV" by default and is disabled.
Pay Mode Use the drop-down list box to indicate the mode of payment specified
for the document.
The system provides the options, "Cash", "Check", "Demand Draft",

"Others", "Pay Order" and "All" when the "Electronic Payment" field is
unchecked.
The system provides the following pay modes when the "Electronic
Payment" field is checked:
• Check Payment (TA 832)
• ESR Payment (08)
• ESR Payment (TA 826)
• Foreign Payment (TA 830)
• Inland Payment (TA 827)
• Money Order - Foreign (14)
• Money Order - Inland (11)
• Transfer to Bank account - Inland (05)
• Transfer to Bank account - Foreign (25)
• Transfer to Postal account - Inland (05)
• Transfer to Postal account - Foreign (12)
• All
! Note: The system displays all the above pay modes except "ESR Payment (08)" and
"ESR Payment (TA 826)" when the "Doc Sub-type" field is set to "Regular" or
"Specific Bank A/c".
Start PO No. The starting purchase order number from which the invoices and credit
notes have to be retrieved (Alphanumeric, 18). Ensure that this
number has already been defined in the "Purchase Order" screen of
Ramco Purchasing. The system displays all invoices and credit notes
which have reference to purchase orders, starting from this number, in
the transaction screens.
End PO No. The purchase order number up to which the invoices and credit notes
have to be retrieved (Alphanumeric, 18). Ensure that this number has
Version 3.1 2.21

already been defined in the "Purchase Order" screen of Ramco

Purchasing. The system displays all invoices and credit notes which
have reference to purchase orders, up to this number, in the
transaction screens.
! Note: If both "Start PO No." and "End PO No." fields are left blank, all invoices and
credit notes are selected. If only the "Start PO No." field is entered, invoices and
credit notes which have references to purchase orders starting from the number are
retrieved. If only the "End PO No." is entered, invoices and credit notes which have
references to purchase orders earlier than the number are retrieved.
Sort By Use the drop-down list box to specify the criteria based on which the
documents have to be sorted and listed. The system provides the
options: "Tran No.", "Vendor Code", "Amount" and "Date". For
example, if this field is set to "Tran No.", the documents are sorted
based on the transaction number, and listed in the transaction screens.
Priority Use the drop-down list box to indicate the processing priority attached
to the document to be retrieved. The system provides the options:
"High", "Low", "Medium" and "All".
Doc Currency The currency of the document (Alphanumeric, 5).
Amount Upto Select this check box to retrieve documents whose value in the
transaction currency occurs within the amount specified in the edit box
alongside.
For example, if the "Amount Upto" field is set to 10000, the system
retrieves all invoices/credit notes which have a value in the transaction
currency less than or equal to 10000.
Specify the criteria for the payment vouchers in the "Voucher Criteria" group box:
Default Invoice Pay Mode Select this check box to default the payment mode specified in the
invoice during transaction entry. If this box is unchecked, the system
allows you to specify the payment mode in the "Pay Mode" field in this
screen.
Electronic Payment Select this check box to generate vouchers where electronic payment
is involved. When this field is left unchecked, the system generates
vouchers where payment is manual.
Group By Use the drop-down list box to specify the basis for combining the
invoices and credit notes to form one payment voucher in a payment
voucher batch. The system displays three options: "None", "Amount"
and "No. of Vouchers". When the "None" option is chosen, there is no
specific method of grouping involved. On choosing the "Amount"
option, the system groups invoices and credit notes based on the
maximum amount for which the payment voucher can be raised.
When the "No. of Vouchers" option is selected, the system groups
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invoices and credit notes based on the maximum number of invoices

and credit notes that can be combined to form one voucher.
! Note: The system will group invoices and credit notes that belong to the same vendor
for the currency, payment mode and the bank specified in the pay group master,
when these filters are used.
Max Limit The maximum number or value of invoices and credit notes in the pay
currency that can be combined to form one payment voucher in a
payment voucher batch, depending on the option set in the "Group By"
field. For example, if the maximum number is set to ten, a maximum
of ten invoices/credit notes can be combined to form one payment
voucher. Similarly, if the maximum value is set to 20000, the payment
voucher can be generated for a maximum value of 20000 only. The
system generates another voucher for the remaining amount, if any
(Decimal).
! Note: The system displays a warning message when the maximum amount entered in
this field exceeds the amount specified against the system parameter "Maximum
Payment Amount".
Pay Type Use the drop-down list box to indicate the type of payment. The system
provides the options: "None", "Bank", "Cash" and "PTT".
! Note: When this field is set to "None" or "Cash", the "Electronic Payment" check box
in the "Voucher Criteria" group box is disabled.
Bank/Cash/PTT No. The bank/cash/PTT number through which the payment has to be
made (Alphanumeric, 6). Ensure that this number has already been
defined in the "Bank/Cash/PTT Details" screen of Ramco General
Ledger.
! Note: This field appears disabled when the "Pay Type" field is set to "None".
Enter the following field when the "Default Invoice Pay Mode" check box is unchecked:
Pay Mode Use the drop-down list box to indicate the mode of payment.
! Note: When the "Doc Sub-type" field is set to "Account Based", the "Electronic
Payment" check box is unchecked by default and disabled. Only manual pay modes
are listed.
When the "Electronic Payment" check box is unchecked:
The system provides the options, "Cash", "Demand Draft", "Others"

and "None" when the "Pay Type" field is set to "Cash"; the options,
"Check", "Demand Draft", "Others", "Pay Order" and "None" when the
"Pay Type" field is set to "Bank"; the options "Check", "Others", "Pay
Order" and "None" when the "Pay Type" field is set to "PTT"; and the
Version 3.1 2.23

options, "Others" and "None" when the "Pay Type" field is set to
"None".
When the "Electronic Payment" check box is checked:
The system provides the following options when the "Pay Type" field is
set to "Bank":
! Note: The following points must be noted:
i) When the "Doc Sub-type" field is set to "Regular" or "Specific Bank A/c", the
system displays all the above pay modes except "ESR Payment (TA 826)".
ii) If the "Doc Sub-type" field is set to "LSV", the "Pay Type" field is set to "Bank",
the "Electronic Payment" check box is checked and the "Pay Mode" field is set to
"LSV" by default and disabled. In addition, the "Bank/Cash/PTT No." and the
"Check Type" fields in the "Voucher Criteria" group box also appear disabled.
iii) When the "Doc Sub-type" field is set to "Account Based", the "Electronic
Payment" check box is unchecked by default and is disabled. Only manual pay
modes are listed.
The system provides the following options when the "Pay Type" field is
set to "PTT":
! Note: When the "Doc Sub-type" field is set to "Regular" or "Specific Bank A/c", the
system displays all the above pay modes except "ESR Payment (08)".
Enter the following field when the "Pay Mode" is set to "Check":
Check Type Use the drop-down list box to specify whether checks have to be
generated automatically or manually, for bank payments made through
checks. The system provides the options: "Automated" and "Manual".
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2/ Masters
! Note: The "Pay Mode" and "Check Type" fields are filled in by default and are
disabled when the "Default Invoice Pay Mode" check box is checked.
On selecting the "Apply" pushbutton, the system stores the details of the pay group in the database.
Version 3.1 2.25

3/ Transactions
Select the "Transactions" menu from the main screen.
Figure 3.1 Transactions Pull-down Menu Screen

The pull-down menu items of the "Transactions" option are described below:
Invoice This menu item has two submenu items.
Direct Invoice Enables you to enter details of direct invoices and direct prepayment
invoices, taxes/charges/discounts to be added and define payment
schedules with discounts and penalties.
Purchase Order Based

Invoice Enables you to enter details of purchase order based invoices and
purchase order based prepayment invoices, taxes/charges/discounts to
be added and define payment schedules with discounts and penalties.
Customs / Carrier Invoice Enables you generate customs invoice and carrier invoice to record
details of customs VAT and transportation charges payable on goods
imported.
! Note: This menu item appears enabled only when the system parameter for VAT
applicability in Ramco Financial Administration and Control is set to "Yes".
Matching Enables you to match vendor invoices that have not been
automatically matched after the invoice is entered and approved.
Version 3.1 3.1

Debit/Credit Notes Enables you to generate debit/credit notes.
Authorize Invoices Enables you to authorize selected invoices for a particular vendor or
for all vendors.
Prepayment Vouchers Allows you to record requests for advance payments made to a
vendor.
applicability in Ramco Financial Administration and Control is set to "No".
Adjustment Vouchers Enables you to adjust any pending invoice/credit note against
unadjusted prepayment vouchers (or prepayment invoices)/debit notes
for a particular vendor in a particular currency.
Payment Vouchers This menu item has two submenu items.
Payment Voucher Batch Enables you to make payment requests for multiple invoices/credit
notes, whose due dates fall before or on a specified payment date, at
one stroke.
View Payment Detail Enables you to view the details of all payment vouchers (raised against
invoices/credit notes) for the selected payment batch number.
Authorize Prepayment
Vouchers Allows you to authorize prepayment vouchers in bulk.
Recurring Vouchers Setup Enables you to define details of recurring payments and recurring
credit notes and the interval at which the payments are to be made.
Recurring Payment
Vouchers Allows you to define details of recurring payments and the interval at
which the payments are to be made.
Recurring Credit Notes Allows you to define details of recurring credit notes and the interval at
which the payments are to be made.
! Note: The above two submenu items appear only when the system parameter for
VAT applicability in Ramco Financial Administration and Control is set to "No".
Otherwise, only the main menu item "Recurring Vouchers Setup" is displayed.
Hold/Release Vouchers Enables you to withhold any authorized final invoice or credit note from
a particular vendor or withhold any unauthorized prepayment to be
made to a particular vendor. This option also allows you to
subsequently release the held invoices and credit notes.
Bank/Cash Receipts Enables you to capture bank/cash receipts from vendors.
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3/ Transactions
Receipts Detail Enables you to record details of the receipt given by the vendor,
acknowledging the payment received by him.
View Reversed Transactions Enables you to view voided vouchers, bounced receipts and reversed
invoices.
Version 3.1 3.3

Recording a direct invoice
Ø Vendor Details.
Ø AFE Details in Ramco General Ledger.
Ø Currency Details in Ramco General Ledger. Define the exchange rate details.
Ø Category-Item-Account Mapping in Ramco Value Added Tax.
Ø VAT Declaration Period Definition in Ramco Value Added Tax.
Ø Common Bank/PTT Details in Ramco Financial Administration and Control.
Ø Analysis Details in Ramco General Ledger.
Ø Cost Center/Cost Unit Details in Ramco Management Accounting.
Ø System Parameters. Set the system parameters relevant for a direct invoice.
Ø Document Serial Number.
3 Summary
The system enables you to carry out the following tasks through this screen:
Ø Entering details of vendor invoices ensuring that all payables are accurately recorded and
clearly tracked.
Ø Viewing all the invoices entered on the same day for a vendor with the same invoice amount by
selecting the "DA" tool bar button. This helps the user to cross check whether the invoice has
been duplicated.
Ø Creating invoices for advance payments made to a vendor.
The system allows you to enter all the details of vendor's invoices that do not have a reference to a
purchase order.
3.4 Version 3.1

3/ Transactions
Invoices could be of three types:

Proforma Invoices
Provisional details of goods despatched can be entered here. Authorizing a proforma invoice does
not update the account heads.
The system enables you to convert proforma invoice(s) belonging to a specific vendor and
currency, into a single final invoice. For more information, refer to the topic "Converting proforma
invoices into final invoices".
Final Invoices
Details captured here include the currency of the invoice, the items, unit cost, quantity, and taxes
and charges to be applied. The invoice can be entered in any currency defined for the vendor in the
vendor account group.
Direct Prepayment Invoices
Details of advance payments made to a vendor against proforma invoices or general references
are entered here.
! Note: This option will be available only when the system parameter for VAT
applicability in Ramco Financial Administration and Control is set to "Yes".
You can classify the invoice based on its sub-type and specify whether the mode of payment is
electronic or manual. You can also enter VAT details pertaining to the invoice such as the VAT
class and VAT category and whether the invoice amount is inclusive/exclusive of the VAT amount.
By default, the VAT category and the VAT class given in this screen are taken for all the items
specified in the invoice. The system allows you to assign a different category and/or class for a
specific item by accessing the "Calculated Vat Values" screen and recalculating VAT for all items.
You can specify whether taxes/charges/discounts can be calculated for the invoice as a whole or for
specific items. You can also attach a payment schedule to an invoice.
Entering the vendor initial balance through transactions
When the transaction date entered in this screen is before the start date of the minimum open
financial year and the "Initial balance entry through transactions" option in the system parameters is
set to "Yes", the amount entered is taken to be the vendor initial balance. The amount in base
currency and the account currency is calculated and the "Vendor Initial Balance" screen is updated.
However, the following points have to be noted:
Ø Initial balance transactions will not be allowed after initial balance entry is completed.
Ø No financial postings are made for initial balance entry transactions and Ramco General Ledger
does not update the books of accounts.
Automatically adjusting final invoices against prepayment invoices or debit notes
The system allows you to adjust the authorized final invoice against a debit note or a fully or
partially paid prepayment invoice, by setting the system parameters for performing the 'Auto Adjust'
on authorization of the final invoice or by selecting the "AA" tool bar button. On selecting this, the
system invokes the "Adjustment Vouchers" screen and you can view all the debit notes/prepayment
invoices which have a reference to this final invoice, in the "Adjust Prepayments/DRN" subscreen.
Version 3.1 3.5

You can authorize this to enable the system to adjust the invoice against the selected debit
notes/prepayment invoices.
The system also allows you to reverse an invoice transaction after postings have been made. Refer
to the topic "Reversing an invoice" for more details.
You can map the invoice to a specific income or expenditure by recording the analysis and sub
analysis codes. The cost center to be updated can also be specified. Any additional detail pertaining
to the invoice such as AFE number, Asset Id, FA location, priority, pay type and pay mode can be
recorded.
The invoice must be authorized to be posted to the books. When it is authorized, the status of the invoice
changes to "Posted" or "Unposted" depending upon whether it is an online or a postdated transaction.
Status of an invoice
The status of the invoice is displayed in the "View" mode and could be one of the following:
"Authorize", "Posted", "Unposted", "Held Posted", "Held Unposted", "Partially Paid", "Fully Paid",
"Transferred" and "Reversed".
! Note: If the vendor status for a particular vendor is defined as "Hold Buy" in Ramco
Purchasing, the system will not allow you to authorize the invoice. A warning
message of the vendor status is displayed.
7 Data entry
Select "Invoice" from the "Transactions" pull-down menu.
Select "Direct Invoice" from the submenu that appears.
Figure 3.2 Direct Invoice Screen
3.6 Version 3.1

3/ Transactions

Item/T/C/D, Item Code/T/C/D Id, Item Variant, Description, Unit Cost, Quantity, Account Number, Invoice
Value, VAT Rate, VAT Amount, UOM, Cost Center, Analysis Code, Sub Analysis Code and Comments.

Screen Icons:
Tax Cut, Pay Schd, Add. Detail and VAT.
Status Icons:
Authorize, Posted, Unposted, Held Posted, Held Unposted, Partially Paid, Fully Paid, Transferred and
Reversed.
Invoice Type Use the drop-down list box to indicate whether the invoice is a
proforma invoice, final invoice or a direct prepayment invoice.
! Note: The option "Direct Prepayment Invoice" appears only when the system parameter
for VAT applicability in Ramco Financial Administration and Control is set to "Yes".
Number Option Use the drop-down list box to indicate whether the invoice number
should be generated automatically or specified manually. The options
available are: "Automated" and "Manual".
Enter the type of the document in the edit box alongside

(Alphanumeric, 10). Mandatory. Ensure that this document type is
already defined in the "Document Serial Number" screen. This field is
disabled in modes other than the "Add" mode.
The system displays the following fields when the "Number Option" is set to "Automated":
Invoice No. The number of the invoice that is automatically generated by the
system, based on the document type specified, when the "Apply"
pushbutton is selected. The number has a prefix, a number and a
suffix, each of which consists of a maximum of six characters. The
system fills in the default prefix and suffix of the number as defined for
the specified document type. This field cannot be edited.
Authorized No. The number of the authorized invoice generated by the system on
selecting the "Authorize" icon. This number consists of a prefix, a
number and a suffix each of which consists of six characters. The
Enter the following fields when the "Number Option" is set to "Manual":
Invoice No. The number of the invoice. The system displays an error message
when the invoice number is duplicated (Alphanumeric, 18). Mandatory.
Version 3.1 3.7

Authorized No. The number of the authorized invoice. The system displays an error
message when the number is duplicated (Alphanumeric, 18).
Mandatory.
! Note: This field appears disabled in the "Add" mode.
Invoice Sub Type Use the drop-down list box to specify the invoice sub type. The system
provides the options, "ESR", "ESR+", "LSV", "Regular" and "Specific
Bank A/c". By default the system displays "Regular".
Invoice Date The date on which the invoice is to be accounted in the books. By
default, the current system date appears in this field (Date format).
! Note: Ensure that this date falls within the effective date range specified for the
vendor control account, multiline account, analysis code, sub analysis code and the
cost center code specified in this screen. If the date is beyond the effective date range
specified for any of these fields, the system displays an error message when the
transaction is applied or authorized.
Vendor Code The code identifying the vendor from whom the invoice has been
received (Alphanumeric, 18). Mandatory. Ensure that this vendor code
has already been defined in Ramco Purchasing.
Press <Enter>. The "Vendor Name", "Pay Term No.", "Pay Mode",
"Currency/Rate", "A/C Payable", "Default VAT Class", "Default VAT
Category" and "Invoice Sub Type" fields are filled in by the system.
Vendor Name The name of the vendor is displayed.
! Note: For one-time vendors, use the "VA" tool bar button to edit the name and remit
address.
Pay Term No. A unique number identifying the payment schedule. When the pay
term number is entered, the system defaults the payment schedule
details in the "Payment Schedule" subscreen. Ensure that the pay term
is defined in Ramco Purchasing (Alphanumeric, 10).
Electronic Select this check box to generate an invoice where electronic payment
is involved. Leave this box blank to generate an invoice where
payment is manual.
! Note: The "Electronic" check box appears checked and disabled when the "Invoice
Sub Type" field is set to "LSV".
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3/ Transactions
When the "Electronic" check box is unchecked:

"Others" and "Pay Order".
The system provides the following options when the "Invoice Sub
Type" field is set to "ESR" or "ESR+":
i) When the "Invoice Sub Type" field is set to "Regular" or "Specific Bank A/c", the
system displays all the above pay modes except "ESR Payment (08)" and "ESR
Payment (TA 826)".
ii) When the "Invoice Sub Type" field is set to "LSV", the "Pay Mode" field is set to
"LSV" by default and disabled.
Vendor Inv No. The number of the vendor's invoice (Alphanumeric, 18). Mandatory.
Vendor Inv Date The date on the vendor's invoice (Date format). Mandatory.
Anchor Date The date from which the payment schedule is to be calculated. The
system displays the current date by default and the vendor invoice
date if the system parameter "Default Anchor Date to Vendor Inv Date"
is set to "Yes". Ensure that the anchor date is later than or equal to
"Vendor Invoice Date" (Date format). Mandatory.
! Note: If the system parameter "Anchor date earlier than invoice date" is set to "Yes",
the anchor date can be earlier than "Invoice Date". Otherwise, ensure that the anchor
date is later than or the same as the "Invoice Date".
Version 3.1 3.9

A/C Payable The accounts payable control account that has to be updated by this
transaction. Ensure that the account is defined in the "Chart of
Accounts" screen of Ramco General Ledger. The system displays the
default control account for the vendor based on the specified currency
Currency/Rate The currency in which the invoice is generated and the exchange rate
of the transaction currency.
In the first edit box, the system fills in the default currency in which the
vendor transacts. You may change it to any currency defined in the
Vendor Account Group of the vendor (Alphanumeric, 5). Mandatory.
Press <Enter>. The exchange rate and the "A/C Payable" fields are
filled in by the system.
If the currency is a foreign currency, the system displays the exchange

rate, by default, in the second edit box. This field can be edited. Ensure
that the exchange rate entered is within the tolerance limits defined in
Ramco General Ledger (Decimal). Mandatory. This field is disabled for
the base currency.
Comments Any comment pertaining to the invoice (Alphanumeric, 255).
Enter the following in the "Amount Details" group box:
VAT Inclusive Check this box to indicate that the invoice amount is inclusive of the
VAT amount. Leave this box blank when the invoice amount is to be
exclusive of the VAT amount.
Invoiced Amt. The vendor's bill amount including the VAT amount when the "VAT
Inclusive" check box is checked. When the "VAT Inclusive" check box
is unchecked, enter the invoice amount alone, excluding the VAT
amount (Decimal). Mandatory.
Total Amount The net payable amount for the invoice including the VAT amount.
This field is disabled and cannot be edited. The system dynamically
calculates the total amount when the unit cost and quantity are entered
for each item and when the VAT amount and taxes/charges/discounts
are calculated for each item or the invoice as a whole.
This field will be equal to "Invoiced Amt." when the "VAT Inclusive"
check box is checked. If the "VAT Inclusive" check box is unchecked,
this field will be equal to the sum of the values in the "Invoiced Amt."
and "Total VAT Amt." fields.
Enter the following field when the "VAT Inclusive" check box is unchecked:
Total VAT Amt. The total amount payable as VAT for the invoice. This field acts as a
control field and should be equal to the total of the "VAT Amount" fields
3.10 Version 3.1

3/ Transactions
in the multiline. This field appears disabled and is calculated by the

system when the "VAT Inclusive" check box is checked.
Default VAT Class Use the drop-down list box to specify the VAT class of the item.
Default VAT Category Use the drop-down list box to specify the VAT category of the item.
! Note: By default, the VAT class and VAT category specified in the above two fields is
taken for all the items specified in the multiline. However, you can assign a different
class/category for a specific multiline item by selecting the "VAT" icon and accessing
the "Calculated Vat Values" screen.
You have the option of entering the taxes, charges and discounts in the multiline of the main screen
or using the "Tax/Charge/Discount" subscreen. When taxes, charges and discounts are entered in
the main screen, the account associated with the Tax/Charge/Discount Id will appear by default and
you can enter the value directly. When taxes, charges and discounts are entered in the subscreen,
the details are fetched and displayed in the main screen.
! Note: The "Tax Cut" icon is enabled only in the "Modify" mode.
Enter the following multiline fields:
Item/T/C/D Use the drop-down list box to indicate whether the multiline details are
to be entered for an item, tax, charge or discount. The options
available are: "Item", "VATable Tax", "Non VATable Tax", "VATable
Charge", "Non VATable Charge" and "Discount".
Item Code/T/C/D Id The code identifying the item or the identification number of a
tax/charge/discount depending on the option selected in the field
"Item/T/C/D".
When the "Item/T/C/D" is set to "Item", enter the code of the item
being invoiced (Alphanumeric, 16). Mandatory.
When the "Item/T/C/D" is set to either "VATable Tax" or "Non VATable

Tax" or "VATable Charge" or "Non VATable Charge" or "Discount",
enter the number that identifies the specific tax, charge or discount
Press <Enter>. When an item code is entered, the "Description" and

the "UOM" fields are filled in by the system, if the item is not
associated with a variant. When a tax/charge/discount id is specified,
the "Description" and the "Account Number" fields are defaulted.
Item Variant The variant of the item specified. This field is disabled when the
"Item/T/C/D" is set to an option other than "Item" (Alphanumeric, 4).
Mandatory.
Press <Enter>. The "Description" and the "UOM" fields are filled in by
the system.
Version 3.1 3.11

Description The description of the item being invoiced. If a valid

tax/charge/discount code is entered in the field "Item Code/T/C/D Id",
the description will be defaulted from the "Tax/Charge/Discount
Details" screen (Alphanumeric, 40). Mandatory.
! Note: At least one of the three fields, "Item Code/T/C/D Id", "Item Variant", or
"Description" has to be mandatorily entered.
Unit Cost The unit cost of the item. This field is disabled when the "Item/T/C/D" is
set to an option other than "Item" (Decimal). Mandatory.
Quantity The quantity of the item received from the vendor. This field is
disabled when the "Item/T/C/D" is set to an option other than "Item"
(Decimal). Mandatory.
Account Number The number of the account to which the details of the item are posted.
Ensure that the account is defined in the Chart of Accounts of Ramco
General Ledger (Alphanumeric, 32). Mandatory.
If a valid tax/charge/discount code is entered in the field "Item

Code/T/C/D Id", the account is fetched from the "Tax/Charge/Discount
Details" screen and can be edited.
If the invoice is a prepayment invoice, all multiline accounts have to be

the same and can be any prepayment account mapped to the vendor
in the Vendor Account Group.
If an Asset Id is specified for the item in the "Additional Details"

subscreen, then, by default, the system displays the FA suspense
account defined in the common system parameters of Ramco
Financial Administration and Control.
Press <Enter>. The "Analysis Code" and the "Sub Analysis Code"
fields are filled in by the system.
! Note: If a distribution code is entered in this field, the system automatically displays
the account, analysis, sub analysis and the cost center defined for the code and posts
the transaction amount in the defined ratios to each account. You can select the "DH"
tool bar button to view the existing distribution numbers.
The system fills in the following multiline field:
Invoice Value The invoice amount calculated by the system using the formula "Unit
Cost x Quantity", when an item code is entered.
When a tax/charge/discount code is entered, the system allows you to

edit this field (Decimal). Mandatory.
Select the "VAT" icon to modify the VAT class and VAT category of the selected multiline
item.
Select the "Calc VAT" pushbutton to calculate VAT values and update the multiline.
3.12 Version 3.1

3/ Transactions
The system displays the following multiline fields on selecting the "Calc VAT" pushbutton or on
selecting the "OK" pushbutton in the "Calculated VAT Values" screen:
VAT Rate The percentage of the invoice amount to be paid as VAT. This field
appears disabled and is filled in by the system.
VAT Amount The amount to be paid as VAT. The sum total of all VAT amounts
entered in the multiline should be equal to the "Total VAT Amt." field in
the "Amount Details" group box.
This field appears disabled and is calculated and filled in by the

system.
UOM The unit of measurement of the item. If the item has been defined in
Ramco Inventory, the system fills in the unit of measurement of the
item as defined in the Item Master (Alphanumeric, 4).
This field is disabled when a tax/charge/discount code is entered.
Cost Center The cost center code to which the item belongs (Alphanumeric, 10).
! Note: Ensure that the cost center code entered is a valid cost center code mapped to
the account number specified.
Analysis Code The analysis code to which the item belongs (Alphanumeric, 5).
Sub Analysis Code The sub analysis code to which the item belongs (Alphanumeric, 5).
! Note: In the Analysis Code and Sub Analysis Code fields, the system displays the
default analysis and sub analysis codes defined in Ramco Financial Administration
and Control, for this account. You can change this, if required. However, if the
account is not mapped to an analysis code and sub analysis code in Ramco Financial
Administration and Control, the system displays an error message on applying the
invoice.
Comments Any comment pertaining to the received item(s) or taxes and charges
(Alphanumeric, 255).
Select the "CP" tool bar button to convert proforma invoice(s) into a single final invoice.
! Note: The "CP" tool bar button is disabled for a direct prepayment invoice.
Select the "Apply" pushbutton to store details of the unauthorized invoice in the database.
These details can be updated, if necessary. The account heads are not updated until the invoice is
authorized either by selecting the "Authorize" icon in this screen or by using the "Authorize
Invoices" option from the "Transactions" pull-down menu to authorize invoices in bulk.
Refer to the topic "Authorizing an invoice" for more details.
Version 3.1 3.13

Select the "PD" tool bar button to view the account postings that will be made for the direct
invoice.
: Entering taxes/charges/discounts for a direct invoice
Ø Tax/Charge/Discount Details.
Ø Direct Invoice. Apply the invoice on which taxes/charges/discounts are to be levied in the database.
3 Summary
This screen is provided as a worksheet that allows you to enter all the information about the
discounts, taxes and various charges applied to an invoice or to individual items. The
taxes/charges/discounts and values can be entered based on the formula specified in the
"Tax/Charge/Discount Details" screen. The values can be computed either on the basis of the
invoice value or the item value.
7 Data entry
Select the "Modify" mode in the "Direct Invoice" screen.
Select the "Tax Cut" icon in the "Direct Invoice" screen.
Figure 3.3 Tax/Charge/Discount Screen

T/C/D Flag, T/C/D Id, Account Number, Amount, Cost Center, Analysis Code and Sub Analysis Code.
Action Icon:
Confirm.
3.14 Version 3.1

3/ Transactions

Document No. The number of the invoice is displayed from the "Direct Invoice"
screen. This field cannot be edited.
Item Serial No. Use the drop-down list box to select the serial number of the item on
which the taxes/charges/discounts are to be levied, if
taxes/charges/discounts are being calculated for each item individually.
! Note: This field appears blank and disabled when the "Tax Computation" field is set to
"By Document".
Tax Computation Use the drop-down list box to indicate whether values are to be
computed based on the item value or the invoice value. Options
available are: "By Item" and "By document".
The system fills in the following fields when "Tax Computation" is set to "By Item":
Item Code The code identifying the item.
Item Variant The variant of the item specified.
Description A description of the item and its variant.
T/C/D Flag Use the drop-down list box to indicate whether the multiline details are
to be entered for tax, charge or discount. The options available are:
"VATable Tax", "Non VATable Tax", "VATable Charge", "Non VATable
Charge" and "Discount".
T/C/D Id The identification of the tax/charge/discount to be levied on the

item/invoice. Ensure that this code has been defined in the
"Tax/Charge/Discount Details" screen (Alphanumeric, 6). Mandatory.
Press <Enter>. The "Account Number", "Amount", "Analysis Code" and

the "Sub Analysis Code" fields are displayed by the system.
Account Number The General Ledger account to which the details of the
tax/charge/discount are to be posted as defined in the
Amount The amount of tax/charge/discount for the item/invoice calculated

based on the "T/C/D Id" specified. The system uses the formula built
using the "Formula Builder", to calculate this amount.
! Note: Ensure that the cost center code is a valid cost center code mapped to this account.
Version 3.1 3.15

! Note: In the Analysis and Sub Analysis fields, the system displays the default analysis
and sub analysis codes defined in Ramco Financial Administration and Control, for
this account. You can change this, if required. However, if the account is not mapped
to an analysis code and sub analysis code in Ramco Financial Administration and
Control, the system displays an error message when the invoice is applied.
Total Amount The total amount of the charges, taxes and discounts added in the
multiline.
Select the "Confirm" icon to store the details entered in the screen.
After confirmation, the system still allows you to change the tax computation either to 'document-
wise' or 'item-wise'. You can change the item serial number and proceed on to the next item serial
number, and the system checks for duplication of the tax/charge/discount for the same invoice or
the same line item.
Select the "OK" pushbutton.
The system stores the details of the tax/charge/discount along with the invoice. The amount in the
"Total Amount" field in the "Direct Invoice" screen is updated with the tax/charge/discount
amount(s). The system allows you to alter taxes/charges/discounts at any time in the main screen
before the invoice is authorized.
! Note: After selecting the "OK" pushbutton, the tax/charge/discount details entered in
the subscreen will not appear on invoking the subscreen again.
After entering the taxes/charges/discounts, select the "Cancel" pushbutton to return to the "Direct
Invoice" screen.
: Entering payment schedules for a direct invoice
3 Summary
This screen allows you to link an invoice to a payment schedule with multiple pay terms.
The following details can be defined for each pay term:
Ø Term number.
Ø Payment due date.
Ø Amount to be paid on this date recorded either as a percentage or a flat amount.
Ø Discount available for this date recorded either as a percentage or a flat amount.
Ø Penalty to be paid for overdue payments recorded as a percentage.
You can also specify whether discount must be calculated on the invoice value alone or on the
invoice value along with the taxes/charges/discounts.
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If pay terms have been attached to the vendor in the "Vendor Details" screen, the system displays
the payment schedule, by default. This schedule can be modified.
Otherwise, you must enter the payment schedule. The system will not allow you to authorize the
invoice unless a payment schedule is entered for it.
7 Data entry
Select the "Pay Schd" icon in the "Direct Invoice" screen.
Figure 3.4 Payment Schedule Screen

ESR Participant No., ESR Ref. No., Term No., Due Date, Type of Rate, Rate, Due Amount, Disc. Cal.
Amount, Type of Rate, Discount Date, Discount Rate, Discount Amount, Penalty Rate and Coding Line.
The system fills in the following fields which are disabled:
Pay Term No. A unique number identifying the payment schedule.
Invoice No. The number of the invoice for which the payment schedule is being
generated.
Invoice Amount The net amount of the invoice.
Version 3.1 3.17

Enter the following field:
Discount Computation Use the drop-down list box to indicate the basis for discount
computation. The options available are: "Base Invoice Value" and
"Gross Invoice Value".
! Note: If the system parameter "Discount based on Gross Invoice Value" is set to
"Yes", the "Discount Computation" field is set to "Gross Invoice Value" by default.
The system displays the following field that appears when the "Invoice Sub Type" field in the "Direct
Invoice" screen is set to "ESR" or "ESR+":
Account In Indicates whether the ESR account number is a bank or a PTT

account.
Enter the following field in the "LSV Details" group box that appears when the "Invoice Sub Type"
field in the "Direct Invoice" screen is set to "LSV":
Vendor LSV Id The identification number of the LSV contract.
LSV Contract Text Any free form text or the contract information on the LSV contract. This
field is filled in by the system and appears disabled.
LSV Account No. The account number of the company associated with the LSV Id. This
Enter the following when the "Invoice Sub Type" field in the "Direct Invoice" screen is set to "ESR"
or "ESR+":
Use Coding Line Defaults Select this check box if the details entered in the following fields must
be defaulted in the multiline. When this check box is checked, the
following group boxes applicable for ESR/ESR+ invoices, are enabled
and the multiline fields are filled in by the system with the values
entered in these fields.
When this check box is unchecked, the following group boxes

applicable for ESR/ESR+ invoices, are disabled and the system allows
you to enter the multiline fields.
This check box appears checked by default.
Select one of the following radio buttons in the "No. of digits for ESR/ESR+ Participant No." group
box, in the case of an ESR/ESR+ invoice:
5 Digit Select this radio button if the ESR/ESR+ participant number contains
five digits.
nine digits.
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Select one of the following radio buttons in the "No. of digits for ESR/ESR+ Reference No." group
16 Digit Select this radio button if the ESR/ESR+ reference number contains
16 digits.
27 digits.
! Note: The above two radio buttons appear only when the "9 Digit" radio button is
selected in the "No. of digits for ESR/ESR+ Participant No." group box.
15 Digit This radio button indicates that the ESR/ESR+ reference number
contains 15 digits.
! Note: This radio button is disabled and selected by default and appears only when the
"5 Digit" radio button is selected in the "No. of digits for ESR/ESR+ Participant No."
group box.
Enter the following fields in the "ESR/ESR+ Coding Line Defaults" group box in the case of an
ESR/ESR+ invoice:
Participant No. The participant number of the vendor to whom the ESR payment is to
be made.
Reference No. The reference number specified in the ESR slip supplied by the
vendor.
ESR Amount The amount to be paid as ESR amount. This amount must correspond
to the "Due Amount" entered for the specified row in the multiline.
! Note: This field is disabled in the case of an ESR+ invoice.
The system displays the bank/cash voucher type in the box alongside.
This box appears disabled and contains "01" in the case of ESR and
"04" in the case of an ESR+ invoice.
Row No. Use the drop-down list box to select the row number of the multiline
that has to be defaulted.
! Note: The "Use Coding Line Defaults" check box, "No. of digits for ESR/ESR+
Participant No.", "No. of digits for ESR/ESR+ Reference No." and the "ESR/ESR+
Coding Line Defaults" group boxes are disabled when the "Invoice Sub Type" field in
the main screen is set to any option other than "ESR" or "ESR+".
Select the "Default" pushbutton to default the details in the multiline.
Enter the following fields in the "Specific Bank A/c Details" group box that appears when the
"Invoice Sub Type" field in the "Direct Invoice" screen is set to "Specific Bank A/c":
Account In Use the drop-down list box to specify whether the account number
entered is a bank or a PTT account.
Version 3.1 3.19

Vendor Bank No. The number of the vendor's bank.
Vendor A/c No. The account number of the vendor with the bank.
Clearing No. The corresponding clearing number is displayed by the system. This
field appears disabled.
Co. Account In Indicates whether the company account number entered is a bank or a
PTT account.
Co. Account No. The account number of the company with the bank. This field is filled
in by the system and appears disabled.
the details of the payment schedule, by default in the multiline.
Enter the following fields in the multiline if a payment schedule has to be created for the invoice:
ESR Participant No. The participant number of the vendor to whom the ESR payment is to
be made.
ESR Ref. No. The reference number specified in the ESR slip supplied by the
vendor.
! Note: The above two fields appear in the multiline only when the "Invoice Sub Type"
field in the "Direct Invoice" screen is set to "ESR" or "ESR+". The system defaults
these values when the fields in the "ESR/ESR+ Coding Line Defaults" group box are
entered and the "Default" pushbutton is selected. These fields are disabled if the "Use
Coding Line Defaults" check box is checked.
Term No. A unique number to identify the payment schedule (Alphanumeric, 10).
Mandatory.
Due Date The date within which the payment is to be made to the vendor. This
date can be earlier than the invoice date (Date format) Mandatory.
Type of Rate Use the drop-down list box to specify the type of rate for the amount to
be paid within the due date. The type of rate can be defined as a
percentage or a flat amount.
Rate The percentage of the invoice amount to be paid, if the "Type of Rate"
has been defined as a percentage (Decimal). Mandatory.
Due Amount If the "Type of Rate" has been specified as a flat amount, enter the
amount to be paid (Decimal). Mandatory. The sum of the due amounts
entered should be equal to the invoice amount when the "Invoice Sub
Type" is set to any option other than "ESR". If the "Type of Rate" has
been specified as a percentage, the system calculates the amount to
be paid and fills in this field.
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3/ Transactions
! Note: When the "Invoice Sub Type" field is set to "ESR", the due amount can be of a
lesser value than the invoice amount.
Disc. Cal. Amount The discount amount calculated by the system. If the "Discount
Computation" field is set to "Base Invoice Value", the discount is
computed on the invoice value alone, excluding taxes and charges. If
the "Discount Computation" field is set to "Gross Invoice Value",
discount is computed on the invoice value plus taxes and charges.
Enter the following fields when the "Invoice Sub Type" is set to any option other than "ESR"/"LSV":
Type of Rate Use the drop-down list box to specify the type of rate that can be
availed for the discount amount. The type of rate can be defined as a
Discount Date The date within which the discount can be availed. This should be less
than or equal to the due date (Date format).
Discount Rate If the "Type of Payment" has been defined as a percentage, enter the
percentage of the invoice amount which can be availed of as a
discount, if the payment is made within the "Discount Date" (Decimal).
Mandatory.
Discount Amount If the "Type of Rate" has been specified as a flat amount, enter the
discount amount that can be availed, if the payment is made within the
"Discount Date". The discount amount should be less than or equal to
the invoice amount (Decimal). If the "Type of Rate" has been specified
as a percentage, the system calculates the amount and fills in this field.
Penalty Rate The percentage of the invoice amount which is to be paid as penalty
(Decimal).
! Note: Penalty can be defined only as a percentage.
The following multiline field appears and is filled in by the system when the "Invoice Sub Type" is
set to "ESR" or "ESR+" in the main screen:
Coding Line The coding line generated by the system using a combination of the
participant number, reference number and ESR amount entered and
certain special characters. This is typically used to cross-check the
values entered with the coding line on the ESR slip supplied by the
vendor.
The details of the payment schedules are stored in the system along with the invoice. The payment
schedules can be altered at any time before the invoice is authorized.
Version 3.1 3.21

! Note: The "Apply" pushbutton appears disabled if the system parameter "Allow
modification of payment schedule" is set to "No".
After defining the payment schedules, select the "Cancel" pushbutton to return to the "Direct
Invoice" screen.
: Entering direct invoice additional details
Ø Asset Details in Ramco Fixed Assets, in the case of a capital purchase.
Ø Asset Location in Ramco Fixed Assets, in the case of a capital purchase.
3 Summary
This screen captures additional information for the invoice raised in the main screen. Additional
details include the priority for the invoice, AFE number and mode of payment for the invoice. A
reference for the invoice can also be specified. The reference could be a general reference or a
proforma invoice or a prepayment invoice depending on the type of invoice being entered.
For capital purchases, you can specify the asset identification and location for which the invoice is
being entered.
7 Data entry
Select the "Add. Detail" icon in the "Direct Invoice" screen.
Figure 3.5 Additional Details Screen

Invoice Number and Invoice Amount.
Priority Use the drop-down list box to specify the priority attached to the
invoice, based on which the adjustments will be made while making
3.22 Version 3.1

3/ Transactions
payments. Priority could be: "High", "Low" or "Medium". By default, the

system displays the priority of the vendor as specified in the "Vendor
Details" screen.
AFE Number The Authorization for Expenditure number, if the invoice is associated
with an AFE. Ensure that this AFE number is defined in the "AFE
Details" screen of Ramco General Ledger (Alphanumeric, 5).
Asset Id The identification number defined in Ramco Fixed Assets for the asset
being invoiced, in case of a capital purchase. Ensure that this number
has already been defined in the "Asset Details" screen of Ramco Fixed
Assets (Alphanumeric, 30). Mandatory.
FA Location The FA location number defined in Ramco Fixed Assets for the asset
being invoiced, in case of a capital purchase. Ensure that the location
number has already been defined in the "Asset Location" screen of
Ramco Fixed Assets (Alphanumeric, 16). Mandatory.
Bills Applicable Select this check box if the invoice is bills applicable, so that it can be
transferred to Ramco Bills & LC for subsequent processing.
Select the appropriate radio button in the "Reference" group box to indicate whether the invoice is
general in nature or linked to a proforma invoice or a direct prepayment:
General Select this radio button when the invoice is general in nature.
! Note: A proforma invoice can have only a general reference.
Direct Prepayment Invoice Select this radio button when the final invoice is linked with a direct
prepayment made to the vendor.
! Note: This radio button is enabled only for a final invoice and is disabled for a
proforma invoice. While generating a direct prepayment invoice, the following radio
button appears instead.
Direct Proforma Invoice Select this radio button when the direct prepayment invoice is linked
with a proforma invoice.
Enter the following field when the "General" radio button is selected:
Reference No. A reference number for the invoice (Alphanumeric, 18).
Enter the following in the multiline alongside when the "Direct Prepayment Invoice" or the "Direct
Proforma Invoice" radio button is selected:
Invoice Number The number of the direct prepayment or proforma invoice against
which the final invoice or the direct prepayment invoice is raised
Invoice Amount The direct prepayment or proforma invoice amount against the
particular invoice (Decimal). Mandatory.
Version 3.1 3.23

After entering the additional details, select the "Cancel" pushbutton to return to the "Direct Invoice"
screen.
: Calculating VAT values
Ø VAT Code Definition in Ramco VAT.
Ø Category - Item - Account Mapping in Ramco VAT.
Ø Chart Of Accounts in Ramco General Ledger.
Ø System Parameters in Ramco VAT.
3 Summary
This screen enables you to calculate the value added tax on all VAT applicable transactions such
as orders, goods receipt, invoicing, prepayments, debit/credit notes, direct payments and
collections without invoicing. The calculation, processing and accounting is primarily based on
whether the transaction is from the purchase cycle or sales cycle.
Based on the prevailing tax regulations, for the purchase of an item, only a specified percentage of
the value added tax amount will be refunded. This refundable amount is posted into the VAT Input
Deductible account and the remaining amount is posted into the Non-deductible VAT account,
defined in Ramco VAT. For the sales cycle, the collected tax as per the sale from the customers is
payable to the tax authorities.
The posting account used for purchase transactions should be a control account of type "Input
VAT". In case of sales transactions, the posting account should be a control account of type "Output
VAT". Refer the topic "Mapping VAT Categories to items and GL accounts" in Ramco VAT User
Manual for further information on mapping an account to an item and VAT category.
This screen defaults all the required information such as item/variant, its base value, item or
document level charges or discounts if any, for calculation of VAT details. The "Auto VAT calculate"
button, if available and selected, will calculate VAT details in the background without launching the
subscreen.
Based on your specification in the previous screen, the transaction amount (total value, item value,
item/document level charges or discounts) entered is made inclusive of the VAT amount. The
system will then accordingly calculate and display the VAT value and the actual value of the item.
If the Ramco e.Application does VAT account postings, then an additional subscreen is provided to
display the corresponding VAT accounting information for each line item. This is made available on
double-clicking the cell under the "VAT Total Corr. tran" column.
7 Data entry
Select the "VAT" icon or the "VAT" tool bar button from the transaction screen.
3.24 Version 3.1

3/ Transactions
Figure 3.6 Calculated VAT Values Screen

Item Code, Item Variant, Item SerialNo., Item Value, Vatable Item Charge, Item Discount, Non Vatable
Item Charge, Vatable Distributed Charge, Distributed Discount, VAT Class, VAT Category, Deductible %,
VAT Code, VAT Rate, VAT Total Corr. Base Amt., VAT Total Calc. Base Amt., VAT Total Corr. Tran.
Amt, VAT Total Calc. Tran. Amt.
The system displays "Item Value is Inclusive of VAT amount" or "Item Value is Exclusive of VAT
amount" in the header portion as per the flag set in the previous screen.
The system displays the following:
Doc Number The document number of the transaction from the previous screen.
Tran. Date The transaction date of the document.
Ref. Doc Date The date associated with the reference document.
Doc Discount The discount calculated and applied at the document level.
Vatable Charge The document level charge which is vat applicable for the document.
NonVatable Charge The document level non vatable charge which will be considered for
calculation of VAT.
Currency The transaction currency associated with the transaction.
VAT Exch. rate The VAT exchange rate of the transaction currency which would be
same for the sales transactions but editable within the tolerance limits
set in Ramco GL for the purchase transactions.
Version 3.1 3.25

Select the following:
VAT Code The VAT code for which the total calculated VAT value must be
displayed. Use the combo box for selecting the VAT code from the
available list.
The system displays the following based on the VAT code selected:
Total per code The total VAT amount associated with the items with the selected VAT
code. This field displays the corrected VAT amount.
Calc. Per Code The VAT amount calculated by the system on the items for the
selected VAT code.
Select the "Retain initial distribution of doc. charges/discounts" check box to preserve the
originally calculated and distributed document level charges/discounts value of VAT even if
the amount is recalculated.
Select the "Recalculate" pushbutton to calculate the VAT amount with the changes carried
on over the details in the multiline.
The system displays the following details in the multiline after calculating the VAT amount for each
multiline detail in the transaction screen:
Item Code The item from the previous transaction screen which is associated with
a VAT code.
Item Variant The variant of the item from the previous screen for the corresponding
item code.
Item Serial No. The serial number of the item from the previous screen for the
corresponding item code.
Item Value The item value as entered in the previous screen is displayed.
Vatable Item Charge The portion of charge associated with the item which is vat applicable.
Item Discount The discount applicable for the item.
Non Vatable Item Charge The charge associated with the item which is not vat applicable.
Vatable Distributed Charge The document level charges distributed in proportion to the item value.
Distributed Discount The document level discounts distributed in proportion to the item
value.
VAT Class Select a VAT class from the drop-down list box. The options available
are as defined in the "VAT Class Definition" screen in Ramco VAT. A
VAT Class is a further classification of a business transaction. For
example, a purchase transaction could be further classified as "Goods
Purchase" and "Services Purchase"; a sales transaction can be
classified as "Goods Sale" and "Service Sale". This facility enables you
to generate classified reports in Ramco VAT.
3.26 Version 3.1

3/ Transactions
VAT Category Select the VAT category from the drop-down list box. The VAT
category basically identifies the business rule or process to be applied
to a transaction. It also governs the process of updating the posting
accounts. The VAT category that you select determines the following
factors:
• whether the transaction is inland or foreign.
• the kind of account posting rule for items or services involved.
Based on the above two factors the accounting rules (i.e., the VAT
category) to be followed, as governed by the tax regulations prevailing
in the country, is selected. In Ramco VAT, the following categories
applicable only in Switzerland, have been identified and registered.
For Purchase Cycle transactions
• National Purchase : National Purchasing Transaction
• Customs VAT : Customs VAT for import of goods
• Import Goods : Import Purchase for Goods
• Import Service : Import Purchase for Service
• Urprod Purchase : National Purchase of agricultural product
• Input VAT Exempted : Transaction not subject to VAT
For Sales Cycle transactions
• National Sale : National Selling Transaction
• Exports : Export Selling Transaction
• Urprod Sale : National Sale of agricultural product (Without VAT)
• Output VAT Exempted : Transaction not subject to VAT
Deductible % The percentage of the VAT amount on the value of the item, which can
be refunded. This is applicable only for purchase cycle.
VAT Code A code to refer to one or more VAT rates. For a selected item, the VAT
code is defaulted. Refer the topic "Defining VAT codes" in the Ramco
VAT User Manual for further information.
VAT Rate The VAT rate that is effective as on the date of transaction is
defaulted.
The system displays the following details:
VAT Total Corr. Base Amt. The system displays the calculated/recalculated value in the base
currency. Double-click on this value to view the "VAT Break ups"
screen for the VAT accounting details for each line item.
Version 3.1 3.27

! Note: The "VAT Break up" subscreen is launched only for those applications which
post VAT accounting into Ramco GL. Also, You cannot view the details if the VAT
value calculated is zero. You can correct the calculated VAT value either in this
screen or in the "VAT Breakup" screen. However, the change can be effective only if
the user has the permission and the corrected value is within the tolerance limit set in
VAT System Parameter in Ramco VAT.
VAT Total Calc. Base Amt. The total calculated VAT amount in base currency.
VAT Total Corr. Tran Amt. The total corrected VAT amount in the transaction currency.
VAT Total Calc. Tran Amt. The total calculated VAT amount in the transaction currency.
The system displays the following details in the footer:
Total excl. amt. The total amount associated with the transaction without considering
VAT.
Total incl. amt. The net amount of the transaction including the VAT amount.
Total vat amt. The total VAT amount applicable to the transaction.
On doing so, the transaction screen from which the VAT details are calculated is shown.
: Calculating VAT breakups
3 Summary
This screen displays the account posting details of the VAT amount calculated for the transaction.
For each line item, the VAT account type, type of posting (debit/credit), account number, calculated
VAT value, corrected VAT value, default cost center, GL analysis and sub-analysis code for each
account number are displayed. This screen can be launched only from AP, AR, HRMP and SOM.
Refer the data entry section for further description of the steps to be carried out for entering data in
this screen.
7 Data entry
Double-click the "VAT Total Corr. Base Amt." multiline field from the "Calculated VAT
Values" screen.
3.28 Version 3.1

3/ Transactions
Figure 3.7 VAT Breakups Screen

VAT Account type, Debit/Credit, VAT Corr. Base Amt., VAT Calc. Base Amt., VAT Corr. Tran Amt.,
VAT Calc. Tran Amt., Account No., Cost Center, Analysis and Sub Analysis.
The system displays the following in the header portion:
Item Code The item code from the multiline detail of "Calculation of VAT" screen
Item Variant The variant of the item as displayed in the previous screen.
Item Value The value associated with the item variant.
VAT Category The VAT category which identifies the business and accounting rule
applied to the transaction.
The system displays the following in the "Breakup of Total VAT amount and corresponding VAT
accounts" multiline:
VAT Account type The VAT account type which must be updated with the calculated VAT
amount. These VAT account types are pre-defined in Ramco VAT for
each VAT category.
Debit/Credit Specifies whether the account must be debited or credited by the VAT
amount.
VAT Corr. Base Amt. The total corrected VAT amount in the base currency. You can change
this value within the tolerance limits set in VAT system parameters.
VAT Calc. Base Amt. The total calculated VAT amount in the base currency.
VAT Corr. Tran Amt. The total corrected VAT amount value in the transaction currency.
Version 3.1 3.29

VAT Calc. Tran Amt. The total calculated VAT amount value in the transaction currency.
Account No. The account number to which the VAT amount is updated. The default
account number set in Ramco VAT is displayed. You can edit this field.
Cost Center The default cost center code associated with the account code. You
can edit this field.
Analysis The default analysis code associated with the account code. You can
edit this field.
Sub Analysis The sub analysis code associated with the account code . You can edit
this field.
The system displays the following field in the footer:
Corrected Total VAT Amount The total VAT amount after recalculation for each line Item in the base
currency.
On doing so, the "Calculated VAT Values" screen is shown with the applied modifications if any.
: Converting proforma invoices into final invoices
3 Summary
Ramco Accounts Payable allows you to convert a set of proforma invoices belonging to a specific
vendor and currency, into a single final invoice.
7 Data entry
Select the "CP" tool bar button in the "Direct Invoice" or "PO Based Invoice" screen.
Figure 3.8 Convert Proforma Invoices Screen
3.30 Version 3.1

3/ Transactions
The system fills in the following fields from the main screen which cannot be edited:
Invoice No. The number of the invoice.
Invoice Date The date of the invoice.
The name of the vendor is displayed alongside.
Currency The currency of the invoice.
! Note: The system displays the details in the "Invoice No." field only when you launch
this screen in the "Modify" mode. Otherwise the field will appear blank.
Vendor Invoice No. The number of the vendor's proforma invoice (Alphanumeric, 18).
Press <Enter>. The "Invoice No.", "Date" and the "Amount" fields are
Invoice No. The number of the proforma invoice (Alphanumeric, 18).
Press <Enter>. The "Vendor Invoice No.", "Date" and the "Amount"
! Note: At least one of the above two fields has to be mandatorily entered. The system
updates the multiline details on specifying the vendor invoice number and vice versa.
Date The date of the proforma invoice.
! Note: The system lists only those proforma invoices whose date is earlier than the
final invoice date.
Amount The amount of the proforma invoice.
On selecting the "OK" pushbutton, the item details of all proforma invoices listed in the multiline are
populated in the "Direct Invoice" or "PO Based Invoice" screen. When multiple proforma invoices
are selected with different pay terms and pay modes, the final invoice is defaulted with the pay term
and pay mode specified for the vendor.
! Note: A direct proforma invoice cannot be converted into a PO based final Invoice and
a PO based proforma invoice cannot be converted into a direct final invoice.
: Viewing accounting details
3 Summary
Ramco Accounts Payable enables you to view the account to which postings are to be made at any
stage of transaction processing. When this screen is launched in the "Modify" mode, the system
Version 3.1 3.31

displays the existing postings that have already been made for the transaction if it has already been
authorized. If the screen is launched in the "Add" mode, account postings that are to be made on
applying or authorizing the transaction are displayed.
7 Data entry
Select the "PD" tool bar button in the main screen.
Figure 3.9 Accounting Details Screen

Account No, Cost Center, Analysis, Sub Analysis, Dr/Cr, Currency, T. Amount, B. Amount, Exchange
Rate, AFE No. and Bank No.
The system fills in the following fields and they are disabled:
Tran. Type The type of the transaction is displayed from the main screen.
Tran. No. The number of the transaction is displayed from the main screen if the
transaction has been applied/authorized. Otherwise, this field remains
blank.
Tran. Date The date of the transaction.
Control Total The transaction amount specified in the main screen. If the main
screen has a multiline, this field will be the sum of the debit amounts or
the credit amounts entered in the multiline.
The system displays the following field in the multiline:
Account No. The account to be debited or credited, specified in the main screen.
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3/ Transactions
Cost Center The cost center code to which the transaction belongs. Ensure that this
code falls within the effective period set for the cost center in Ramco
General Ledger (Alphanumeric, 10).
! Note: Ensure that the cost center code is a valid cost center code mapped to this
account.
Analysis The analysis code to which the transaction belongs. Ensure that this
code falls within the effective period set for the analysis code in Ramco
General Ledger (Alphanumeric, 5).
Sub Analysis The sub analysis code to which the transaction belongs. Ensure that
this code falls within the effective period set for the sub analysis code
in Ramco General Ledger (Alphanumeric, 5).
Control, the system displays an error message.
The system displays the following fields in the multiline:
Dr/Cr Indicates whether the account is/will be debited or credited. The

system displays "Dr" or "Cr".
Currency The transaction currency entered in the main screen.
T. Amount The amount entered in the main screen for the specified account in the
transaction currency.
B. Amount The amount entered for the specified account in the base currency.
Exchange Rate The exchange rate of the transaction currency is displayed from the
main screen.
AFE No. The AFE number associated with the account number.
Bank No. The Bank/Cash/PTT number associated with the account number.
The "Accounting Details" screen closes and the main screen reappears.
Authorizing an invoice
The system allows authorization of an invoice only if a payment schedule has been entered for it.
By default the status icon in the "Invoice" screen in the "Add" mode displays "Authorize".
Select the "Authorize" icon to authorize the invoice.
Version 3.1 3.33

After authorization, an authorization number is generated for the invoice and no modifications can
be done. The "Authorize" icon changes to "Posted" in case of an online posting and "Unposted" in
case of postdated transactions.
! Note: On authorization, if the system parameter "Invoke Auto Adjust on Authorize" is

set to "Yes", the "Adjustment Vouchers" screen is invoked and the system
automatically displays an unauthorized adjustment voucher showing the invoice
against those prepayment invoices or debit notes which have reference to this
invoice. If such prepayments/debit notes do not exist, the "Adjustment Vouchers"
screen is not displayed.
When a direct invoice is posted, the system debits the item account defined in the multiline and
credits the vendor's accounts payable control account.
When a direct prepayment invoice is posted, the system debits the prepayment account defined in
the multiline and credits the vendor's accounts payable control account.
In case of a capital purchase direct invoice, the system debits the FA suspense account and credits
the vendor control account.
In case the invoice refers to an AFE, the AFE balances will be updated on authorization.
In the case of postdated transactions, the system stores the details of the invoice in the database
but the books are not updated until the invoice has been posted using the "Post Postdated
Transactions" option.
Viewing the status of an invoice
Authorize When the invoice is yet to be authorized.
Posted When the invoice has been authorized and its details have been
posted to the books.
Unposted When the invoice has been authorized but the details have not yet
been posted to the books. This status is applicable for a postdated
transaction.
Held Posted When an authorized invoice has been held from payment but its
details have been posted to the books.
Held Unposted When an authorized invoice has been held from payment and its
details have not been posted to the books. This status is applicable
for a postdated transaction.
Partially Paid When an invoice has been authorized, its details posted to the
books and a payment voucher has been raised for a part of the
amount of the invoice.
Fully paid When an invoice has been authorized, its details posted to the
books, and a payment voucher has been raised for the full amount
of the invoice.
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Transferred When the invoice has been transferred to another AP location or to

Ramco Bills and LC in case it is bills applicable.
Reversed When the invoice has been reversed.
: Reversing a direct invoice
Ø Direct Invoice. Ensure that at least one invoice has been received from the vendor, generated and
authorized in the system.
3 Summary
The system enables you to reverse an invoice after it has been authorized and posted and before
payments have been made. On reversing an invoice, postings done at the time of authorization are
cancelled and a separate transaction is created in the books.
! Note: Invoices raised against capital purchases cannot be reversed.
7 Data entry
Select the "IR" tool bar button in the "Direct Invoice" screen.
Figure 3.10 Invoice Reversal Screen

The system fills in the following fields from the main screen and they cannot be edited:
Invoice No. The number of the invoice to be reversed.
Auth. Invoice No. The number of the authorized invoice.
Vendor Code The code of the vendor.
Invoice Date The date of the invoice to be reversed.
Doc Type The type of the document. This is used by the system to generate the
transaction number for the reversed transaction. Ensure that this
Version 3.1 3.35

document type has already been defined in the "Document Serial

Number" screen (Alphanumeric, 10). Mandatory.
Reversal Date The date on which the reversal is made. The system date is displayed
by default. Ensure that this date is later than or equal to the invoice
date and is within the open financial period (Date format).
Comments Any comments pertaining to the reversal of the invoice. Typically, the
reason for the reversal is recorded (Alphanumeric, 255). Mandatory.
Select the "OK" pushbutton to reverse the invoice.
On selecting the "OK" pushbutton, the system reverses all accounting transactions passed. The
system generates a reversal transaction and updates AFE balances.
! Note: When a direct invoice is reversed, the system does not perform any validation
to check whether a customs/carrier invoice has been raised with reference to it and/or
whether it has been paid.
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Recording a purchase order based invoice
Ø Purchase Order in Ramco Purchasing. Ensure that at least one purchase order has been generated.
Ø Vendor Details. Assign the vendor to a vendor account group.
Ø Currency Details in Ramco General Ledger.
Ø Common Bank/Cash/PTT Details in Ramco Financial Administration and Control.
Ø System Parameters. Set the system parameters relevant for a purchase order invoice.
3 Summary
The system allows you to enter all the details of vendors' invoices which have a reference to a
purchase order. An invoice can either be a proforma invoice, a final invoice or a purchase order
based prepayment invoice.
! Note: The purchase order based prepayment invoice can be generated only when the
system parameter for VAT applicability in Ramco Financial Administration and Control
is set to "Yes".
Purchase order prepayment invoices can be recorded for the amount specified as 'advance
payable' in the PO and final invoices can be recorded for the value of goods
ordered/received/accepted depending upon the option chosen in the PO.
You may use this screen to record details of final invoices belonging either to the "Regular" or the
"Miscellaneous Charges" category. The 'Regular' invoice category is for final invoices which record
the amount payable to the 'Pay to vendor' for the value of the goods received against the purchase
order. The 'Miscellaneous Charges' category is to record any additional charges paid to third parties
such as, customs duty and transportation charges at the time of raising the purchase order or the
Version 3.1 3.37

goods receipt note. The purchase order prepayment invoice always belongs to the "Regular"
category.
The system provides three options for a final invoice: "Self match", "Default match" and "No default
match", for matching purposes. The "Self match" option is used when the default purchase order
details must be accepted and the values must be automatically matched. Under the "Default match"
option, once you enter the purchase order number, the details are displayed and the system allows
you to edit them. When the "No default match" option is used, no details are defaulted and the
system allows you to enter all details directly. The vendor's invoice can be recorded in the system
even before the goods receipt is complete, by setting the matching option to "Default match" or "No
default match".
You can classify the invoice based on its sub-type and specify whether the mode of payment is
electronic or manual.
You can specify whether taxes/charges can be calculated for the invoice as a whole or for specific
line items. A payment schedule has to be attached to an invoice.
You can view all the invoices entered on the same day for a vendor with the same invoice amount
by clicking on the "DA" tool bar button. This helps you to cross check whether the invoice has been
duplicated.
The system enables you to convert proforma invoice(s) belonging to a specific vendor and
currency, into a single final invoice.
Automatically adjusting final invoices against prepayment invoices/debit notes
The system allows you to automatically adjust the authorized final invoice against prepayment
invoices which are referred to in the final invoice or debit notes which have a reference to this final
invoice. This can be done by setting the system parameters for performing the 'Auto Adjust' on
authorization of the final Invoice or by selecting the "AA" tool bar button. On selecting this, the
system invokes the "Adjustment Vouchers" screen which will display the details of the automatic
adjustment. You can view all the prepayment invoices and debit notes against which the adjustment
has been done in the "Adjust Prepayments/DRN" subscreen. You can authorize this to enable the
system adjust the final invoice against the selected prepayment invoices and debit notes.
The system also allows you to reverse an invoice transaction either after matching is over or after
postings have been made. Refer to the topic "Reversing an invoice" for more details.
You can map the invoice to a specific income or expenditure by recording the analysis and sub
analysis codes. The cost center to be updated can also be specified. Any additional detail pertaining
to the invoice like, AFE number, Asset Id, FA location, priority, pay type and pay mode are also
captured.
In the case of capital purchases, all purchase orders specified in the final invoice should be capital
purchase orders and the FA location should be the same for all of them. The taxes and charges for
a capital purchase will be accounted to the FA suspense account.
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When the matching option has been set to "Default match" or "No default match", on completion of
data entry and on selecting the status icon, the status of the final invoice changes to "Approved".
Then, selecting the "AM" (Auto Match) tool bar button enables the system to match the final invoice
line item with the purchase order line item or the goods receipt line item, depending upon the
matching option set for the line item in the purchase order. If all the line items are matched, the
status of the final invoice changes to "Matched"; otherwise, it changes to "Partially Matched".
If the system parameter "Auto Match on approval" is set to "Yes", the system matches the final
invoice line item with the purchase order line item, when the invoice has been approved. Similarly,
if the system parameter "Authorize on Match" is set to "Yes", the completely matched final invoice
will be automatically authorized by the system.
! Note: Prepayment invoices are not considered for matching and can be directly
authorized and posted to the books.
The invoice must be authorized to be posted to the books. On authorization, the status of the
invoice changes to "Posted" or "Unposted" depending upon whether it is an online or a postdated
transaction. On authorization of a proforma invoice, the status changes to "Authorized" but no
postings are done in the books.
The status of the final invoice is displayed in the "View" mode and could be one of the following:
"Authorize", "Approved", "Partially Matched", "Fully Matched", "Posted", "Unposted", "Held Posted",
"Held Unposted", "Partially Paid", "Fully Paid", "Reversed" and "Transferred".
The status of the purchase order prepayment invoice could be: "Authorize", "Posted", "Unposted",
"Held Posted", "Held Unposted", "Partially Paid", "Fully Paid", "Reversed" or "Transferred".
Purchasing, a warning message of the vendor status is displayed but the invoice can
be authorized. Similarly, if the purchase order is held from payment, the invoice
automatically becomes held from payment and shows a status of "Held by POM".
7 Data entry
Select "Purchase Order Based Invoice" from the submenu that appears.
Version 3.1 3.39

Figure 3.11 PO Based Invoice Screen

Screen Icons:
Pay Schd and Item Details.
Status Icon:
Authorize, Approved, Partially Matched, Matched, Posted, Unposted, Held Posted, Held Unposted, Held
by POM, Partially Paid, Fully Paid, Reversed and Transferred.
Invoice Type Use the drop-down list box to indicate whether the invoice is a final
invoice, a proforma invoice or a purchase order prepayment invoice.
! Note: The option "PO Prepayment Invoice" appears only when the system parameter
for VAT applicability in Ramco Financial Administration and Control is set to "Yes".
Number Option Use the drop-down list box to indicate whether the invoice number

(Alphanumeric, 10). Mandatory. Ensure that this document type has
already been defined in the "Document Serial Number" screen. This
field is disabled in modes other than the "Add" mode.
The system displays the following field when the "Number Option" is set to "Automated":
Invoice No. The number of the invoice which is automatically generated by the
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Invoice No. The number of the invoice. The system displays an error message
when the invoice number is duplicated (Alphanumeric, 18). Mandatory.
Mandatory.
Invoice Sub Type Use the drop-down list box to specify the invoice sub-type. The system
provides the options, "ESR", "ESR+", "LSV", "Regular" and "Specific
Bank A/c". By default the system displays "Regular".
Invoice Category Use the drop-down list box to indicate whether the final invoice is to
record the amount payable to the 'Pay to vendor' specified in the
purchase order for the value for the goods received against the PO or
is used to record additional charges paid to third parties. The options
available are: "Regular" and "Misc. Charges".
! Note: In the case of a purchase order prepayment invoice, this field is set to "Regular"
and is disabled.
Vendor Code The code identifying the vendor from whom the invoice has been
received (Alphanumeric, 18). Mandatory. Ensure that the vendor has
already been defined in Ramco Purchasing.
Press <Enter>. The "Vendor Name", "Invoice Sub Type",

"Currency/Rate", "A/C Payable", "Pay Term No.", "Pay Mode" and the
"Priority" fields are filled in by the system.
! Note: For one-time vendors, use the "VA" tool bar button to view the name and remit
address.
Version 3.1 3.41

Invoice Date The date on which the invoice is to be accounted in the books. By
default, the current system date appears in this field (Date format).
Mandatory.
vendor control account, account number, analysis code, sub analysis code and the
specified for any of these fields, the system displays an error message when applying
or authorizing the transaction.
Vendor Inv. Date The date on the vendor's invoice (Date format). Mandatory.
Vendor Inv. No. The number of the vendor's invoice (Alphanumeric, 18). Mandatory.
system displays the current date by default and the vendor invoice
date, if the system parameter "Default Anchor Date to Vendor Inv
Date" is set to "Yes". Ensure that the anchor date is later than or equal
to "Vendor Inv. Date" (Date format). Mandatory.
! Note: If the system parameter "Anchor date earlier than invoice date" is set to "Yes",
the anchor date can be earlier than "Invoice Date". Otherwise, ensure that anchor
date is later than or equal to "Invoice Date".
Currency/Rate The currency in which the invoice is generated and the exchange rate
of the transaction currency.
In the first edit box, specify the currency of the purchase order against
which you wish to raise the invoice. You may specify any currency
defined in the Vendor Account Group of the vendor (Alphanumeric, 5).
Mandatory.
Press <Enter>. The exchange rate and the "Account Payable" fields
are filled in by the system.
In the second edit box, the exchange rate of the currency is displayed
for the invoice date. Ensure that this rate is within the tolerance limits
defined in Ramco General Ledger (Decimal). Mandatory. This field is
defaulted to 1 and is disabled for the base currency.
Account Payable The accounts payable control account that has to be updated by this
details in the "Payment Schedule" subscreen (Alphanumeric, 10). The
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system fills in the pay term specified in the purchase order by default, if
the purchase order is attached to a pay term. If multiple purchase
orders with different pay terms are invoiced, the system fills in the
default pay term for the vendor.
! Note: This field cannot be modified if the system parameter "Allow modification of pay
term from POM" is set to "No".
Electronic Select this check box to generate an invoice where electronic payment
is involved. Leave this box blank to generate an invoice where
payment is manual.
! Note: The "Electronic" check box appears checked and disabled when the "Invoice
Sub Type" field is set to "LSV".
Pay Mode The system fills in the default pay mode of the vendor and updates it
with the pay mode specified in the PO after entering the PO details. In
the case of invoicing for multiple POs with different pay modes, the
pay mode of the vendor is defaulted by the system. This can be edited
if the system parameter "Allow modification of Pay mode" is set to
"Yes".
Use the drop-down list box to indicate the mode of payment.

Version 3.1 3.43

Payment (TA 826)".
Matching Option Use the drop-down list box to indicate whether items are to be
displayed and automatically matched, or entered manually and then
matched. The system provides the options, "Self match", "Default
match" and "No default match". If the option "Self match" is selected,
the PO/GR details will be defaulted in the "PO Invoice Detail"
subscreen on entering the PO number and only the "Invoice Value"
can be changed. If "Default match" is selected, the PO/GR details will
be defaulted in the "PO Invoice Detail" subscreen on entering the PO
number and the "PO/GR Quantity", "Unit Cost" and "Invoice Value"
fields can be changed. If "No Default Match" is selected, all the details
of the invoice have to be entered in the "PO Invoice Detail" subscreen.
! Note: This field is disabled and set to "Default Match" for a purchase order
prepayment invoice.
Enter the following optional fields in the "Other Details" group box:
AFE Number The Authorization for Expenditure number, if the invoice is associated
with an AFE. Ensure that the AFE number is already defined in the
"AFE Details" screen of Ramco General Ledger (Alphanumeric, 5).
! Note: Only purchase orders with the same AFE number can be invoiced in a single
invoice.
invoice, based on which the processing of adjustments and payments
will be made. Priority could be: "High", "Low" or "Medium". By default,
the system displays the priority of the vendor as specified in the
"Vendor Details" screen.
LC Applicable Check this box to indicate that the invoice is LC applicable and is to be
transferred to Ramco Bills & LC for payment. When this box is
checked, the system picks up only LC applicable purchase orders for
invoicing and the invoices will not appear for payment in Ramco
Accounts Payable.
! Note: When this check box is selected, the "Bills Applicable" check box is
automatically checked and disabled.
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Bills Applicable Check this box to indicate that the invoice is bills applicable and is to
be transferred to Ramco Bills & LC for payment. When this box is
checked, the system picks up only bills applicable purchase orders for
invoicing and the invoices will not appear for payment in Ramco
Accounts Payable, unless the bill relating to the invoice has been
dishonored by Ramco Bills & LC.
LC Number The reference number of the LC. Ensure that the LC number supplied
is valid for the vendor. This field is enabled only when the "LC
Applicable" check box is checked. The system defaults the PO details
in the "PO Invoice Detail" subscreen for the LC number specified in
this field.
The system displays the following fields:
Invoiced Amount The vendor's invoice amount. This field displays the invoice amount
entered in the "PO Invoice Detail" subscreen.
Total VAT Amount The total amount payable as VAT for the invoice. This field will be
equal to the total of the "VAT Amount Consolidated" field in the
multiline of the "PO Invoice Detail" subscreen.
Select the "Apply" pushbutton to store details of the unauthorized invoice in the database.
These details can be updated, if necessary. The account heads are not updated until the invoice is
authorized, which can be done only after it has been completely matched. Then, account postings
will take place either by selecting the "Matched" icon in this screen or by using the "Authorize
Invoices" option from the "Transactions" pull-down menu to authorize invoices in bulk.
Refer to the topic "Authorizing an invoice" for more details.
Select the "PD" tool bar button to view the account postings that will be made for the
purchase order based invoice.
! Note: For more information on the "Accounting Details" screen, refer to the topic
"Viewing Accounting Details".
: Entering payment schedules for a purchase order based invoice
Ø PO Based Invoice. Record the invoice details for which the payment schedule is to be defined in the
database.
3 Summary
Ø Term number.
Version 3.1 3.45


7 Data entry
Select the "Pay Schd" icon in the "PO Based Invoice" screen.

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generated.
The system displays the following field that appears when the "Invoice Sub Type" field in the "PO
Based Invoice" screen is set to "ESR" or "ESR+":

account.
field in the "PO Based Invoice" screen is set to "LSV":
Enter the following when the "Invoice Sub Type" field in the "PO Based Invoice" screen is set to
"ESR" or "ESR+":

five digits.
nine digits.
Version 3.1 3.47

16 digits.
27 digits.
contains 15 digits.
group box.
ESR/ESR+ invoice:
be made.
vendor.
"Invoice Sub Type" field in the "PO Based Invoice" screen is set to "Specific Bank A/c":
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3/ Transactions
PTT account.
be made.
vendor.
field in the "PO Based Invoice" screen is set to "ESR" or "ESR+". The system defaults
these values when the fields in the "ESR/ESR+ Coding Line Defaults" group box are
entered and the "Default" pushbutton is selected. These fields are disabled if the "Use
Coding Line Defaults" check box is checked.
Mandatory.
Version 3.1 3.49

Disc Cal Amount The discount amount calculated by the system. If the "Discount
Mandatory.
(Decimal).
vendor.
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3/ Transactions
After defining the payment schedules, select the "Cancel" pushbutton to return to the "PO Based
Invoice" screen.
: Entering purchase order item details
Ø PO Based Invoice. Specify the "Vendor Code", the "Matching Option" and the "Invoice Category".
3 Summary
The screen is used to specify the purchase order/goods receipt for which the invoice is to be raised.
When the "Matching Option" is set to "Self Match" in the main screen, the system allows you to
generate the invoice only after the GR has been received for the goods. When this field is set to
"Default Match" or "No Default Match", the system will allow you to generate the invoice even when
the GR has not been received for the goods.
If the "Matching Option" in the main screen is set to "Self match", the purchase order/goods receipt
number details are displayed by default, in the multiline, when a PO number is entered. The system
identifies and displays those items that have not been matched so far, and does not allow you to
edit the fields, except for the invoice value.
If the "Matching Option" in the main screen is set to "Default match", the system allows you to enter
the purchase order number/goods receipt number for which the invoice is to be raised. Once you
specify the number, the purchase order/goods receipt details are defaulted in the multiline and the
system allows you to edit the fields.
If the "Matching Option" in the "PO Based Invoice" screen is set to "No default match", no details
are defaulted and the system allows you to enter the details directly in the multiline.
You can also specify whether the invoice amount is inclusive/exclusive of the VAT amount. By
default, the VAT category and the VAT class given in the PO are taken for all the items specified in
the invoice. The system allows you to assign a different category and/or class for a specific item by
accessing the "Calculated Vat Values" screen and recalculating VAT for all items.
You can raise the invoice against a 'PO vendor' or a 'Pay to vendor'. The system lists all purchase
orders for the specified vendor code, irrespective of whether the vendor has been specified as 'PO
vendor' or 'Pay to vendor' in the PO, in the multiline. However, the invoice can be generated only
against purchase orders with a common 'Pay to vendor'.
A reference for the invoice can also be specified. The reference for a final invoice could be a
general reference or a purchase order based prepayment invoice. Similarly, the reference for a
purchase order prepayment invoice could be a general reference or a purchase order based
proforma invoice.
The "ZM" tool bar button allows you to view the "Purchase order" or the "Goods Receipt" screen for
the selected row in the multiline, depending on whether that row refers to a purchase order or a
goods receipt. Similarly, the "AD" tool bar button can be used to view the "Asset Details" screen for
the row selected in the multiline.
Version 3.1 3.51

7 Data entry
Select the "Item Details" icon in the "PO Based Invoice" screen.
Figure 3.13 PO Invoice Detail Screen

PO No., GR No., Item/T/C/D, Item Code/T/C/D Id, Item Variant, Item Description, UOM, Unit Cost,
Quantity, Account Number, Invoice Value, VAT Rate, VAT Amount Consolidated, Inv. Price Var. Account,
Cost Center, Analysis Code, Sub Analysis Code, Asset Id, FA Location and Comments.
Screen Icons:
Tax Cut and VAT.
The following fields are filled in by the system and are disabled:
Vendor Code The code of the vendor from whom the invoice is received.
Vendor Invoice No. The number of the vendor's invoice.
Invoice No. The number of the invoice is displayed in the "Modify" mode.
Pay to Vendor Code The code of the pay to vendor specified in Ramco Purchasing.
Pay to Vendor Name The name of the pay to vendor.
VAT Inclusive Check this box to indicate that the invoice amount is inclusive of the
VAT amount. Leave this box blank when the invoice amount is
exclusive of the VAT amount.
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Invoiced Amount The net amount of the invoice including the VAT amount when the
"VAT Inclusive" check box is checked. When the "VAT Inclusive"
check box is unchecked, this field contains the invoice amount alone,
excluding the VAT amount.
Total Amount The net payable amount for the invoice including the VAT amount.
This field is disabled and cannot be edited. The system dynamically
calculates the total amount when the unit cost and quantity are entered
for each item and when the VAT amount and taxes/charges/discounts
are calculated for each item or the invoice as a whole.
This field will be equal to "Invoiced Amount" when the "VAT Inclusive"
this field will be equal to the sum of the values in the "Invoiced
Amount" and "Total VAT Amount" fields.
Total VAT Amount The total amount payable as VAT for the invoice. This field acts as a
control field and should be equal to the total of the "VAT Amount
Consolidated" field in the multiline.
! Note: This field appears disabled and is calculated by the system when the "VAT
Inclusive" check box is checked.
Select one of the following radio buttons in the "Reference" group box:
General Select this radio button when the invoice is general in nature.
! Note: A proforma invoice can have only a general reference.
The system displays one of the following radio buttons depending on whether the invoice is a final
invoice or a purchase order prepayment invoice:
PO Based Prepayment Invoice Select this radio button when the final invoice is linked with a purchase
order prepayment invoice.
! Note: This radio button is enabled only for a final invoice and is disabled for a
proforma invoice. While generating a purchase order based prepayment invoice, the
following radio button appears instead.
PO Based Proforma Invoice Select this radio button when the purchase order prepayment invoice is
linked with a purchase order based proforma invoice.
Enter the following field when the "General" radio button is selected:
Reference No. A reference number for the invoice (Alphanumeric, 18).
Version 3.1 3.53

Enter the following in the multiline alongside when the "PO Based Prepayment Invoice"/"PO Based
Proforma Invoice" radio button is selected:
Invoice Number The number of the PO based proforma invoice or PO based

prepayment invoice to be stated as reference (Alphanumeric, 18).
Mandatory.
Adjustment Amount The PO based proforma invoice amount or the PO based prepayment
amount to be stated as reference (Decimal). Mandatory.
! Note: The proforma/prepayment invoices given as reference should be for the same
vendor, currency and of a date earlier than the invoice date entered in the main
screen.
The system lists all the purchase orders/goods receipts for the specified vendor code in the
multiline, irrespective of whether the vendor is a 'PO Vendor' or a 'Pay to Vendor'.
! Note: In the case of one-time vendors, multiple purchase orders cannot be selected in
the multiline.
Enter the following field in the multiline:
PO No. The number of the purchase order for which the invoice is to be raised.
Ensure that the purchase order has already been generated in the
"Purchase Order" screen of Ramco Purchasing (Alphanumeric, 18).
Mandatory.
Press <Enter>. Depending on the matching option selected, all the

related fields in the multiline are filled in by the system.
The following multiline fields are filled in by the system and cannot be edited when the "Matching
Option" in the "PO Based Invoice" screen is set to "Self match". When this option is set to "Default
match", the multiline fields are filled in by the system and some of them can be edited. When the
option is set to "No default match", you can enter the multiline fields directly:
GR No. The number of the goods receipt. Ensure that the goods receipt has
already been generated in the "Goods Receipt" screen of Ramco
Purchasing (Alphanumeric, 18). Mandatory.
If the invoice category is set to "Regular", the help screen lists all
goods receipts that are not yet invoiced, for the purchase order
specified. If the invoice category is set to "Misc. Charges", goods
receipts having additional charges that have not been paid for the
vendor, are listed. You can choose one or all of the goods receipts.
! Note: When the "Matching Option" is set to "Default Match" or "No Default Match",
you can generate the invoice even if the "GR No." field is blank, that is, when GR has
not been received for the goods. In the case of partial acceptance, the invoice can be
recorded for the PO value even though all the GRs have not been received against
the same, and is matched to the extent of GRs received.
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Item/T/C/D Use the drop-down list box to indicate whether multiline details are to
be entered for an item or a purchase order level tax, charge or
discount, or an invoice level tax, charge or discount. You can also
specify whether the tax/charge/discount is VATable or Non VATable.
The options available are: "Item", "PO Tax", "PO VATable Tax", "PO
Charge", "PO VATable Charge", "PO Discount", "VATable Tax",
"VATable Charge", "Non VATable Tax", "Non VATable Charge" and
"Discount".
! Note: You have the option of entering the invoice taxes, charges and discounts in the
multiline of this screen or using the "Tax/Charge/Discount" subscreen. When taxes,
charges and discounts are entered in this screen, the account associated with the
Tax/Charge/Discount Id will be defaulted and you can enter the value directly. When
taxes, charges and discounts are entered in the subscreen, the details are defaulted
into this screen. Refer to the topic "Entering taxes/charges/discounts for a purchase
order based invoice" for more details on entering taxes, charges, and discounts.
tax/charge/discount depending on the option selected in the
"Item/T/C/D" field.

When the "Item/T/C/D" is set to any option other than "Item", enter the
number that identifies the specific tax, charge or a discount
Mandatory.
Item Description The description of the item being invoiced. If a valid

tax/charge/discount id is entered in the field "Item Code/T/C/D Id", the
description is defaulted from the Tax/Charge/Discount master and
cannot be edited.
! Note: If the invoice is raised against a purchase order, the item code, item variant and
the item description fields are defaulted from the purchase order and cannot be
edited. Also, if the "Matching Option" is "No Default Match", each of these fields has
to be separately entered.
UOM The unit of measurement of the item. The system fills in the unit of
measurement of the item from the purchase order when the matching
option is set to "Self match" or "Default match".
Version 3.1 3.55

This field is disabled when a Tax/Charge/Discount Id is entered.
Unit Cost The unit cost of the item (Decimal). This field is disabled when the
"Item/T/C/D" is set to an option other than "Item".
Quantity The quantity of the item received from the vendor (Decimal).
Mandatory. This field is disabled when the "Item/T/C/D" is set to an
option other than "Item".
Account Number The number of the account to which the details of the item are posted.
Ensure that the account is defined in the "Chart of Accounts" screen of
Ramco General Ledger (Alphanumeric, 32). Mandatory.
If the invoice is based on a purchase order with Three Way or Four

Way matching, the vendor suspense account is defaulted and cannot
be edited. If the invoice is based on a purchase order without GR (Two
Way matching), the proper account should be entered. In case the
invoice is for a capital purchase order without GR, this account will be
the FA suspense account defined in Ramco Financial Administration
and Control.
In case of a prepayment invoice, this field will accept only prepayment

accounts specified in "Vendor Account Group" mapped to the vendor
in "Vendor Details" and the prepayment account has to be the same for
all the line items entered in the invoice.
If a valid Tax/Charge/Discount Id is entered in the "Item Code/T/C/D

Id" field, the account is defaulted from the Tax/Charge/Discount master
and can be edited. However, if the invoice is for a capital purchase
order, the account will be the FA suspense account defined in Ramco
! Note: If a distribution code is entered in this field, the system posts the transaction
amount in the defined ratios to each account number defined for the distribution code.
Use the "DH" tool bar button to view and retrieve existing distribution numbers.
The system fills in the following fields:
PO/GR Value The value of the purchase order/goods receipt is displayed by the
system.
! Note: This field will not appear on the screen if the "Matching Option" is set to "Default
Match" or "No Default Match" in the main screen.
Invoice Value The invoice amount calculated by the system using the formula "Unit
Cost x Quantity", when an item code is entered.

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! Note: While generating a purchase order prepayment invoice, this value should be
lesser than or equal to the advance payable amount specified in the purchase order.
In the case of a final invoice, this value is validated against the PO/GR value.
item.
! Note: The system launches the "Calculated VAT Values" screen that allows you to
specify the VAT class and VAT category for the item. Refer to the topics "Calculating
VAT Values" and "Calculating VAT Breakups" for more details.
VAT Amount Consolidated The amount to be paid as VAT. The sum total of all VAT amounts in
the multiline should be equal to the "Total VAT Amount" field in the
"Amount Details" group box.

system.
Inv. Price Var. Account The account to which the difference between the invoice value and the
purchase order/goods receipt value is to be debited. The system fills in
this account from the system parameters.
In the case of capital purchases, the system fills in the FA suspense

account.
Cost Center The cost center code of the invoice price variance account or the FA
suspense account in case the invoice is for a capital purchase
(Alphanumeric, 10).
account.
Analysis Code The analysis code of the invoice price variance account or the FA
(Alphanumeric, 5).
Version 3.1 3.57

Sub Analysis Code The sub analysis code of the invoice price variance account or the FA
(Alphanumeric, 5).
and Control, for the invoice price variance (or FA suspense) account. You can change
this, if required. However, if the account is not mapped to an analysis code and sub
analysis code in Ramco Financial Administration and Control, the system displays an
error message on applying the invoice.
Asset Id The identification number of the asset being invoiced, in case of capital
purchase orders having a reference to an asset.
FA Location The location of the asset taken from the purchase order, in the case of
capital purchase orders. Accounting transactions are determined based
on this asset location.
Comments Any comment pertaining to the received item(s) or taxes, charges and
discounts (Alphanumeric, 255).
Select the "CP" tool bar button to convert proforma invoice(s) into a single final invoice.
! Note: The "CP" tool bar button is disabled for a purchase order prepayment invoice.
Refer to the topic "Converting proforma invoices into final invoices" for more details.
Select the "OK" pushbutton to store the details in the database.
After entering the item details, select the "Cancel" pushbutton to return to the "PO Based Invoice"
screen.
: Entering taxes/charges/discounts for a purchase order based invoice
Ø PO Based Invoice. Apply the invoice on which taxes/charges/discounts are to be levied in the database.
3 Summary
discounts, taxes and various charges applied to an invoice or to individual items. The
"Tax/Charge/Discount Details" screen. The values can be computed either on the basis of invoice
value or item value.
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7 Data entry
Select the "Item Details" icon in the "PO Based Invoice" screen in the "Modify" mode.
Select the "Tax Cut" icon in the "PO Invoice Detail" subscreen.

Action Icon:
Confirm.
Document No. The number of the invoice is displayed from the "PO Based Invoice"
screen. This field cannot be edited.
Item Serial No. Use the drop-down list box to specify the serial number of the item on
"By Document".
computed based on the item value or the invoice value. The options
available are: "By Item" and "By document". By default, this field is set
to "By document".
Version 3.1 3.59

The system fills in the following fields from the "PO Invoice Detail" subscreen for the selected item
serial number, when "Tax Computation" is set to "By Item":
to be entered for a tax, charge or discount. The options available are:
T/C/D Id The identification number of the tax/charge/discount to be levied on

the item/invoice. Ensure that this identification number has been
defined in the "Tax/Charge/Discount Details" screen (Alphanumeric, 6).
Mandatory.

Amount The amount of tax/charge/discount for the item/invoice calculated

using "Formula Builder", to calculate this amount.
invoice.
Total Amount The total amount of the taxes, charges and discounts added in the
multiline.
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number, and the system checks for duplication of the tax/charge/discount for the same invoice or
the same line item.
The system stores the details of the tax/charge/discount along with the invoice. The amount in the
"Total Amount" field in the "PO Based Invoice" screen is updated with the tax/charge/discount
amount(s). The system allows you to alter taxes/charges/discounts at any time in the main screen
before the invoice is authorized.
After entering the taxes/charges/discounts, select the "Cancel" pushbutton to return to the "PO
Based Invoice" screen.
Authorizing an invoice
The system allows authorization of an invoice only if a payment schedule has been entered for it.
By default the status icon in the "PO Based Invoice" screen in the "Add" mode displays "Authorize".
! Note: If the "Freeze Postings" flag in the system parameters is set to "Yes", the
"Authorize" icon is disabled.
Select the "Authorize" icon to authorize the invoice.
After authorization, an authorization number is generated for the invoice and no modifications can
be done.
When the matching option has been set to "Default match" or "No default match", the status icon
changes to "Approved" on completion of data entry and on selecting the status icon. Selecting the
"AM" tool bar button enables the system to match the invoice line item with the purchase order line
item or the goods receipt line item, depending upon the matching option set for the line item in the
purchase order. When all the line items are matched, the status of the invoice changes to
"Matched".
! Note: If a line item is not matched under "Self match", it cannot be set to "Default
match" subsequently. Also, if a line item is partially matched, it cannot be self
matched subsequently.
If the system parameter "Auto Match on Approval" is set to "Yes", the system matches the invoice
line items with the purchase order line items as soon as the invoice is approved. Similarly, if the
system parameter "Authorize on Match" is set to "Yes", the completely matched invoice will be
automatically authorized by the system.
The "Authorize" icon changes to "Posted" in case of an online posting and "Unposted" in case of
post dated transactions.
Version 3.1 3.61

! Note: On authorization, if the system parameter "Invoke Auto Adjust on Authorize" is

set to "Yes", the "Adjustment Vouchers" screen is invoked and the system
automatically displays an unauthorized adjustment voucher showing the invoice
against those prepayment invoices or debit notes which have reference to this
invoice. If such prepayments/debit notes do not exist, the "Adjustment Vouchers"
screen is not displayed.
Postings are made by the system depending on the type of invoice generated:
Invoice based on PO and GR
The system credits the vendor control account and debits the vendor suspense account specified in
the system parameters for the invoice value excluding the VAT amount. It also debits the accounts
defined in the tax/charge/discount master for the taxes/charges and discounts (excluding VAT
amounts) added at the time of recording the invoice. In addition, the appropriate VAT accounts are
debited for the VAT amounts calculated on item, taxes, charges and discounts.
The invoice price variance account is debited or credited correspondingly, depending on whether
the difference is positive or negative.
Invoice based on PO without GR
The system credits the vendor control account and debits the item account. It also debits the
tax/charge/discount account (excluding the VAT amounts) and the appropriate VAT accounts for
the VAT amounts. The invoice price variance account is debited or credited correspondingly,
depending on whether the difference is positive or negative.
In case of a capital purchases without GR, the system debits the FA suspense account and credits
the vendor control account.
In case of prepayment invoices, the system debits the vendor prepayment account for the invoice
value and the appropriate VAT accounts for the VAT amount and credits the vendor control
account.
In case the invoice refers to an AFE, the AFE balances will be updated on authorization.
In the case of postdated transactions, the system stores the details of the invoice in the database
but the books are not updated until the invoice has been posted using the "Post Postdated
Viewing the status of an invoice
Approve When the invoice is ready for matching (in the "Default Match" and
"No Default Match" matching options).
Partially Matched When some of the invoice line items are matched with the
purchase order/goods receipt line items.
Matched When all the invoice line items are matched with the purchase
order/goods receipt line items.
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transaction.
Held Posted When an authorized invoice has been held from payment but its
Held Unposted When an authorized invoice has been held from payment and its
Held by POM When the PO has been held from payment in Ramco Purchasing.
of the invoice.
Transferred When the invoice has been transferred to another location.
: Reversing a purchase order based invoice
Ø PO Based Invoice. Ensure that at least one invoice has been received from the vendor, generated and
3 Summary
The system enables you to reverse an invoice after it has been matched, or after it has been
authorized and posted and before payments have been made. On reversing an invoice after it has
been matched, the matching transactions are reversed. If reversal is done after authorizing and
posting the invoice, the postings done at the time of authorization are cancelled and a separate
transaction is created in the books.
! Note: Invoices raised against capital purchases and LC/bills applicable invoices which
have been transferred to Ramco Bills & LC cannot be reversed.
7 Data entry
Select the "IR" tool bar button in the "PO Based Invoice" screen.
Version 3.1 3.63


The system fills in the following fields from the main screen and these fields cannot be edited:
document type is already defined in the "Document Serial Number"
screen (Alphanumeric, 10). Mandatory.
reason for the reversal is recorded (Alphanumeric, 255). Mandatory.
Select the "OK" pushbutton to reverse the invoice.
! Note: When a purchase order based invoice is reversed, the system does not perform
any validation to check whether a customs/carrier invoice has been raised with
reference to it and/or whether it has been paid.
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Recording customs and carrier invoices
Ø Vendor Details.
Ø Currency Details in Ramco General Ledger. Define the exchange rate details.
Ø Direct Invoice or PO Based Invoice. Ensure that at least one direct/PO based invoice (Prepayment or
Final) having the VAT category as 'Imported goods' has been created and authorized in the system.
3 Summary
! Note: The system allows you to generate a customs/carrier invoice only when the
system parameter for VAT applicability in Ramco Financial Administration and Control
is set to "Yes".
The system enables you to carry out the following tasks through this screen:
Ø Generating customs invoices to record details of VAT payable to the customs authorities on
goods imported
Ø Creating carrier invoices to record transportation charges payable to the carrier on goods
imported, along with the VAT payable on transportation charges. The system also allows you to
record the customs VAT amount to be reimbursed to the carrier, in case customs VAT has been
paid by the transporter.
You can classify the customs/carrier invoice based on its sub-type and specify whether the mode of
payment is electronic or manual. You can also attach a payment schedule to the customs/carrier
invoice.
Version 3.1 3.65

In case the goods are being transported with the help of a carrier, the system allows you to enter
the transportation charges and the VAT details pertaining to the carrier invoice and specify whether
the carrier invoice amount is inclusive/exclusive of the VAT amount.
The system also allows you to reverse a customs/carrier invoice transaction after postings have
been made. Refer to the topic "Reversing an invoice" for more details.
You can map the customs/carrier invoice to a specific income or expenditure by recording the
analysis and sub analysis codes. The cost center to be updated can also be specified. Any
additional detail pertaining to the customs/carrier invoice such as AFE number, priority, pay type
and pay mode can be recorded.
The customs/carrier invoice must be authorized to be posted to the books. When it is authorized,
the status of the invoice changes to "Posted" or "Unposted" depending upon whether it is an online
or a postdated transaction.
"Authorize", "Posted", "Unposted", "Held and Posted", "Held and Unposted", "Partially Paid", "Fully
Paid", "Transferred" and "Reversed".
Purchasing, the system will not allow you to authorize the invoice. A warning
message of the vendor status is displayed.
7 Data entry
Select "Customs / Carrier Invoice" from the submenu that appears.
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Figure 3.16 Customs / Carrier Invoice Screen

Screen Icons:
Pay Schd and Item Detail.
Status Icons:
Authorize, Posted, Unposted, Held and Posted, Held and Unposted, Partially Paid, Fully Paid and
Reversed.
Invoice Type Use the drop-down list box to indicate whether the invoice is a customs
invoice or a carrier invoice.
Number Option Use the drop-down list box to indicate whether the customs/carrier
invoice number should be generated automatically or specified
manually. The options available are: "Automated" and "Manual".

(Alphanumeric, 10). Mandatory. Ensure that this document type is
already defined in the "Document Serial Number" screen. This field is
disabled in modes other than the "Add" mode.
Invoice No. The number of the customs/carrier invoice that is automatically

generated by the system, based on the document type specified, when
the "Apply" pushbutton is selected. The number has a prefix, a number
and a suffix, each of which consists of a maximum of six characters.
The system fills in the default prefix and suffix of the number as
defined for the specified document type. This field cannot be edited.
Version 3.1 3.67

Invoice No. The number of the customs/carrier invoice. The system displays an
error message when the invoice number is duplicated (Alphanumeric,
18). Mandatory.
Mandatory.
Invoice Sub Type Use the drop-down list box to specify the customs/carrier invoice sub-
type. The system provides the options, "ESR", "ESR+", "LSV",
"Regular" and "Specific Bank A/c". By default the system displays
"Regular".
! Note: The option "LSV" will not appear in the drop-down list box when the "Invoice
Type" field is set to "Customs Invoice".
Invoice Date The date on which the customs/carrier invoice is to be accounted in the
books. By default, the current system date appears in this field (Date
format).
vendor control account, analysis code, sub analysis code and the cost center code
specified in this screen. If the date is beyond the effective date range specified for any
of these fields, the system displays an error message when applying or authorizing
the transaction.
Vendor Code The code identifying the vendor from whom the customs/carrier
invoice has been received (Alphanumeric, 18). Mandatory. Ensure that
this vendor has already been defined in Ramco Purchasing.
Press <Enter>. The "Invoice Sub Type", "Vendor Name", "Pay Term
No.", "Account Payable", "Pay Mode", "Priority" and "Currency/Rate"
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3/ Transactions
address.
Vendor Invoice No. The number of the invoice given by the customs authorities containing
the details of the customs VAT charged on the good imported. If this is
a carrier invoice, it contains the invoice number given by the carrier for
the carrier charges incurred while transporting the goods.
Vendor Inv. Date The date on the vendor's invoice (Date format). Mandatory.
details in the "Payment Schedule" subscreen. Ensure that the pay term
is defined in Ramco Purchasing (Alphanumeric, 10).
Electronic Select this check box to generate a customs/carrier invoice where

electronic payment is involved. Leave this box blank to generate an
invoice where payment is manual.
! Note: The "Electronic" check box appears disabled when the "Invoice Sub Type" field
is set to "LSV".
system displays the vendor invoice date by default, if the system
parameter "Default Anchor Date to Vendor Inv Date" is set to "Yes".
Ensure that the anchor date is later than or equal to "Vendor Inv. Date"
(Date format). Mandatory.
! Note: If the system parameter "Anchor Date earlier than invoice date" is set to "Yes",
the anchor date can be earlier than "Invoice Date". Otherwise, ensure that the anchor
date is later than or equal to the "Invoice Date".

Version 3.1 3.69

Payment (TA 826)".
customs/carrier invoice, based on which the adjustments will be made
while making payments. The priority could be: "High", "Low" or
"Medium". By default, the system displays the priority of the vendor as
specified in the "Vendor Details" screen.
Currency/Rate The currency in which the customs/carrier invoice is generated and the
exchange rate of the transaction currency.
vendor transacts. You can change it to any currency defined in the

the base currency.
AFE Number The Authorization for Expenditure number, if the customs/carrier

invoice is associated with an AFE. Ensure that this AFE number is
defined in the "AFE Details" screen of Ramco General Ledger
(Alphanumeric, 5).
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Enter the following field in the "Amount Details" group box for a customs invoice:
Invoice Amount The customs VAT amount to be paid (Decimal). Mandatory.
Enter the following fields in the "Amount Details" group box for a carrier invoice:
VAT Inclusive Check this box to indicate that the carrier invoice amount is inclusive of
the VAT amount. Leave this box blank when the carrier invoice
amount is exclusive of VAT amount.
Total VAT Amount Enter the total amount payable as VAT for the carrier invoice, when the
"VAT Inclusive" check box is unchecked. In case customs VAT is paid
by the transporter, this field will include the VAT on carrier charges plus
the customs VAT amount to be reimbursed to the carrier.
When the "VAT Inclusive" check box is checked, this field appears
disabled and the VAT on carrier charges plus the customs VAT is
calculated and displayed by the system.
Invoice Amount The vendor's bill amount, that includes carrier charges and the VAT on
carrier charges, when the "VAT Inclusive" check box is checked. In
case customs VAT is paid by the transporter, this field will also include
the customs VAT amount to be reimbursed to the carrier.
When the "VAT Inclusive" check box is unchecked, enter the carrier
charges alone, excluding the VAT on carrier charges and the customs
VAT (Decimal). Mandatory.
Total Amount The net payable amount for the invoice. This field is disabled and
cannot be edited.
In the case of a customs invoice, this field is updated with the control
total of the customs VAT amount entered in the "Additional Details"
subscreen. The system validates this field to be equal to the customs
VAT amount field entered by the user.
In the case of a carrier invoice, this field will be equal to the "Invoice
Amount" when the "VAT Inclusive" check box is checked. If the "VAT
Inclusive" check box is unchecked, this field will be equal to the sum of
the values in the "Invoice Amount" and "Total VAT Amount" fields.
Comments Any comment pertaining to the customs/carrier invoice (Alphanumeric,

255).
Select the "Apply" pushbutton to store details of the unauthorized customs/carrier invoice
in the database.
These details can be updated, if necessary. The account heads are not updated until the
customs/carrier invoice is authorized either by selecting the "Authorize" icon in this screen or by
Version 3.1 3.71

using the "Authorize Invoices" option from the "Transactions" pull-down menu to authorize invoices
in bulk.
Refer to the topic "Authorizing a customs/carrier invoice" for more details.
customs/carrier invoice.
: Entering payment schedules for a customs/carrier invoice
3 Summary
Ø Term number.
7 Data entry
Select the "Pay Schd" icon in the "Customs/Carrier Invoice" screen.
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Pay Term No. A unique number identifying a line of the payment schedule
(Alphanumeric, 10).
generated.
The system displays the following field which appears when the "Invoice Sub Type" field in the
"Customs/Carrier Invoice" screen is set to "ESR" or "ESR+":

account.
Version 3.1 3.73

field in the "Customs/Carrier Invoice" screen is set to "LSV":
Enter the following when the "Invoice Sub Type" field in the "Customs/Carrier Invoice" screen is set
to "ESR" or "ESR+":

five digits.
nine digits.
16 digits.
27 digits.
contains 15 digits.
! Note: This radio button is selected by default and appears only when the "5 Digit"
radio button is selected in the "No. of digits for ESR/ESR+ Participant No." group box.
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ESR/ESR+ invoice:
be made.
vendor.
ESR Amount The amount to be paid as ESR amount. This amount must be equal to
the "Due Amount" entered in the multiline.
"Invoice Sub Type" field in the "Customs/Carrier Invoice" screen is set to "Specific Bank A/c":
PTT account.
Version 3.1 3.75

be made.
vendor.
field in the "Customs/Carrier Invoice" screen is set to "ESR" or "ESR+". The system
defaults these values when the fields in the "ESR/ESR+ Coding Line Defaults" group
box are entered and the "Default" pushbutton is selected. These fields are disabled if
the "Use Coding Line Defaults" check box is checked.
Mandatory.
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Mandatory.
(Decimal).
vendor.
After defining the payment schedules, select the "Cancel" pushbutton to return to the
"Customs/Carrier Invoice" screen.
: Entering customs/carrier invoice additional details
3 Summary
This screen captures additional information for the customs/carrier invoice raised in the main
screen.
While recording a customs invoice, the system takes the VAT category of the item as "Customs
VAT" by default and the VAT class from the original vendor invoice. The VAT category and class
cannot be modified. If customs VAT has been paid by the carrier, while recording a carrier invoice,
the system allows you to enter VAT details pertaining to the carrier invoice such as the VAT class
and VAT category.
Version 3.1 3.77

By default, the VAT category and/or VAT class specified in the carrier invoice are taken for all the
items recorded under "Carrier Details". The system allows you to assign a different VAT category
and/or class for a specific item by accessing the "Calculated Vat Values" screen and recalculating
VAT for all items.
You can specify whether charges/discounts can be calculated for the carrier invoice as a whole or
for specific items.
A reference for the customs/carrier invoice can also be specified. The reference could be a direct
invoice, purchase order based invoice, direct prepayment invoice, purchase order based
prepayment invoice or all.
7 Data entry
Select the "Item Detail" icon in the "Customs/Carrier Invoice" screen.

Fields in the first multiline:
Vendor Code, Vendor Inv No., Invoice No., Transaction Type, Item T/C/D, Item Code/T/C/D, Item Variant,
Description, Unit Cost, Quantity, Invoice Amount, VAT Rate, Customs VAT Amount, Comments and
Vendor Name.
Fields in the second multiline:

Item T/C/D, Item Code/T/C/D, Item Variant, Description, Unit Cost, Quantity, Invoice Amount, Account,
VAT Rate, VAT Amount, Cost Center, Analysis, Sub Analysis and Comments.
Screen Icons:
Tax Cut and VAT.
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The system fills in the following fields from the main screen:
The name of the vendor is displayed alongside.
Invoice No. The number of the invoice for which additional details are being
entered.
Invoice Date The date of the invoice.
The following check box appears checked and disabled for a customs invoice. The check box
appears enabled in the case of a carrier invoice:
Reference Check this box to enter customs VAT details, in case customs VAT has
been paid by the carrier. Leave the check box blank when carrier
charges alone are to be recorded in the carrier invoice.
! Note: The "Reference" combo box and the multiline fields appear disabled when this
check box is unchecked.
Specify the reference for the customs/carrier invoice in the "Reference" group box:
Reference Use the drop-down list box to indicate the type of invoice to which the
customs/carrier invoice is linked. The system provides the following
options: "PO Based Prepayment Invoice", "PO Based Final Invoice",
"Direct Prepayment Invoice", "Direct Final Invoice" and "All".
The system fills in the following fields in the "Reference" group box:
VAT Category The system displays "Customs VAT" and this field is disabled.
Control Total The control total of the "Customs VAT Amount" field in the first
multiline.
The system lists all invoice line items, for which the VAT category is set to "Import Goods", in the
multiline for the invoices selected as reference. It also lists only those taxes/charges which are
defined as "VATable" and all the discounts recorded in the invoice. If document level
taxes/charges/discounts are recorded in such invoices, the amount in proportion to the item value,
for which the VAT category is set to "Import Goods", will be calculated and displayed by the system.
Enter the following fields in the first multiline:
Vendor Inv No. The number of the vendor's invoice against which the customs VAT
and/or carrier charges are incurred.
Invoice No. The number of the invoice generated by the system.
Press <Enter>. On specifying the vendor code and the invoice

number, all the fields in the multiline are filled in by the system.
Version 3.1 3.79

Transaction Type The type of the transaction.
Item/T/C/D This field indicates whether the details of the line item relates to an
item, tax, charge or discount. The options available are: "Item",
"VATable Tax", "VATable Charge" and "Discount".
tax/charge/discount depending on the option selected in the
"Item/T/C/D" field.
When the "Item/T/C/D" is set to "Item", the code of the item being
invoiced is displayed.
When the "Item/T/C/D" is set to either "VATable Tax" or "VATable

Charge" or "Discount", the number that identifies a specific tax, charge
or discount is displayed.
Mandatory.
Description The description of the item being invoiced. If a valid tax/charge code is
entered in the "Item Code/T/C/D Id" field, the description will be
defaulted from the "Tax/Charge/Discount Details" screen
set to an option other than "Item".
disabled when the "Item/T/C/D" is set to an option other than "Item".
Invoice Amount The invoice amount calculated by the system.
Select the "VAT" icon next to the first multiline to view the VAT details relating to the items
in the first multiline.
Customs VAT Amount The amount to be paid as VAT.
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In the case of a customs invoice, the sum total of all VAT amounts
entered in the multiline should be equal to the "Invoice Amount"
entered in the main screen.
In the case of a carrier invoice, the sum total of all VAT amounts
entered in the first and second multiline should be equal to the "Total
VAT Amount" field in the main screen.
Enter the following multiline field:
The system displays the following multiline field:
Enter the following in the "Carrier Details" group box for a carrier invoice:
! Note: The "Carrier Details" group box does not appear on the screen in the case of a
customs invoice.
Default VAT Category Use the drop-down list box to indicate the VAT category of the item.
The system provides the options, "Import Goods", "Import Service",
"Input VAT Exempted", "National Purchase", "Local" and "Urprod
Purchase".
Default VAT Class Use the drop-down list box to indicate the VAT class of the item. The
system provides the options, "Goods Purchase", "Investments -
Purchase", "Other Expenses" and "Service Purchase".
Control Total The control total of the "Invoice Amount" field in the second multiline.
Enter the following fields in the second multiline:
! Note: The system allows you to enter details of those items that have been defined as
'service items' in Ramco Inventory and also other ad hoc items which have not been
defined in Ramco Inventory, in the multiline.
"Item/T/C/D".
Version 3.1 3.81


enter the number that identifies a specific tax, charge or discount
Press <Enter>. When an item code is entered, the "Description" field is

filled in by the system, if the item is not associated with a variant.
When a tax/charge/discount id is specified, the "Description" and the
"Account" fields appear by default.
Mandatory.
Press <Enter>. The "Description" field is filled in by the system.
Description The description of the item being invoiced. If a valid

tax/charge/discount code is entered in the field "Item Code/T/C/D Id",
the description will be defaulted from the "Tax/Charge/Discount
Details" screen (Alphanumeric, 40). Mandatory.
set to an option other than "Item" (Decimal). Mandatory.
disabled when the "Item/T/C/D" is set to an option other than "Item"
Invoice Amount The invoice amount calculated by the system. When a valid
tax/charge/discount code is entered, the system allows you to edit this
field.
Account The number of the account to which the details of the item are posted.
Ensure that the account is defined in the Chart of Accounts of Ramco
If a valid tax/charge/discount code is entered in the field "Item

Code/T/C/D Id", the account is defaulted from the
"Tax/Charge/Discount Details" screen and cannot be edited.
! Note: If a distribution code is entered in this field, the system automatically displays
the account, analysis, sub analysis and the cost center defined for the code and posts
the transaction amount in the defined ratios to each account. Select the "DH" tool bar
button to view and retrieve distribution numbers that are available.
Select the "VAT" icon next to the second multiline to modify the VAT class and VAT
category of the item details entered in the second multiline.
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3/ Transactions
VAT Amount The amount to be paid as VAT. This field appears disabled and is
calculated and filled in by the system.
The sum total of all VAT amounts entered in the first and second
multiline should be equal to the "Total VAT Amount" field in the main
screen.
this account.
invoice.
Comments Any comment pertaining to the received item(s) or taxes, charges and
discounts.
Highlight a line item in the second multiline and select the "Tax Cut" icon.
! Note: The "Tax Cut" icon is not displayed for a customs invoice.
The details are stored in the database and the "Total VAT Amount" and the "Invoice Amount" fields
are updated in the main screen.
customs/carrier invoice.
Version 3.1 3.83

: Entering taxes/charges/discounts for a carrier invoice
Ø Customs/Carrier Invoice. Subscreen: Additional Details. Apply the carrier invoice on which
taxes/charges/discounts are to be levied in the database.
3 Summary
discounts and various taxes/charges applied to a carrier invoice or to individual items. The
invoice value or item value.
7 Data entry
Select the "Item Detail" icon in the "Customs/Carrier Invoice" screen.
Select the "Tax Cut" icon in the "Additional Details" screen.

Action Icon:
Confirm.
3.84 Version 3.1

3/ Transactions
Document No. The number of the carrier invoice is displayed from the
"Customs/Carrier Invoice" screen. This field cannot be edited.
"By Document".
computed based on the item value or the invoice value. Options
available are: "By Document" and "By Item".
Item Variant The variant of the item.
to be entered for a tax or charge or discount. The options available are:
T/C/D Id The identification of the charge/discount to be levied on the

item/invoice. Ensure that this code has been defined in the

charge/discount are to be posted as defined in the
Amount The amount of charge for the item/invoice calculated based on the
"T/C/D Id" specified. The system uses the formula built using the
"Formula Builder" in the main screen, to calculate the amount.
Version 3.1 3.85

Control, the system displays an error message on confirming the details in the
multiline.
Total Amount The total amount of the taxes/charges and discounts added in the
multiline.
After confirmation, the system still allows you to change the computation either to 'document-wise'
or 'item-wise'. You can change the item serial number and proceed on to the next item serial
number, and the system checks for duplication of the charge/discount for the same invoice or the
same line item.
The system stores the details of the charge/discount along with the carrier invoice. The amount in
the "Total Amount" field in the "Customs/Carrier Invoice" screen is updated with the
tax/charge/discount amount(s). The system allows you to alter taxes/charges/discounts at any time
in the main screen before the carrier invoice is authorized.
the subscreen will not appear when the subscreen is invoked again.
After entering the taxes/charges/discounts, select the "Cancel" pushbutton to return to the
"Additional Details" screen.
Authorizing a customs/carrier invoice
The system allows authorization of a customs/carrier invoice only if a payment schedule has been
entered for it.
By default the status icon in the "Customs/Carrier Invoice" screen in the "Add" mode displays
"Authorize".
Select the "Authorize" icon to authorize the customs/carrier invoice.
After authorization, an authorization number is generated for the customs/carrier invoice and no
modifications can be made. The "Authorize" icon changes to "Posted" in case of an online posting
and "Unposted" in case of postdated transactions.
On authorizing a customs invoice, the VAT control accounts are debited with the customs VAT
amount and the vendor control account is credited.
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3/ Transactions
On authorizing a carrier invoice, the accounts chosen in the multiline are debited and the vendor
control account is credited with the carrier charges. The appropriate VAT control accounts are
debited with the VAT amount calculated on carrier charges. In case customs VAT is paid by the
carrier, the VAT control accounts are debited with the customs VAT amount.
In the case of postdated transactions, the system stores the details of the customs/carrier invoice in
the database but the books are not updated until the customs/carrier invoice has been posted using
the "Post Postdated Transactions" option.
Viewing the status of a customs/carrier invoice
The status of customs/carrier invoice is displayed in the "View" mode and could be one of the following:

transaction.
Held and Posted When an authorized invoice has been held from payment but its
Held and Unposted When an authorized invoice has been held from payment and its
of the invoice.
Transferred When the invoice has been transferred to another location.
: Reversing a customs/carrier invoice
Ø Customs/Carrier Invoice. Ensure that at least one customs/carrier invoice has been generated and
3 Summary
The system enables you to reverse a customs/carrier invoice after it has been authorized and
posted and before payments have been made. On reversing a customs/carrier invoice, postings
done at the time of authorization are cancelled and a separate transaction is created in the books.
Version 3.1 3.87

7 Data entry
Select the "IR" tool bar button in the "Customs/Carrier Invoice" screen.

The system fills in the following fields from the main screen and these cannot be edited:
document type is already defined in the "Document Serial Number"
screen (Alphanumeric, 10). Mandatory.
reason for the reversal is recorded (Alphanumeric, 255).
Select the "OK" pushbutton to reverse the customs/carrier invoice.
! Note: The customs/carrier invoice, linked to a direct invoice or a purchase order

based invoice, will not get automatically reversed when the direct invoice or the
purchase order based invoice is reversed. The system will not perform any validation
in this regard, even when the customs/carrier invoice is paid.
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3/ Transactions
Matching invoice details with PO/GR details
Ø PO Based Invoice. Ensure that at least one invoice with reference to a purchase order is entered and the
invoice is "Partially Matched".
3 Summary
Ramco Accounts Payable allows you to match vendor invoices that have not been automatically
matched after the invoice is entered and approved. All vendor invoices that are in partially matched
status or in approved status are displayed by the system in this screen.
When the vendor code and the invoice date range is entered, the system displays all vendor
invoices to be matched, within the specified date range, and the purchase orders entered for the
invoice. The invoice details are listed in the first multiline and the purchase orders are listed in the
second multiline of the screen.
Based on the type of matching specified in the purchase order, the quantity and value fields in the
purchase order multiline are updated. If the type of matching for the line item is set to "Two Way",
the quantity and value fields are updated with the "Ordered Quantity" and "Ordered Value". If the
matching option is set to "Three Way at PO", the quantity and value fields reflect the "PO received
quantity" and the "PO received value". If matching option is set to "Three Way at GR", the quantity
and value fields display the "GR received quantity" and the "GR received value". If the matching
option is set to "Four Way at PO", the quantity and value fields are updated with the "PO accepted
quantity" and the "PO accepted value". If the matching option is set to "Four Way at GR", the
quantity and value fields reflect the "GR accepted quantity" and "GR accepted value".
You can select invoices to be matched in the first multiline and match it with corresponding line
items in the purchase order multiline. The invoice line item quantity or value that remains
unmatched/partially matched is displayed by the system. You can select the invoice line item to be
matched; the system fetches the corresponding PO/GR line items and you can enter the quantity or
value to be matched against the purchase order line item. For taxes, you cannot enter the quantity
and only the value can be matched. Only the unmatched/partially matched PO/GR taxes for the
invoice are picked up for matching and the invoice taxes are always taken as "Fully matched".
Once the invoice is completely matched, it appears for authorization in the "Authorize Invoices"
screen, which is launched when the "BA" tool bar button is selected.
You can view the "Purchase Order" screen for a purchase order selected in the purchase order
multiline, or the "Goods Receipt" screen for a goods receipt selected in the multiline by selecting
the "ZM" tool bar button.
For line items selected in the purchase order multiline, the variance in the invoice value is
calculated by the system and posted to the variance account after the invoice is completely
matched. Posting the transaction completes the authorization of the invoice and updates the
account balances.
Version 3.1 3.89

7 Data entry
Select "Matching" from the "Transactions" pull-down menu.
Figure 3.21 Matching Screen

Fields in the first multiline:
Sel., Inv Number, GR Number, PO Number, Item Type, Item Code, Item Variant, Item Description,
Quantity, Rate, Value, Var. A/C, UOM, Matched Qty, Matched Value, Inv/PO Currency and Vendor Inv
No.
Fields in the second multiline:

Sel., PO Number, PO Sl No., GR Number, GR Sl. No., Item Code, Item Variant, Item Description,
Quantity, Rate, Value, Unadjusted Qty, Unadjusted Value, Match Quantity, Match Value, Billed Quantity,
Billed Value, UOM and Item Type.
Vendor Code The code identifying the vendor whose invoice is to be matched
(Alphanumeric, 18). Mandatory. Ensure that this vendor code has
already been defined in Ramco Purchasing.
Press <Enter>. The name of the vendor is displayed alongside and all
the fields in the first multiline are filled in by the system.
Inv From Date The starting date from which partially matched invoices are to be listed
in the multiline (Date format). This field appears blank by default.
Inv To Date The date upto which partially matched invoices are to be listed in the
multiline (Date format). This field appears blank by default.
The following multiline fields are filled in by the system and cannot be modified:
Inv Number The number of the partially matched invoice.
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3/ Transactions
PO Number The number of the purchase order(s) specified in the invoice.
GR Number The number of the goods receipt(s) specified in the invoice.
Item Type The tag identifying whether the line item is an item, tax, charge or a
discount. The system fills in one of the following: "Item", "PO VATable
Tax", "PO Tax", "PO VATable Charge", "PO Charge" or "PO
Discount".
Item Code The code identifying the item or the identification number of the
tax/charge/discount specified in the invoice.
Item Variant The variant of the item specified in the invoice.
Item Description The description of the item.
Quantity The quantity of the item as specified in the invoice. This quantity is to
be matched with the purchase order/goods receipt quantity depending
on the matching option set in the purchase order.
Rate The price per unit of the item as specified in the invoice.
Value The value of the item. This value should be matched with the purchase
order/goods receipt value depending on the matching option set in the
purchase order.
Var. A/C The invoice price variance account specified in the invoice. The
difference between the invoice value and the PO/GR value will be
posted to this account.
UOM The unit of measurement of the item. This field appears blank when
the line item refers to a tax/charge/discount.
Matched Qty The PO/GR quantity that has already been fully matched for the
invoice line item.
Matched Value The PO/GR value already matched fully for the invoice line item.
Inv/PO Currency The currency of the invoice/purchase order.
Vendor Inv No. The number of the vendor's invoice.
Highlight the item in the first multiline to be matched by clicking on the "Sel" box for that item.
The system fills in the following fields in the second multiline:
PO Number The number of the purchase order specified for the line item in the
invoice. The system lists all the purchase orders entered in the invoice.
PO Sl No. The serial number specified for the line item in the purchase order. For
taxes, the tax serial number is displayed.
GR Number The number of the goods receipt specified for the line item in the
invoice. If the matching option in the purchase order is set to "Three
Way at GR level" or "Four Way at GR level", the system lists all goods
receipts for the item in the invoice.
Version 3.1 3.91

GR Sl No. The serial number specified for the item selected in the Goods
Receipt.
Item Code The code identifying the item as specified in the purchase order/goods
receipt.
Item Variant The variant of the item specified in the purchase order/goods receipt.
Item Description The description of the item specified in the purchase order/goods
receipt.
Quantity The quantity of item as specified in the purchase order/goods receipt. If

the matching option in the purchase order is set to "Two Way", the
"Ordered Quantity" is displayed in this field. If the matching option is
set to "Three Way at PO level" or "Three Way at GR level", the "PO
received quantity" or the "GR received quantity" is displayed. Similarly,
if the option is set to "Four Way at PO level" or "Four Way at GR
level", the "PO accepted quantity" or the "GR accepted quantity" is
displayed.
Rate The rate of the line item as specified in the purchase order.
Value The value of the item as specified in the purchase order/goods receipt.
If the matching option in the purchase order is set to "Two Way", the
"Ordered Value" is displayed in this field. If the matching option is set
to "Three Way at PO level" or "Three Way at GR level", the "PO
received value" or the "GR received value" is displayed. Similarly, if
the option is set to "Four Way at PO level" or "Four Way at GR level",
the "PO accepted value" or the "GR accepted value" is displayed.
Unadjusted Qty The quantity of the purchase order line item that has not been matched
so far with the invoice line item.
Unadjusted Value The value of the purchase order line item that has not been matched
so far with the invoice line item.
Billed Quantity The quantity of the line item that has already been invoiced (Decimal).
Mandatory.
Billed Value The value of the line item that has already been invoiced (Decimal).
Mandatory.
Match Quantity The quantity of the purchase order line item to be matched. The
system displays the unadjusted quantity, by default. Ensure that the
quantity entered is less than or equal to the unadjusted quantity
Match Value The value of the purchase order line item to be matched. The system
displays the unadjusted value, by default. Ensure that the value
entered is less than or equal to the unadjusted value (Decimal).
Mandatory.
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3/ Transactions
UOM The unit of measurement of the item (Decimal).
Item Type The flag identifying whether the line item is an item or a tax or a charge
or a discount.
! Note: In the above multiline, quantity related fields are disabled for taxes and charges.
Select the row in the second multiline which is to be matched with the row selected in the
first multiline by clicking on the corresponding "Sel" box.
Select the "Match" pushbutton.
On selecting the "Match" pushbutton, the system performs the validations and matches the
quantities entered.
After matching, the matched status of the line item is updated and the screen is refreshed to display
those line items which are still in the 'partially matched' or "approved" status. After all the line items
in the invoice have been fully matched, the "BA" tool bar button is enabled for authorizing the
invoice.
: Authorizing a completely matched invoice

Ramco Accounts Payable allows you to bulk authorize invoices that are completely matched.
Select the "BA" tool bar button in the "Matching" screen.
On selecting the "BA" tool bar button, the system launches the "Authorize Invoices" screen. All
invoices that have been completely matched using the "Matching" option appear for authorization in
this screen along with other automatically matched invoices.
! Note: For more information on bulk authorization, refer to the topic "Authorizing
Invoices".
Version 3.1 3.93

Creating a debit/credit note
Ø Vendor Details. Associate a vendor account group to the vendor.
Ø Currency Details in Ramco Administration and Control.
Ø Common Bank/PTT Master in Ramco Financial Administration and Control.
Ø System Parameters - Common in Ramco Financial Administration and Control. Set the system
parameters for direct integration with Ramco Purchasing, if debit/credit notes are raised against purchase
orders.
Ø System Parameters. Set the system parameters relevant for a debit/credit note.
3 Summary
Debit and credit notes are entries that are used to adjust or supplement an existing invoice or
voucher. Ramco Accounts Payable allows the entry of debit and credit notes for vendors - a debit
note decreases the amount to be paid by the organization to the vendor, while a credit note
increases the amount to be paid.
You can classify the debit/credit note based on its sub-type and specify whether the mode of
payment is electronic or manual. You can also enter VAT details pertaining to the debit/credit note
such as the VAT class and VAT category and whether the debit/credit note amount is
inclusive/exclusive of the VAT amount. By default, the VAT category and the VAT class given in
this screen are taken for all the items specified in the debit/credit note. The system allows you to
assign a different category and/or class for a specific item by accessing the "Calculated Vat Values"
screen and recalculate VAT for all items.
3.94 Version 3.1

3/ Transactions
The system enables you to specify a reference for the debit/credit note. The reference could be a
general reference, an invoice number which could be either a direct invoice or a purchase order
based invoice, or a purchase order number. On specifying the reference, the system allows you to
record the corresponding item and PO/invoice details. You can also specify additional details for
the debit/credit note.
You can create multiple debit/credit notes for an invoice or purchase order. You also have the
option of adjusting multiple accounts through a single debit/credit note. A debit/credit note can
therefore be split to update multiple accounts.
You can specify whether taxes/charges/discounts can be calculated for the debit/credit note as a
whole or for specific items.
The system provides a facility for tracking the total amount of the debit/credit note through the
"Total Amount" field. The system checks to ensure that the total in the "Total Amount" field is the
same as the total amount that has been split and posted to multiple accounts.
When the transaction date entered in this screen is less than the start date of the minimum open
financial year and the "Initial balance entry through transactions" option in the system parameters is
set to 'Yes', the amount entered is taken to be towards the vendor initial balance. The amount in
base currency and account currency is calculated and the "Vendor Initial Balance" screen is
updated. However, the following points have to be noted:
does not update the books.
You can map the debit/credit note being created to a specific income or expenditure by recording
the analysis and sub analysis codes. The cost center to be updated can also be specified. You can
track the expenditure for projects in case of credit notes by specifying the AFE number of the
project.
! Note: If a debit note is being raised, you need not specify the AFE number, as debit
notes are adjusted against invoices/credit notes whose AFE numbers are inherited by
the debit note at the time of adjustment.
The screen provides the option of specifying the pay term for credit notes. When the pay term is
specified, details regarding pay terms can be entered. The schedule can be modified, if required.
The system also allows you to state a processing priority for the credit notes. The priority specified
here will subsequently be used for generating payment vouchers.
While generating a credit note, the system allows you to adjust the credit note against a debit note
or a prepayment invoice on authorization of the credit note, by selecting the "AA" tool bar button.
When this is selected, the system invokes the "Adjustment Vouchers" screen and displays all debit
notes and prepayment invoices whose reference match with those given in the credit note. The
system allows you to adjust even a partially paid credit note against a matching debit note or a
prepayment invoice on selecting the "Adjust" icon in the "Adjustment Vouchers" screen.
Version 3.1 3.95

The debit/credit notes entered must be authorized in order to be posted to the books. On
authorization, an authorization number is generated. If the system parameter "Freeze Postings" is
set to 'Yes', the system will not allow the authorization of the debit/credit note from Ramco
Accounts Payable. Recording of postdated transactions is also controlled by setting a flag in the
system parameters.
Status of a debit/credit note
The status of the debit/credit note is displayed in the "View" mode and could be one of the
following: "Authorize", "Posted", "Unposted", "Held and Posted" and "Held and Unposted". In
addition, the status of a debit note can also be "Partially Adjusted" and "Fully Adjusted" while the
status of a credit note can also be "Partially Paid" or "Fully Paid".
7 Data entry
Select "Debit/Credit Notes" from the "Transactions" pull-down menu.
Figure 3.22 Debit/Credit Notes Screen

PO/Invoice No., PO/Invoice Amount, Item/T/C/D, Item Code/T/C/D Id, Item Variant, Description, Unit
Cost, Quantity, Account Number, Transaction Amount, VAT Rate, VAT Amount, Cost Center, Analysis
Code, Sub Analysis Code and Comments.

Screen Icons:
Tax Cut, Detail, Pay Schd and VAT.
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3/ Transactions
Status Icon:
Authorize, Posted, Unposted, Transferred, Held and Posted, Held and Unposted, Partially Adjusted, Fully
Adjusted, Partially Paid and Fully Paid.
Transaction Type Use the drop-down list box to specify whether a credit note or a debit
note is being entered. By default, the system displays "Credit Note".
Number Option Use the drop-down list box to indicate whether the credit/debit note
number should be generated automatically or specified manually. The
options available are: "Automated" and "Manual".
Enter the type of the document in the edit box alongside. Ensure that
this document type is already defined in the "Document Serial
Number" screen. This field is disabled in modes other than the "Add"
mode (Alphanumeric, 18). Mandatory.
! Note: Depending on the selection made in the "Transaction Type" field, the system
displays the following fields: "Credit Note No."/"Debit Note No." and "Credit Note
Date"/"Debit Note Date".
The system fills in the following fields when the "Number Option" is set to "Automated":
Credit/Debit Note No. The number of the credit/debit note that is automatically generated by
the system, based on the document type specified, when the "Apply"
! Note: When the "Number Option" is set to "Manual" the "Credit/Debit Note No." field
must be entered manually.
Authorized No. The number of the authorized credit/debit note generated by the
system on selecting the "Authorize" icon. This number consists of a
prefix, a number and a suffix each of which consists of a maximum of
six characters. The system fills in the default prefix and suffix of the
number as defined for the specified document type. This field cannot
be edited.
! Note: When the "Number Option" is set to "Manual" the "Authorized No." field must be
entered manually.
Tran. Sub Type Use the drop-down list box to specify the debit/credit note sub-type.
The system provides the options, "Account Based", "ESR", "ESR+",
"LSV", "Regular" and "Specific Bank A/c".
Version 3.1 3.97

! Note: The drop-down options "ESR" and "ESR+" will not appear in the case of a debit
note.
Credit/Debit Note Date The date of generation of the credit/debit note. By default, the current
system date appears in this field (Date format). Ensure that this date
falls within the effective date range specified for the document type,
vendor control account, multiline account, analysis code, sub analysis
code and the cost center code specified in this screen. If the date is
beyond the effective date range specified for any of these fields, the
system displays a warning message.
Vendor Code The code identifying the vendor for whom the credit/debit note is being
made. Ensure that the vendor has already been defined in the "Vendor
Details" screen of Ramco Purchasing (Alphanumeric, 18). Mandatory.
Press <Enter>. The "Tran. Sub Type", "Vendor Name", "Pay Term
No.", "Pay Mode", "Currency/Rate", "Account Payable", "Def VAT
Class" and "Def VAT Category" fields are filled in by the system.
address.
Enter the following fields in the case of a credit note:
Pay Term No. The number identifying the payment schedule. When the pay term
number is entered, the system defaults the payment schedule details in
the "Payment Schedule" subscreen (Alphanumeric, 10).
Electronic Select this check box to generate a debit/credit note where electronic
payment is involved. Leave this box blank to generate a debit/credit
note where payment is manual.
This check box appears disabled when the "Tran. Sub Type" field is set
to "Account Based" or "LSV".

When the "Electronic" check box is checked:
The system provides the following options when the "Tran. Sub Type"
field is set to "ESR" or "ESR+":
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3/ Transactions
i) When the "Tran. Sub Type" field is set to "Regular" or "Specific Bank A/c", the
Payment (TA 826)".
ii) When the "Tran. Sub Type" field is set to "LSV", the "Pay Mode" field is set to
Enter the following fields for both credit notes and debit notes:
Currency/Rate The currency in which the credit/debit note is generated and the
exchange rate of the transaction currency.

the base currency.
transaction. Ensure that this account has already been defined in the
"Chart of Accounts" screen of Ramco General Ledger. The system
displays the default control account for the vendor based on the
specified currency (Alphanumeric, 32). Mandatory.
VAT Inclusive Check this box to indicate that the debit/credit note amount is inclusive
of the VAT amount. Leave this box blank when the debit/credit note
amount is exclusive of the VAT amount.
Version 3.1 3.99

! Note: This check box appears disabled when the "Tran. Sub Type" field is set to
"Account Based".
Control Total The total amount for which the credit/debit note is being raised. This
includes the VAT amount when the "VAT Inclusive" check box is
checked. When the "VAT Inclusive" check box is unchecked, the
system displays the debit/credit note amount alone, excluding the VAT
amount (Decimal). Mandatory.
Total Amount The net payable amount for the debit/credit note including the VAT
amount. This field is disabled and cannot be edited. The system
dynamically calculates the total amount when the unit cost and quantity
are entered for each item and when the VAT amount and
taxes/charges/discounts are calculated for each item or the debit/credit
note as a whole.
This field will be equal to "Control Total" when the "VAT Inclusive"
this field will be equal to the sum of the values in the "Control Total"
and "Total VAT Amount" fields.
Total VAT Amount The total amount payable as VAT for the debit/credit note. This field
acts as a control field and should be equal to the total of the "VAT
Amount" field in the multiline. This field appears disabled and is
calculated by the system when the "VAT Inclusive" check box is
checked.
! Note: This field appears disabled when the "Tran. Sub Type" field is set to "Account
Based".
Enter the following fields that are enabled when the "Tran. Sub Type" field is set to an option other
than "Account Based":
Def VAT Class Use the drop-down list box to specify the VAT class of the item.
Def VAT Category Use the drop-down list box to specify the VAT category of the item.
i) By default, the VAT class and VAT category specified in the above two fields is
taken for all the items specified in the multiline. However, you can assign a
different class/category for a specific multiline item by selecting the "VAT" icon
and accessing the "Calculated Vat Values" screen.
ii) In case the debit/credit note is created with reference to a purchase order/invoice,
then the "Def VAT Class" and "Def VAT Category" fields will be blank and
disabled. The items in the multiline will inherit the VAT Class and VAT Category
of the purchase order/invoice item to which they refer.
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Comments Any comment pertaining to the credit/debit note. Typically, the reason
for generating the credit/debit note is recorded (Alphanumeric, 255).
Mandatory.
Reference A reference number for the credit/debit note (Alphanumeric, 18).
Select the appropriate radio button in the "Reference" group box to indicate whether the debit/credit
note is linked to a direct invoice, a purchase order based invoice, a purchase order or is general in
nature.
! Note: The "Reference" group box does not appear in this screen when the "Tran. Sub
Type" is set to "Account Based".
The following multiline appears when the "Tran. Sub Type" field is set to "Account Based". Enter
the following fields:
Account Number The Ramco General Ledger account into which contra entry is to be
made (Alphanumeric, 32). Mandatory. Ensure that this account has
already been defined in the "Chart of Accounts" screen of Ramco
General Ledger.
! Note: If a distribution code is entered, the system automatically displays the account
number, analysis code, sub analysis code and the cost center code defined for the
code and posts the transaction amount in the defined ratios to each account. The
"DH" tool bar button can be used to retrieve distribution codes.
Transaction Amount The amount to be credited or debited (Decimal). Mandatory. If a debit

note is being generated, the amount is credited to the specified
account. If a credit note is generated, the amount is debited to the
specified account.
! Note: The sum total of the transaction amounts should be equal to the "Control Total".
Cost Center The cost center code to which the debit/credit note belongs
(Alphanumeric, 10).
account.
Analysis Code The analysis code to which the debit/credit note belongs
(Alphanumeric, 5).
Sub Analysis Code The sub analysis code to which the debit/credit note belongs
(Alphanumeric, 5).
Version 3.1 3.101

debit/credit note.
Comments Any comment pertaining to the debit/credit note (Alphanumeric, 255).
The following multiline appears when the "Tran. Sub Type" field is set to an option other than
"Account Based". Enter the following fields in the multiline when the "Direct Invoice" or "Purchase
Order" or "PO Based Invoice" radio button is selected in the "Reference" group box:
PO/Invoice No. The number of the purchase order/invoice against which the
debit/credit note is raised (Alphanumeric, 18). Mandatory.
PO/Invoice Amount On specifying the item code or tax/charge/discount identification

number, the item value in the invoice/purchase order is displayed in
this field and disabled.
! Note: A debit/credit note can be raised against one or more invoices/purchase orders.
Enter the following fields in the multiline for all types of references:
"Item/T/C/D".
When the "Item/T/C/D" is set to "Item", enter the code of the item for
which the debit/credit note is being raised (Alphanumeric, 16).
Mandatory.
When the "Item/T/C/D" is set to "VATable Tax", "Non VATable Tax",

"VATable Charge", "Non VATable Charge" or "Discount", enter the
number that identifies a specific tax, charge or discount (Alphanumeric,
6). Mandatory.

"Account Number" fields are defaulted.
Item Variant The variant of the item specified. This field appears blank when the
"Item/T/C/D" field is set to an option other than "Item".
Description The description of the item being invoiced.
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Unit Cost The unit cost of the item. This field appears blank when the
"Item/T/C/D" field is set to an option other than "Item".
Quantity The quantity of the item received from the vendor. This field appears
blank when the "Item/T/C/D" field is set to an option other than "Item".
General Ledger.
If a debit note is being generated, this account is credited. If a credit

note is being generated, this account is debited.
Transaction Amount The amount to be credited or debited, calculated by the system. If a

debit note is being generated, the amount is credited to the specified
account. If a credit note is generated, the amount is debited to the
specified account. This field will include the VAT amount when the
"VAT Inclusive" check box is checked.
The system fills in the following multiline fields on selecting the "Calc VAT" pushbutton or on
entered in the multiline should be equal to the "Total VAT Amount"
field in the "Amount Details" group box.

system.
Cost Center The cost center code to which the credit/debit note belongs
(Alphanumeric, 10).
account.
Version 3.1 3.103

Analysis Code The analysis code to which the credit/debit note belongs
(Alphanumeric, 5).
Sub Analysis Code The sub analysis code to which the credit/debit note belongs
(Alphanumeric, 5).
credit/debit note.
item.
Select the "Apply" pushbutton in the "Debit/Credit Notes" screen to store details of the
debit/credit note in the database.
These details can be updated, if necessary. No postings are done and the books are not updated
until the debit/credit note is authorized.
Refer to the topic "Authorizing a credit/debit note" for more details.
debit/credit note.
! Note: In the "Add" mode, the "PD" tool bar button will indicate the accounts to which
postings will be made when the debit/credit note is authorized. For more information
on the "Accounting Details" screen, refer to the topic "Viewing Accounting Details".
: Entering taxes/charges/discounts for a debit/credit note
Ø Debit/Credit Notes. Apply the debit/credit note on which taxes/charges/discounts are to be levied in the
database.
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3 Summary
discounts, taxes and various charges applied to a debit/credit note or to individual items. The
"Tax/Charge/Discount Details" screen. The values can be computed either on the basis of
debit/credit note value or item value.
7 Data entry
Select the "Tax Cut" icon in the "Debit/Credit Notes" screen.
Figure 3.23 Taxes/Charges/Discounts Screen

Action Icon:
Confirm.
Depending on the selection made in the "Transaction Type" field in the "Debit/Credit Notes" screen,
the system displays one of the following fields: "Credit Note No."/"Debit Note No.".
Document No. The number of the credit/debit note as displayed in the "Debit/Credit
Notes" screen, is displayed by the system.
Version 3.1 3.105

"By Document".
computed based on the item value or the document value. Options
available are: "By Item" and "By Document".
T/C/D Id The identification number of the tax/charge/discount to be levied on

the item/document. Ensure that this code has been defined in the

Amount The amount of tax/charge/discount for the item/document calculated

using the "Formula Builder", to calculate this amount.
Control, the system displays an error message on applying the debit/credit note.
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multiline.
number, and the system checks for duplication of the tax/charge/discount for the same document or
the same line item.
The system stores the details of the tax/charge/discount along with the debit/credit note. The
amount in the "Total Amount" field in the "Debit/Credit Notes" screen is updated with the
tax/charge/discount amount(s). The system allows you to alter taxes/charges/discounts at any time
in the main screen before the debit/credit note is authorized.
"Debit/Credit Notes" screen.
: Entering additional details
3 Summary
This screen captures vendor document details of the credit/debit note and reference details of
account based debit/credit notes created in the main screen.
7 Data entry
Select the "Detail" icon in the "Debit/Credit Notes" screen.
Version 3.1 3.107


Depending on the selection made in the "Transaction Type" field in the "Debit/Credit Notes" screen,
the system displays the following fields: "Credit Note No."/"Debit Note No." and "Credit Note
Date"/"Debit Note Date".
Credit/Debit Note No. The number of the credit/debit note as displayed in the "Debit/Credit
Notes" screen.
Credit/Debit Note Date The date of generation of the credit/debit note as entered in the
Authorized No. The number of the authorized credit/debit note as displayed in the
Vendor Code The code of the vendor as specified in the "Debit/Credit Notes" screen.
Priority Use the drop-down list box to specify the processing priority attached to
the credit/debit note, based on which the adjustments and/or payments
will be made. Priority could be: "High", "Low" or "Medium". By default,
the system displays the priority of the vendor as specified in the
"Vendor Details" screen.
AFE No. The Authorization for Expenditure number, if the credit note is
associated with AFE. Ensure that this AFE number is defined in the
"AFE Details" screen of Ramco General Ledger (Alphanumeric, 5).
Specify the document details in the "Vendor Document Details" group box:
Document No. The number of the vendor's debit/credit note, if the debit/credit note
was raised by the vendor (Alphanumeric, 18). Mandatory.
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Document Date The date on which the vendor's debit/credit note was generated, if the
debit/credit note was raised by the vendor (Date format). Mandatory.
Description A description of the vendor's debit/credit note (Alphanumeric, 255).

Mandatory.
Enter the following field in the "LSV Details" group box when the "Transaction Type" is set to "Debit
Note" and "Tran. Sub Type" is set to "LSV":
LSV Id The identification number of the LSV contract.
LSV Account No. The vendor's account number of the LSV contract is displayed and
disabled.
LSV Contract Text Any free form text or the contract information on the LSV contract
mentioned in the "Bank Details" of the vendor is displayed and
disabled.
Enter the following fields in the "Specific A/C Details" group box when the "Transaction Type" is set
to "Debit Note" and "Tran. Sub Type" is set to "Specific Bank A/c":
Account In Use the drop-down list box to specify whether the vendor's account
number entered is a bank or a PTT account.
Vendor Bank No. The number of the vendor's bank/PTT.
Vendor A/c No. The account number of the vendor with the bank/PTT.
Clearing No. The corresponding clearing number is displayed and disabled.
Co. Account In Use the drop-down list box to specify whether the company account
number entered is a bank or a PTT account.
Company Bank No. The number of the company's bank/PTT from which an account will be
Co. Account No. The account number of the company with the bank/PTT is displayed
and disabled.
In the case of debit/credit notes that are "Account Based", select the appropriate radio button in the
"Reference" group box to indicate whether the debit/credit note is linked to a direct invoice, a
purchase order based invoice, a purchase order or is general in nature.
If the radio button "General" is selected
Reference A reference number for the credit/debit note (Alphanumeric, 18).
If the radio button "Invoice" or "PO Based Invoice" is selected
Enter the following in the multiline alongside:
Invoice Number The number of the invoice against which the debit/credit note is raised
Version 3.1 3.109

Adjustment Amount The debit/credit note amount to be adjusted against the particular
invoice (Decimal). Mandatory.
! Note: A debit/credit note can be raised against one or more invoices. In this case,
ensure that the total invoice amount of all invoices is equal to the debit/credit note
amount.
If the radio button "Purchase Order" is selected
Enter the following in the multiline:
PO Number The number of the purchase order against which the debit/credit note is
raised (Alphanumeric, 18). Mandatory.
Adjustment Amount The debit/credit note amount to be adjusted against the particular
purchase order (Decimal). Mandatory.
! Note: A debit/credit note can be raised against one or more purchase orders. In this
case, ensure that the total PO Amount of all purchase orders is equal to the
debit/credit note amount.
The additional details are stored in the system along with the debit/credit note and the "Debit/Credit
Notes" screen reappears.
: Entering payment schedules for a credit note
Ø Debit/Credit Notes. Apply the credit note for which the payment schedule is to be defined in the database.
3 Summary
This screen allows you to link a credit note to a payment schedule with multiple pay terms.
Ø Term number.
The system displays the payment schedule details by default, if a pay term is added for the credit
note.
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3/ Transactions
7 Data entry
Select the "Pay Schd" icon in the "Debit/Credit Notes" screen.

Term No., Due Date, Type of Rate, Rate, Due Amount, Disc. Cal. Amount, Type of Rate, Discount Date,
Discount Rate, Discount Amount and Penalty Rate.
Pay Term No. A unique number identifying a line of the payment schedule.
Credit Note No. The number of the credit note as displayed in the "Debit/Credit Notes"
screen.
Credit Note Amount The amount of the credit note as specified in the "Debit/Credit Notes"
screen.
The system displays the following field that appears when the "Tran. Sub Type" field in the
"Debit/Credit Notes" screen is set to "ESR" or "ESR+":

account.
Enter the following field in the "LSV Details" group box that appears when the "Tran. Sub Type"
field in the "Debit/Credit Notes" screen is set to "LSV":
Version 3.1 3.111

Enter the following when the "Tran. Sub Type" field in the "Debit/Credit Notes" screen is set to
"ESR" or "ESR+":
following group boxes applicable for ESR/ESR+ credit notes, are
enabled and the multiline fields are filled in by the system with the
values entered in these fields.

applicable for ESR/ESR+ credit notes, are disabled and the system
allows you to enter the multiline fields.
box, in the case of an ESR/ESR+ credit note:
five digits.
nine digits.
box, in the case of an ESR/ESR+ credit note:
16 digits.
27 digits.
contains 15 digits.
! Note: This radio button is selected by default and appears only when the "5 Digit"
radio button is selected in the "No. of digits for ESR/ESR+ Participant No." group box.
ESR/ESR+ credit note:
be made.
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3/ Transactions
vendor.
ESR Amount The amount to be paid as ESR amount. This amount must be equal to
the "Due Amount" entered in the multiline.
! Note: This field is disabled in the case of an ESR+ credit note.
"04" in the case of an ESR+ credit note.
Coding Line Defaults" group boxes are disabled when the "Tran. Sub Type" field in
Enter the following fields in the "Specific Bank A/c Details" group box that appears when the "Tran.
Sub Type" field in the "Debit/Credit Notes" screen is set to "Specific Bank A/c":
PTT account.
Enter the following fields in the multiline if a payment schedule has to be created for the credit note:
be made.
vendor.
Version 3.1 3.113

! Note: The above two fields appear in the multiline only when the "Tran. Sub Type"
field in the "Debit/Credit Notes" screen is set to "ESR" or "ESR+". The system
Mandatory.
date can be earlier than the credit note date (Date format) Mandatory.
Rate The percentage of the credit note amount to be paid, if the "Type of
Rate" has been defined as a percentage (Decimal). Mandatory.
entered should be equal to the credit note amount when the "Tran. Sub
! Note: When the "Tran. Sub Type" field is set to "ESR", the due amount can be of a
lesser value than the credit note amount.
Disc Cal Amount The discount amount calculated by the system.
Enter the following fields when the "Tran. Sub Type" is set to any option other than "ESR"/"LSV":
percentage of the credit note amount which can be availed of as a
Mandatory.
the credit note amount (Decimal). If the "Type of Rate" has been
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3/ Transactions
specified as a percentage, the system calculates the amount and fills in

this field.
Penalty Rate The percentage of the credit note amount which is to be paid as
penalty (Decimal).
The following multiline field appears and is filled in by the system when the "Tran. Sub Type" is set
to "ESR" or "ESR+" in the main screen:
vendor.
The details of the payment schedules are stored in the system along with the credit note. The
payment schedules can be altered at any time before the credit note is authorized.
After defining the payment schedules, select the "Cancel" pushbutton to return to the "Debit/Credit
Notes" screen.
Authorizing a credit/debit note
By default the status icon in the "Debit/Credit Notes" screen in the "Add" mode displays "Authorize".
Select the "Authorize" icon to authorize the debit/credit note.
After authorization, an authorization number is generated and no modifications can be made to the
debit/credit note. The "Authorize" icon changes to "Posted" in case of an online posting and
"Unposted" in case of postdated transactions.
! Note: On authorization of a credit note, if the system parameter "Invoke Auto Adjust
on Authorize" is set to "Yes", the "Adjustment Vouchers" screen is invoked and the
system automatically adjusts the credit note against debit notes/prepayments which
have a reference to this credit note. If such prepayments/debit notes do not exist, the
"Adjustment Vouchers" screen is not displayed.
When a debit note is posted, the system debits the Accounts Payable control account and credits
the accounts specified in the multiline of the "Debit/Credit Notes" screen. The VAT accounts, if any,
are also credited.
Version 3.1 3.115

When a credit note is posted, the system credits the Accounts Payable control account and debits
the accounts specified in the multiline of the "Debit/Credit Notes" screen. The VAT accounts, if any,
are also debited. On authorizing/posting of a credit note, if the AFE number has been specified, the
liability for the AFE increases as part of the encumbrance transaction.
In the case of postdated transactions, the system stores the details of the debit/credit note in the
database but the books are not updated until the debit/credit note has been posted using the "Post
Postdated Transactions" option.
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3/ Transactions
Authorizing invoices
Ø Direct Invoice or PO Based Invoice or Customs/Carrier Invoice. Ensure that at least one invoice
(proforma or final) has been received from the vendor and generated in the system and has not been
previously authorized.
3 Summary
Ramco Accounts Payable provides an in-built security system through the "Authorization" facility.
Any transaction which is entered is posted to the books only on authorization.
The system allows you to authorize invoices in bulk. You can view unauthorized invoices for a
particular vendor or for all the vendors for a specified amount and date range. You can then select
the invoices which are to be authorized.
7 Data entry
Select "Authorize Invoices" from the "Transactions" pull-down menu.
Figure 3.26 Authorize Invoices Screen

Sel., Vendor Code, Vendor Name, Tran Type, Transaction No., Tran Date, Tran Amount, Vendor
Document No and Comments.
Action Icon:
Authorize.
Version 3.1 3.117

Vendor Code The code identifying the vendor for whom invoices are to be
authorized. Ensure that the vendor has already been defined in the
"Vendor Details" screen of Ramco Purchasing (Alphanumeric, 18).
Press <Enter>. The "Available" field and all the fields in the multiline
Transaction Type Use the drop-down list box to indicate the type of transaction. The
transaction type could be one of the following: "FV" for Final Invoice,
"PV" for Proforma Invoice, "PF" for PO based Final Invoice, "PI" for
PO based Proforma Invoice, "AI" for Direct Prepayment Invoice, "AP"
for PO Based Prepayment Invoice, "CU" for Customs Invoice and "CA"
for Carrier Invoice.
From Date The starting date from which the invoices due for authorization are to
be viewed (Date format).
Press <Enter>. All the multiline fields are filled in by the system.
To Date The date till which the invoices due for authorization are to be viewed
(Date format).
i) If both the fields "From Date" and "To Date" are left blank, the system displays all
the invoices available for authorization for the specified vendor/all the vendors.
ii) If the "From Date" field alone is left blank, the system displays all the invoices
available for authorization from the starting date of the minimum open financial
period to the date specified in the "To Date" field.
iii) If the "To Date" field alone is left blank, the system displays all the invoices
available for authorization from the date specified in the "From Date" field to the
last date of the last allowed open financial year.
From Amount The amount from which invoices due for authorization must be viewed.
To Amount The amount till which invoices due for authorization must be viewed.
Select All Select this check box to select all the invoices listed in the multiline for
authorization. Depending on the selection made in this field, the "Sel."
field in the multiline displays either a check mark or remains blank.
Available The number of invoices available for selection.
Selected The number of invoices that are selected for authorization. The system
dynamically fills in this field whenever an invoice is selected in the
multiline.
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3/ Transactions
The system fetches invoice details from the "Direct Invoice" "PO Based Invoice" and
"Customs/Carrier Invoice" screens and fills in the following multiline fields:
Tran Type The type of the transaction. Values in this field could be one of the
following: "FV" for Final Invoice, "PV" for Proforma Invoice, "PF" for
PO based Final Invoice, "PI" for PO based Proforma Invoice, "AI" for
Direct Prepayment Invoice, "AP" for PO Based Prepayment Invoice,
"CU" for Customs Invoice and "CA" for Carrier Invoice.
Transaction No. The transaction number of the invoice to be authorized.
Tran Date The date on which the invoice was generated.
Tran Amount The amount of the invoice.
Vendor Document No. The number of the vendor's invoice.
Comments Any additional comments as entered in the invoice screen.
! Note: Only PO based invoices that have been completely matched are listed in the
multiline.
Sel If the "Select All" check box is checked, the system displays a check
mark in this field for all the invoices. This implies that the invoice has
been selected for authorization. If the invoice is not to be authorized,
click on this field to remove the check mark .
If the "Select All" check box is left unchecked, this field remains blank.
This implies that the invoice has not been selected for authorization. If
the invoice is to be authorized, click on this field to change it to a check
mark.
Select the "Authorize" icon to authorize the selected invoices.
After authorization, the system refreshes the multiline and displays the unauthorized invoices. The
details of the invoices cannot be changed after authorization.
In case of online transactions, after authorization, the vendor accounts payable account gets
credited.
In case of postdated transactions, the system stores the details of the invoice in the database but
the books are not updated until the invoice has been posted using the "Post Postdated
In case of proforma invoices, no account heads are updated, but the invoice details are stored in
the system.
Version 3.1 3.119

Select the "Cancel" pushbutton to return to the main menu.
Activating the ZM tool bar button
Highlight the invoice for which more details are to be viewed and click on the "ZM" tool bar button.
The system zooms in to display the respective "Direct Invoice" or the "PO Based Invoice" or the
"Customs/Carrier Invoice" screen where details pertaining to that invoice can be viewed.
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3/ Transactions
Generating a prepayment voucher
Ø Vendor Details. Assign a vendor account group to the vendor.
Ø Bank/Cash Details in Ramco General Ledger.
Ø Cost Center/ Cost Unit Details in Ramco Management Accounting.
Ø Check Details in Ramco General Ledger.
parameters for direct integration with Ramco Purchasing, in case of prepayments against purchase
orders.
Ø System Parameters. Set the system parameters relevant for a prepayment voucher.
3 Summary
! Note: This option appears enabled only when the system parameter for VAT
The "Prepayment Vouchers" screen allows you to record requests for advance payments made to a
vendor. The request could be a general advance not pertaining to an invoice or an advance against
a single purchase order or several purchase orders or an advance against a single proforma invoice
or several proforma invoices.
When the prepayment is against a purchase order, the purchase order is updated. When the
prepayment is made against a proforma invoice, the "ZM" tool bar button is enabled, which allows
you to view the proforma invoice. The functionality of this button is enhanced to view the Purchase
Order screen also.
The screen allows you to specify all the details of the prepayment in the request that is, whether the
payment will be made through bank or cash and the mode of payment. The pay mode specified in
this screen will be used by the bank/cash module of Ramco General Ledger. For demand draft
payments, you can specify whether the DD charges will be borne by the vendor or by the company
itself.
Version 3.1 3.121

The system enables you to map the transaction to a specific expense by recording the analysis/sub
analysis codes. Cost center details to be updated can also be captured.
When the pay date entered in this screen is less than the start date of minimum open financial year
and the "Initial balance entry through transactions" option in system parameters is set to 'Yes', the
payment amount entered is taken to be towards the vendor initial balance. The base currency is
calculated and the "Vendor Initial Balance" screen is updated. However, the following points have
to be noted:
does not update the books.
The prepayment voucher request is authorized on clicking the "Authorize" icon. On authorization,
the system generates an authorization number for the voucher. The prepayment request is then
processed through the Bank/Cash module of Ramco General Ledger and then the postings are
made in Ramco General Ledger. To update Ramco Accounts Payable with these postings, the
"Bank/Cash Synchronizer" is then used in Ramco General Ledger. The "Incorporate
Payment/Receipt Request" screen is then invoked in Ramco Accounts Payable to reflect these
postings. On incorporation, vendor balance updating takes place.
7 Data entry
Select "Prepayment Vouchers" from the "Transactions" pull-down menu.
Figure 3.27 Prepayment Vouchers Screen
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3/ Transactions

Status Icon:
Authorize, Requested, Printed, Posted, Held & Unposted and Void.
Number Option Use the drop-down list box to indicate whether the voucher number
Voucher No. The number of the voucher that is automatically generated by the
Authorized No. The number of the authorized voucher automatically generated by the
system on selecting the "Authorize" icon. This number consists of a
prefix, a number and a suffix each of which consists of six characters.
Voucher No. The number of the voucher. The system displays an error message
when the voucher number is duplicated (Alphanumeric, 18).
Mandatory.
Authorized No. The number of the authorized voucher. The system displays an error
Mandatory.
Payment Date The date when the payment is to be accounted for in the books of
Ramco General Ledger. Ensure that this date is within the open
financial period for the financial year (Date format). Mandatory.
prepayment account, bank/cash number, analysis code, sub analysis code and the
Version 3.1 3.123

specified for any of these fields, the system displays an error message on applying
and authorizing the transaction.
Vendor Code The code identifying the vendor to whom the prepayment is to be
made. Ensure that the vendor has already been defined in the "Vendor
Press <Enter>. The "Vendor Name", "Currency/Rate" and the "Prepay

A/C No." fields are filled in by the system.
address.
Specify the bank/cash details in the "Bank/Cash" group box as given below:
Exact Bank/Cash Check this box to indicate that the payment should be made only
through bank or cash, specified in the drop-down list box alongside. By
default, this box is unchecked.
In the drop-down list box alongside, specify the type of payment for
which the request is made. Three types of payment are available:
"Bank", "Cash" and "None".
! Note: The "Exact Pay Mode" check box and the "Bank/Cash No." field are disabled
when the "None" option is chosen from this drop-down list box.
When the "None" option is chosen
i) The "Exact Pay Mode" drop-down list box is set to "None" by default.
ii) The "Charges borne by Vendor" and the "Instrument Details" group box are
disabled.
If the payment is made through a bank
Bank/Cash No. The number of the bank through which the payment request is made.
Ensure that this number has already been defined in the "Bank/Cash
Details" of Ramco General Ledger and falls within the effective period
set for the bank/cash account (Alphanumeric, 6).
If the 'Exact Bank/Cash' box is checked, Ramco General Ledger uses

this bank while making payment.
Exact Pay Mode Check this box to indicate that the payment should be made only
through the mode specified in the drop-down list box alongside. If the
drop-down list box is set to "None", this box is disabled. By default, the
box is unchecked.
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3/ Transactions
In the drop-down list box alongside, specify the mode of payment. The
pay mode could be one of the following: "None", "Check", "Demand
Draft", "Others" and "Pay Order".
If the 'Exact Pay Mode' box is checked, the pay mode specified in this
drop-down list box is used by Ramco General Ledger while making
payment.
! Note: The "Exact Pay Mode" check box is disabled when the payment mode is set to
"None" or when the "Exact Bank/Cash" check box is unchecked.
If the payment is made through cash
Bank/Cash No. The cash number through which the payment request is made. Ensure
that this number has already been defined in the "Bank/Cash Details"
screen of Ramco General Ledger and falls within the effective period
set for the bank/cash account (Alphanumeric, 6).
When the 'Exact Bank/Cash' box is checked, Ramco General Ledger

uses this cash number while making payment.
Exact Pay Mode Check this box to indicate that the payment should be made only
through the mode specified in the drop-down list box alongside. If the
drop-down list box is set to "None", this box is disabled. By default, this
box is unchecked.
In the drop-down list box alongside, specify the mode of payment. Pay
mode could be one of the following: "None", "Cash", "Demand Draft"
and "Others".
If the 'Exact Pay Mode' box is checked, the pay mode specified in this
drop-down list box is used by Ramco General Ledger while making
payment.
! Note: The "Instrument Details" group box is disabled when the payment is made
through cash.
Enter the following for demand draft payments:
Charges Borne By Vendor Check this box to indicate that the DD charges are to be borne by the
vendor.
If this box is checked, the demand draft is taken for only the payment
amount in the Bank/Cash module of Ramco General Ledger.
If this box is unchecked, DD charges are to be borne by the company

and hence the demand draft is taken for both the payment amount and
the DD charges amount in the Bank/Cash module of Ramco General
Ledger. DD charges are charged to a separate account.
Version 3.1 3.125

! Note: This check box is enabled only for demand draft payments.
Enter the following in the "Instrument Details" group box:
! Note: If the pay mode is set to "None"/"Cash"/"Demand Draft"/"Others", the

"Automated" radio button is selected by default and the "Manual" radio button is
disabled. If the pay mode is set to "Check", both the radio buttons are enabled.
Select the "Automated" radio button to enable Ramco General Ledger generate the check
through the "Print Checks" option.
In this case, the instrument number and date fields are updated after the checks are printed by
Ramco General Ledger.
Select the "Manual" radio button to specify the check number and date.
Enter the following fields when the "Manual" radio button is selected and when the pay mode is set
to any option other than "Cash" or "None":
Instrument Number The number of the check to be used by Ramco General Ledger while
making payment. Ensure that this number is defined in the "Check
Details" screen of Ramco General Ledger and is an unused check
(Alphanumeric, 6 + Alphanumeric, 10).
Instrument Date The date on which the check (or any other instrument) is issued by
Ramco General Ledger. The payment date appears in this field (Date
format).
! Note: If the instrument number and instrument date fields are left blank, the system
updates the number and date after being processed in Ramco General Ledger and
when the "Incorporate Payment/Receipt Request" option from the "Processing" pull-
down menu is chosen.
Currency/Rate The currency in which the payment is to be made and the exchange
rate of the transaction currency.
In the first edit box, the default currency of the vendor is displayed. You
may change this to any currency defined in the Vendor Account Group
of the vendor (Alphanumeric, 5). Mandatory.
Press <Enter>. The exchange rate and the "Prepay A/C No." fields are
In the second edit box, the exchange rate for the currency is specified.
By default, the system displays the rate of exchange as on the
payment date. The exchange rate can be changed within the tolerance
limits defined in Ramco General Ledger (Decimal). Mandatory.
Prepay A/C No. The default prepayment account number for the vendor is displayed.
You can change this to any prepayment account defined in Vendor
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Account Group in the "Vendor Details" screen. Ensure that the

prepayment account falls within the effective date range set in Ramco
Cost Center The cost center code to which the payment request belongs. Ensure
that this code falls within the effective period set for the cost center
code in Ramco General Ledger (Alphanumeric, 10).
account.
Analysis Code The analysis code to which the payment request belongs. Ensure that
this code falls within the effective period set for the analysis code in
Ramco General Ledger (Alphanumeric, 5).
Sub Analysis Code The sub analysis code to which the payment request belongs. Ensure
that this code falls within the effective period set for the sub analysis
prepayment voucher.
Payment Amount The amount to be paid to the vendor as an advance. Ensure that this
amount is greater than zero (Decimal). Mandatory.
Comment Any comments pertaining to the prepayment request made to the

vendor (Alphanumeric, 255).
Select the appropriate radio button in the "Reference" group box to indicate whether the
prepayment is linked to an invoice, a purchase order or is general in nature.
If the radio button "General" is selected
Reference No. A reference number for the prepayment request (Alphanumeric, 18).
If the radio button "Direct Proforma Invoice" or "PO based Proforma Invoice" is selected
Invoice Number The number of the invoice against which the prepayment request is
made (Alphanumeric, 18).
Adjustment Amount The prepayment amount to be paid against the particular invoice
(Decimal).
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! Note: A prepayment voucher can be generated against one or more proforma

invoices. In this case, ensure that the total invoice amount of all proforma invoices is
equal to the payment amount.
If the radio button "Purchase Order" is selected
PO Number The number of the purchase order against which the prepayment is to
be made (Alphanumeric, 18).
Adjustment Amount The prepayment amount to be paid against the particular purchase
order. By default, the system displays the amount that can be paid as
the prepayment amount from Ramco Purchasing (Decimal).
! Note: A prepayment voucher can be generated against one or more purchase orders.
In this case, ensure that the total PO Amount of all purchase orders is equal to the
payment amount.
Activating the "ZM" tool bar button
The "ZM" tool bar button allows you to view the proforma invoice/purchase order details depending
on the reference type selected.
Select the "Apply" pushbutton to store details of the unauthorized prepayment voucher in
the database.
Select the "Authorize" icon to authorize the prepayment voucher.
The prepayment voucher request is authorized on clicking the "Authorize" icon. On authorization,
the system generates an authorization number for the voucher. The prepayment request is then
processed through the Bank/Cash module of Ramco General Ledger. The postings are then made
in Ramco General Ledger. To update Ramco Accounts Payable with these postings, the
"Bank/Cash Synchronizer" is used in Ramco General Ledger. The "Incorporate Payment/Receipt
Request" screen is then invoked in Ramco Accounts Payable to reflect these postings. On
incorporation, the vendor balance and the transaction status are updated.
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Creating an adjustment voucher
Ø Direct Invoice or PO Based Invoice or Customs/Carrier Invoice or Debit/Credit Notes. Ensure that at least
one customs invoice/carrier invoice/final invoice/credit note has been generated and authorized but the
payment against it has not been completed.
Ø Direct Invoice or PO Based Invoice or Debit/Credit Notes. Ensure that at least one prepayment
invoice/prepayment voucher/debit note has been raised and authorized but has not been completely
adjusted against any final invoice/credit note.
3 Summary
Ramco Accounts Payable allows you to adjust any pending final invoice/credit note with unadjusted
prepayment invoices/debit notes for a particular vendor in a particular currency.
! Note: When the system parameter for VAT applicability in Ramco Financial
Administration and Control is set to "No", the system lists prepayment vouchers
instead of prepayment invoices.
You can view all unpaid/partially paid final invoices and available credit notes for the vendor before
selecting a final invoice/credit note to be adjusted. The discount available for the document will be
displayed and the current discount will be claimed in proportion to the amount adjusted/paid if the
system parameter "Discount Proportional" is set to "Yes". When the system parameter is set to
"No", the current discount can be claimed only after the invoice has been completely adjusted/paid.
The system allows you to claim the discount irrespective of the date of adjustment or edit the
discount amount, provided appropriate system parameter settings have been made.
You must enter the code of the vendor for whom the adjustments are to be made and the currency
in which the adjustments are to be made. When these details are entered, the system displays the
final invoice/credit note number, the pay term number and the gross and net payable amounts.
Adjusting a final invoice/credit note with prepayment invoices/debit notes
You can adjust a final invoice/credit note with prepayment invoices/debit notes. The prepayment
invoices will be taken up for adjustment only after they have been partially/fully paid and can be
adjusted to the extent to which it is paid. Selecting the "Adjust" icon enables you to access the
prepayment invoices and debit notes against which the final invoice/credit note is to be adjusted.
The system displays details of all the available prepayment invoices/debit notes including the total
amount and the amount available for adjustment. You can enter the amount to be adjusted.
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You can use the "Adjust Prepayments/DRN" screen to make adjustments for any number of final
invoices/credit notes for a particular vendor, one at a time. This set of adjustments made is given
an adjustment number by the system and it is recorded as an adjustment transaction.
! Note: Final Invoices, credit notes, prepayment invoices and debit notes which are
authorized but have not been posted to the books are not displayed for adjustment.
7 Data entry
Select "Adjustment Vouchers" from the "Transactions" pull-down menu.
Figure 3.28 Adjustment Vouchers Screen

Type, Authorized No., Term No., Due Date, Gross Amt., Current O/S., Prepayment, Debit Note, Gross
Disc., Curr. Disc., Disc Taken, Vendor Doc No. and Net O/S.

Screen Icons:
Pay Group and Adjust.
Status Icon:
Authorize and Authorized.
Action Icons:
Apply Filter and Auto Adj.
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Number Option Use the drop-down list box to indicate whether the adjustment voucher
options available are: "Automated" and "Manual". This field is disabled
in modes other than the "Add" mode.
Adjust Batch No. The number of the adjustment voucher automatically generated by the
system fills in the prefix and suffix of the number as defined for the
specified document type. This field cannot be edited.
Adjust Batch No. The number of the adjustment voucher. The system displays an error
message when the adjustment voucher number is duplicated
Adjust Batch Date The date on which the adjustment voucher is generated. The system
date appears in this field by default and this field is disabled.
! Note: If the system date is later than the last date of the minimum open financial year,
the "Adjust Batch Date" field defaults to the last date of the minimum open financial
year and is disabled.
Pay Group The number identifying the pay group (Alphanumeric, 6).
! Note: Use the "Pay Group" icon to view the pay group details.
Vendor Code The code identifying the vendor for whom adjustments are to be made
(Alphanumeric, 18). Ensure that the vendor has already been defined
in the "Vendor Details" screen of Ramco Purchasing.
Press <Enter>. The "Vendor Name" and the "Currency" fields are filled
in by the system.
Version 3.1 3.131

Currency The currency in which the adjustments are to be made. The system
fills in the default currency in which the vendor transacts. You may
change it to any currency defined in the Vendor Account Group of the
vendor (Alphanumeric, 5).
Comments Any additional remarks pertaining to the adjustment (Alphanumeric, 255).
Select the "Apply Filter" icon.
On selecting the "Apply Filter" icon, the system displays all final invoices and credit notes which are
not fully paid, for the selected vendor in the selected currency, in the multiline, matching the filters
specified for the pay group. If the pay group number is not entered, all the pending final invoices
and credit notes for the selected currency of the vendor will be displayed.
! Note: In the case of one-time vendors, prepayment invoices and debit notes are
filtered in the multiline based on the vendor name.
The system fills in the following fields in the multiline:
Type The type of the transaction. The system fills one of the values, "FV",
"PF", "CA", "CU" or "CN" to indicate a final direct invoice, a final
purchase order based invoice, a carrier invoice, a customs invoice or a
credit note.
Authorized No. The number of the authorized final invoice or credit note.
Term No. The number of the pay term as defined in the "Direct Invoice", "PO
Based Invoice", "Customs/Carrier Invoice" or the "Debit/Credit Notes"
screen.
Due Date The due date of the credit note or the final invoice.
Gross Amt. The amount of the final invoice or the credit note.
Current O/S The amount pending against the final invoice/credit note.
Gross Disc. The discount available on the final invoice/credit note, if any.
Curr. Disc. The discount amount available on the current adjustment made. The
gross discount available for the invoice or credit note is displayed by
default and the field is updated after entering the amount in the "Adjust
Prepayments/DRN" subscreen.
! Note: If the system parameter "Discount Proportional" is set to "Yes", the "Curr. Disc."
field is updated with the amount of gross discount proportional to the amount
adjusted. If this parameter is set to "No", the current discount will be shown after the
invoice has been completely paid/adjusted. If the invoice is not completely
paid/adjusted, this field is set to zero on entering an amount less than the net
outstanding amount, in the sub screen.
Disc Taken The amount of discount taken on the final invoice/credit note is
displayed.
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Vendor Doc No. The number of the vendor's credit note or final invoice.
Net O/S. The net amount to be paid to the vendor after deduction of the
discount amount and the amount (if any) adjusted against the
prepayment invoices and debit notes. This field is updated whenever
the final invoice/credit note is adjusted with prepayment invoices/debit
notes.
Select the "Auto Adj" icon to enable the system to adjust all the selected documents
automatically.
! Note: The "Auto Adj" icon will be disabled for one-time vendors.
On selecting the "Auto Adj" icon, the system automatically adjusts all the final invoices/credit notes
selected, with the available 'partially paid'/'fully paid' prepayment invoices and debit notes, if a
common reference is found between the documents. The process is explained below:
The system searches for all prepayment invoices that are referred in the final invoices selected for
adjustment and adjusts them to the extent referred in the final invoice.
It then adjusts the prepayment invoices on the basis of common PO reference in case of PO based
invoices/credit notes and on the basis of the common proforma invoice reference in case of direct
invoices. The maximum amount that can be adjusted is restricted to the amounts stated in the
prepayment invoices against the common PO/proforma invoice reference or the final invoice/credit
note outstanding amount, whichever is less. In case the adjustment is on the basis of a common
PO reference, the system ensures that the amount adjusted does not exceed the advance payable
amount specified in the POs.
The remaining amount, if any, will be adjusted against the debit note having the same final invoice
reference as that of a credit note, or, in the case of a final invoice, against the debit note having the
same final invoice as the reference.
Next, debit notes having the same purchase order reference as that of the final invoice/credit note
will be adjusted.
i) Final invoices of the type "LSV" are allowed to be adjusted only against
prepayment invoices (irrespective of the type) and not against debit notes.
ii) Credit notes of the type "LSV" can be adjusted only against debit notes of the
same type and only if they are generated on recording a Bank/Cash receipt from
the vendor after it has been reconciled.
iii) If the credit note/invoice is of the type "ESR", it can be adjusted only to the extent
of the difference between the invoice amount and the ESR amount stated in the
invoice.
iv) In the case of an LC applicable invoice, it can be adjusted only against a
prepayment invoice that has a common PO reference.
or
Highlight the invoice/credit note in the multiline, for which the adjustments are to be made
and select the "Adjust" icon to adjust the documents manually.
Version 3.1 3.133

The system updates the following multiline fields after the adjustments have been made:
Prepayment The prepayment amount adjusted against the final invoice/credit note
is displayed.
Debit Note The debit note amount adjusted against the final invoice/credit note is
displayed.
Disc Taken The amount of discount taken on the final invoice is defaulted to the
current discount available and displayed. The system allows you to edit
this field only if the system parameter "Discount editable" is set to
"Yes". You can change this value to any amount lesser than the
adjustment amount.
Select the "Apply" pushbutton in the "Adjustment Vouchers" screen.
On selecting the "Apply" pushbutton, the details of the unauthorized adjustment vouchers are stored
in the database. These details can be updated, if necessary. The account heads are not updated
until the adjustment voucher is authorized.
! Note: If the adjustment voucher is not authorized, the adjustment entries do not
update the books but serve only as a worksheet.
Refer to the topic "Authorizing an adjustment voucher" for more details.
: Viewing or modifying pay group details
Ø Pay Group Master.
The system allows you to view the pay group details defined in the "Pay Group Master" screen for
the pay group number specified in the "Adjustment Vouchers" screen. On clicking the "Pay Group"
icon in the "Adjustment Vouchers" screen, the details as entered in the "Pay Group Master" screen
for the pay group are displayed.
! Note: The "Voucher Criteria" group box in the "Pay Group Master" screen is disabled,
when invoked from the "Adjustment Vouchers" screen.
The system allows you to modify the filters defined in this screen. However, this modification is
done only for the purpose of retrieval of documents in the "Adjustment Vouchers" screen.
For more information on pay group filters, refer to the topic "Defining the pay group master".
Select the "OK" pushbutton and the "Adjustment Vouchers" screen reappears.
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: Adjusting a final invoice/credit note with prepayment invoices/debit

notes manually
Ø Direct Invoice or PO Based Invoice or Debit/Credit Notes. Ensure that at least one prepayment
invoice/prepayment voucher or debit note has been generated and posted.
3 Summary
Ramco Accounts Payable allows you to adjust the selected final invoice/credit note with
prepayment invoices and/or debit notes.
The system displays all unadjusted/partially adjusted prepayment invoices/prepayment vouchers

and debit notes. You can enter the amount to be adjusted against the selected final invoice/credit
note for multiple prepayment invoices/prepayment vouchers and debit notes.
You can access the details of the prepayment invoices/prepayment vouchers/debit notes with the
help of the "ZM" tool bar button.
7 Data entry
Highlight the final invoice/credit note for which the adjustments are to be made and select
the "Adjust" icon in the "Adjustment Vouchers" screen.
Figure 3.29 Adjust Prepayments/DRN Screen
Version 3.1 3.135


Type, Authorized No., Outstanding Amount, Unadjusted Amount and Adjusted Amount.
Type The type of the transaction selected in the "Adjustment Vouchers"

screen. The system fills in one of the values, "FV" or "PF" or "CN" or
"CU" or "CA" to indicate a direct final invoice or a PO based final
invoice or a credit note or a customs/carrier invoice.
Disc Amount The discount taken as displayed in the main screen for the final invoice
as on the adjustment date.
Amount The amount of the final invoice/credit note.
Doc Number The authorized number of the final invoice/credit note for which
adjustments are to be made.
Pay Term No. The term number of the relevant line of the pay schedule as defined in
the "Direct Invoice" or the "Purchase Order based Invoice" or the
"Debit/Credit Notes" or the "Customs/Carrier Invoice" screen.
The system fills in the following multiline fields:
Type The type of the transaction. The system fills one of the values, "AI",
"AP" or "DN" to indicate a direct prepayment invoice or a purchase
order prepayment invoice or a debit note.
! Note: In case VAT is not applicable, the option "PP" will be displayed, to indicate a
prepayment voucher, instead of "AI" and "AP".
Authorized No. The authorization number of the prepayment invoice/prepayment

voucher/debit note.
Outstanding Amount The total amount of the prepayment invoice/prepayment voucher/debit

note prior to any adjustments.
Unadjusted Amount The amount of the prepayment invoice/prepayment voucher/debit note

yet to be adjusted against any final invoice/credit note. This indicates
the amount available for adjustment for the prepayment
invoice/prepayment voucher/debit note.
Adjusted Amount The amount of the prepayment invoice/prepayment voucher/debit note

which is to be adjusted against the selected final invoice/credit note
! Note: The following points must be kept in mind:
i) Final invoices of the type "LSV" can be adjusted only against prepayment invoices
(irrespective of the type).
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ii) Credit notes of the type "LSV" can be adjusted only against debit notes of the
same type and only if they are generated on recording a Bank/Cash receipt from
the vendor after it has been reconciled.
iii) If the credit note/invoice is of the type "ESR", it can be adjusted only to the extent
of the difference between the invoice amount and the ESR amount stated in the
invoice.
iv) In the case of an LC applicable invoice, it can be adjusted only against a
prepayment invoice that has a common PO reference.
Highlight the final invoice/credit note/prepayment invoice/debit note for which more details are to be
viewed and click on the "ZM" tool bar button. The system zooms in to display the corresponding
screen where details pertaining to that final invoice/credit note/prepayment invoice/debit note can
be viewed.
Select the "OK" pushbutton to effect the adjustments.
On selecting the "OK" pushbutton, the system checks if the adjusted amount is less than or equal to
the total payable amount. Otherwise, an error message is displayed. The amount adjusted against
the prepayment invoices/prepayment vouchers and debit notes is updated in the multiline of the
"Adjustment Vouchers" screen. The system updates the "Unadjusted Amount" field for each
prepayment invoice/prepayment voucher and debit note as: Previous unadjusted amount - Current
adjusted amount.
The "Adjust Prepayments/DRN" screen closes and the "Adjustment Vouchers" screen reappears.
Authorizing an adjustment voucher
Select the "Authorize" icon to authorize the adjustment voucher.
After authorization, the icon changes to "Authorized". The details of the adjustment voucher cannot
be changed after authorization.
When prepayment invoices/prepayment vouchers are adjusted against a final invoice/credit note,
the vendor's prepayment control account is credited, the vendor's Accounts Payable control
account is debited and the discount account is credited, if applicable.
When debit notes are adjusted against a final invoice/credit note, the vendor's control account of
the final invoice/credit note is debited, the vendor's control account of the debit note is credited and
the discount account is credited, if applicable.
When VAT applicable documents are adjusted against a final invoice/credit note, the VAT accounts
of the corresponding prepayment invoices will be credited in proportion to the amount adjusted
against the prepayment invoice.
When final invoices/credit notes are adjusted, the system records it as an encumbrance transaction if the
final invoice/credit note has an AFE number associated with it in Ramco General Ledger. The liability for
the AFE is reduced and the expense is increased to the extent of the adjusted amount.
Any difference arising due to exchange rate fluctuations is posted to the "Currency Variance A/c".
Version 3.1 3.137

Generating a payment voucher batch
one invoice or credit note has been raised, authorized and is pending for payment.
Ø Check Details in Ramco General Ledger.
Ø System Parameters in Ramco Financial Administration and Control. Set the appropriate system
parameters for Ramco Accounts Payable.
Ø Category-Item-Account Mapping in Ramco Value Added Tax for cash discounts availed, if any.
Ø Adjustment Vouchers. Ensure that all adjustments of prepayment invoices and debit notes against the
outstanding final invoices and credit notes have been done before generating a payment voucher.
3 Summary
Ramco Accounts Payable provides you with the facility of making payment requests for multiple
invoices/credit notes, whose due dates fall before or on a specified payment date, at one stroke.
The system lists payable invoices or credit notes in the multiline based on the filters specified such
as the vendor(s) for whom the invoices/credit notes are to be paid and the sub-type of document.
The system also allows you to specify certain other additional filters by using a pay group number
based on which payable invoices/credit notes are selected. In the multiline, you can select the
invoices/credit notes either individually or in bulk. The amount to be paid against an invoice or a
credit note can be edited to an amount less than or equal to the transaction amount.
You can choose the mode in which the payment is to be made and specify other details such as,
remit address, mode of generation of check (automated/manual) and instrument details, in the case
of bank payments. For demand draft payments, you can specify whether the DD charges will be
borne by the vendor or by the company.
A payment can be split and made through multiple banks before authorization of the payment
voucher. The system allows you to specify the currencies and the banks through which the payment
must be made. The details of the amount to be paid in each of the currencies, the bank/cash/PTT
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numbers for the currency and the current balance in the bank are displayed. The system creates a
bankwise payment voucher for each vendor.
The payment voucher request is authorized on clicking the "Authorize" icon. On authorization, the
system generates an authorization number for the voucher. The payment request is then processed
through the Bank/Cash module of Ramco General Ledger and then the postings are made in
Ramco General Ledger. The "Bank/Cash/PTT Synchronizer" is run in Ramco General Ledger to
update Ramco Accounts Payable with these postings. The "Incorporate Payment/Receipt Request"
screen or the "Start Daemon Process" option is then invoked in Ramco Accounts Payable to reflect
these postings. On incorporation, vendor balance updating takes place.
! Note: If the vendor status for a particular vendor is defined as "Hold Pay" in Ramco
Purchasing, the system will not allow you to apply or authorize the payment voucher.
A warning message of the vendor status is displayed. Similarly, if the status of any
PO is "Hold Payment", the system will not allow the payment of the PO based invoice
based on such PO.
When the document sub-type is set to "ESR", "ESR+" or "LSV", the system generates separate
payment vouchers for each pay schedule of the invoices selected in the multiline. They are not
combined with any other invoice of any other sub-type or the same sub-type, as the reference
number for these sub-types is unique for every pay schedule of the invoice.
The status icon in the "View Payment Detail" subscreen displays the status of the payment voucher.
The status could be one of the following: "Authorize", "Requested", "Printed", "Posted" and "Void".
After authorizing a payment voucher batch, individual payment vouchers and the details of the
documents being paid can be viewed on selecting the "PY" tool bar button.
7 Data entry
Select "Payment Vouchers" from the "Transactions" pull-down menu.
Select "Payment Voucher Batch" from the submenu that appears.
Version 3.1 3.139

Figure 3.30 Payment Voucher Batch Screen

Sel., Vendor Code, Pay To Vendor, Type, Authorized No., Term No., Due Date, Tran Currency, Amount,
Gross Disc Amt, Curr Disc Avail, Disc Taken, Penalty, Tran Net Amount, Pay Mode, Pay Net Amount,
Vendor Doc No. and Vendor Name.

Screen Icons:
Pay Group, Confirm Pay and Bank Detail.
Status Icon:
Authorize and Authorized.
Action Icon:
Apply Filter.
Batch Number Option Use the drop-down list box to indicate whether the payment voucher
batch number should be generated automatically or specified
Enter the type of the document, in the edit box alongside. Ensure that
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Pay Batch No. The number of the pay batch automatically generated by the system,
based on the document type specified, on selecting the "Apply"
pushbutton. The number has a prefix, a number and a suffix, each of
which consists of a maximum of six characters. The system fills in the
default prefix and suffix of the number as defined for the specified
document type. This field cannot be edited.
Enter the following field when the "Number Option" is set to "Manual":
Pay Batch No. The number of the pay batch. The system displays an error message
when the number is duplicated (Alphanumeric, 18). Mandatory.
Pay Date The date on which the voucher is to be posted to the books. The
system date is displayed, by default (Date format). The pay date can
be later than the system date and also the current financial period end
date by setting appropriate system parameters in Ramco Accounts
Payable and Ramco Financial Administration and Control.
Pay Currency/Rate The currency in which the payment is to be made and the exchange
rate of the transaction currency.
You may enter any currency defined in the Vendor Account Group of
the vendor, if vouchers are generated for a single vendor. If a currency
is not entered, the system takes the payment currency as the currency
of the invoice/credit note against which it is being raised
(Alphanumeric, 5).
Press <Enter>. The exchange rate is displayed by the system.

rate, by default, in the second edit box. If the currency is not specified,
this field remains blank. Ensure that the exchange rate entered is
within the tolerance limits defined in Ramco General Ledger (Decimal).
This field is disabled for the base currency.
Voucher Doc Type The document type of the individual vouchers to be generated for the
document(s) in the multiline (Alphanumeric, 10).
Pay Type Use the drop-down list box to specify the type of payment for which the
request is made. The system provides the options: "Cash", "Bank",
"PTT" and "None".
Comments Any comments pertaining to the payment request made

Enter the following fields in the "Filter" group box as given below:
Pay Group The number identifying the pay group (Alphanumeric, 6).
Version 3.1 3.141

! Note: Use the "Pay Group" icon to view the pay group details.
Doc Sub Type Use the drop-down list box to specify the document sub-type. The
system provides the options, "Account Based", "ESR", "ESR+", "LSV",
"Regular", "Specific Bank A/c" and "All". By default the system displays
"Regular".
From Vendor The vendor code from which the payment batch is to be processed
Ensure that the vendor has already been defined in the "Vendor
Details" screen of Ramco Purchasing (Alphanumeric, 18).
To Vendor The vendor code until which the payment batch is to be processed
Select the "Apply Filter" icon.
On selecting the "Apply Filter" icon, the system displays all invoices and credit notes that are not
fully paid, for the selected vendors, in the multiline. If the vendor code and the pay group are not
entered, all the pending invoices and credit notes of all vendors will be displayed.
Electronic Select this check box to generate a payment voucher where electronic
payment is involved. Leave this box blank to generate a payment
voucher where payment is manual.
! Note: The "Electronic" check box appears disabled when the "Pay Type" field is set to
"Cash" or "None".
Select All Select this check box to select all the invoices/credit notes listed in the
multiline for payment. If this field is checked, the "Sel" fields in the
multiline display a check mark.
Vendor Code The code identifying the vendor against whom the invoices/credit notes
have been raised.
Pay To Vendor The code identifying the pay to vendor to whom the payment is to be
made.
Type The type of the transaction against which a payment is to be made.

The type can be either "FV" that indicates a final direct invoice, "PF"
that indicates a final PO based invoice, "AI" that indicates a direct
prepayment invoice, "AP" that indicates a purchase order based
prepayment invoice, "CN" that indicates a credit note, "CU" that
indicates a customs invoice or "CA" that indicates a carrier invoice.
Authorized No. The authorized number of the invoice/credit note.
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Term No. The term number of the relevant line of the pay schedule as defined in
the invoice. For a credit note this field may appear blank as it is not
mandatory.
Due Date The date on which the payment is due. The system displays the
transaction date for a credit note.
Tran Currency The currency in which the invoice/credit note has been raised.
Amount The amount outstanding against the invoice/credit note, after taking
into account any prior adjustments of the final invoice/credit note with
prepayment invoices/debit notes and any payment made earlier. This
amount is displayed in the invoice currency.
Gross Disc Amt The discount available on the final invoice/credit note, if any.
Curr Disc Avail The discount available on the amount being paid against the
invoice/credit note through the current payment batch is displayed.
If the system parameter "Discount Proportional" is set to "Yes", the
discount can be availed in proportion to the amount being paid in the
current payment batch. If the parameter is set to "No", the discount can
be availed only when the invoice/credit note is completely paid and the
system will display the amount of discount in the "Current Disc Avail"
field as '0' when the invoice/credit note is partially paid.
If the system parameter "Discount regardless of date" is set to "Yes",
the amount available as discount is taken irrespective of the
transaction date. If the system parameter is set to "No", the amount
available as discount is taken only if the payment date is prior to the
discount date.
Disc Taken The amount of discount taken on the invoice/credit note is displayed.
The system allows you to edit this field only if the system parameter
"Discount editable" is set to "Yes". You can change this value to any
amount lesser than the invoice value.
Penalty The amount to be paid as penalty to the vendor.
Tran Net Amount The gross amount of the payment made through the current pay batch
before deduction of discount/addition of penalty. This amount is
defaulted to the amount outstanding against the invoice/credit note and
can be edited.
Pay Mode The pay mode specified in the pay group. If the pay group is not
specified, the pay mode of the document is displayed.
! Note: The following points must be kept in mind:
i) The pay mode can be "ESR" only if the invoice sub-type is "ESR"/"ESR+".
ii) If the pay mode is set to "LSV", it cannot be changed to any other pay mode and
vice versa.
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iii) While applying the transaction, the system displays an error message if the pay
mode is not valid for the selected pay type or if an electronic pay mode is
specified when the "Electronic" check box is unchecked.
Pay Net Amount The net amount to be paid to the vendor after deduction of
discount/addition of penalty. This amount is automatically calculated
and generated by the system on applying/authorizing the pay batch.
This amount is displayed in the payment currency.
Vendor Doc No. The number of the vendor's credit note or invoice. The system displays
the vendor's invoice number when the transaction type is "FV", "PF",
"AI" or "AP" and the credit note number when the transaction type is
"CN".
Select the "Apply" pushbutton to store details of the unauthorized payment voucher batch
in the database.
These details can be updated, if necessary. The account heads are not updated until the payment
voucher batch is authorized by selecting the "Authorize" icon in this screen.
Refer to the topic "Authorizing a payment voucher batch" for more details.
: Viewing or modifying pay group details

Ø Pay Group Master.
The system allows you to view the pay group details defined in the "Pay Group Master" screen for
the pay group number specified in the "Payment Voucher Batch" screen. On selecting the "Pay
Group" icon in the "Payment Voucher Batch" screen, the details as entered in the "Pay Group
Master" screen for the pay group are displayed.
The system allows you to modify the filters defined in this screen. However, this modification is
done only for the purpose of retrieval of documents in the "Payment Voucher Batch" screen.
For more information on pay group filters, refer to the topic "Defining a pay group master".
On selecting the "OK" pushbutton, the "Payment Voucher Batch" screen reappears.
: Confirming payment vouchers

3 Summary
Ramco Accounts Payable allows you to view the individual payment voucher details of a payment
voucher batch and specify the bank/cash/PTT details.
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7 Data entry
Select the "Confirm Pay" icon from the "Payment Voucher Batch" screen.
Figure 3.31 Confirm Payment Voucher Screen

Voucher No., Pay to Vendor, Vendor Name, Currency, Amount, Exact, Pay Type, Bank/Cash/PTT No.,
Exact, Electronic, Pay Mode, DD Charges, Check Type, Instrument Prefix, Instrument No., Instrument
Date, Remit Address1, Remit Address2, Remit Address3, Variance A/C and Var. Cost Center.
Pay Batch No. The number of the pay batch is displayed from the "Payment Voucher
Batch" screen.
Pay Date The date of the pay batch is displayed.
The system fills in the following field in the "Default" group box:
Pay Type The pay type selected in the main screen. This field appears disabled.
! Note: When the "Pay Type" in the main screen is set to "None", this field appears
enabled and the system allows you to select any pay type.
Pay Mode Use the drop-down list box to select the mode of payment. The system
lists all the electronic/manual pay modes relevant to the pay type
selected in the main screen, depending on whether the payment is
electronic or manual.
When the "Pay Mode" is set to "Check - CK", use the drop-down list
box alongside to indicate whether check generation is to be automated
or manual.
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The system displays one of the following fields depending on whether "Pay Type" is set to
"Bank"/"Cash"/"PTT". Enter one of the following fields:
Bank No. The number of the bank through which the payment is to be made
(Alphanumeric, 6).
Cash No. The cash number through which the payment will be made
(Alphanumeric, 6).
PTT No. The PTT number through which the payment will be made
(Alphanumeric, 6).
! Note: The bank/cash/PTT number must have been defined in the "Bank/Cash/PTT
Details" screen of Ramco General Ledger. Also ensure that the bank/cash/PTT
number specified, allows payment through the specified electronic pay mode, when
electronic pay modes are selected.
The following check box appears when the "Pay Type" is set to "Bank"/"PTT":
Electronic Check this box when the payment is electronic. Leave the check box
blank when the payment is manual. This box appears checked by
default, if the "Electronic" check box is checked in the main screen.
Select the "Default" icon to set the pay details of all vouchers in the multiline to the pay
details specified in the "Default" group box.
Voucher No. The number of the payment voucher.
Pay to vendor The code of the pay to vendor to whom the payment is made.
Vendor Name The name of the pay to vendor.
Currency The currency in which the payment is made.
Amount The amount of the payment voucher.
Exact Use the drop-down list box to indicate whether the payment should be
made only in the pay type requested such as bank or cash or PTT. The
system will set the field to "Yes", by default, if information regarding the
pay type has already been supplied in the "Pay Group" subscreen.
Pay Type The pay type selected in the main screen is defaulted in this field and
cannot be edited. If the pay type chosen in the main screen is "None",
use the drop-down list box to specify the type of payment for which the
request is made. The options available are: "Bank", "Cash" "PTT" and
"None".
Bank/Cash/PTT No. The number of the bank or cash or PTT through which the payment
request is made. Ensure that this number has already been defined in
the "Bank/Cash/PTT Details" screen of Ramco General Ledger and
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that the pay date falls within the effective period set for the
bank/cash/PTT account (Alphanumeric, 6).
If the 'Exact Pay Type' field is set to "Yes", Ramco General Ledger
uses the bank/cash/PTT number specified here while making the
payment.
! Note: If you have already allocated the payment amount against various banks in the
"Bank Details" subscreen, this field is updated with those banks.
Exact Use the drop-down list box to indicate whether the payment should be
made only through the mode specified in the "Pay Mode" field. The
system sets the field to "Yes", by default, if information regarding the
pay mode has already been supplied in the "Pay Group" subscreen.
Electronic Use the drop-down list box to indicate whether the payment is
electronic or not. The system sets the field to "Yes" by default, if the
"Electronic" check box is checked in the main screen.
Pay Mode Use the drop-down list box to specify the mode of payment. If the
'Exact Pay Mode' field is set to "Yes", the payment mode specified in
this drop-down list box is used by Ramco General Ledger while making
the payment.
DD Charges Use the drop-down list box to indicate whether DD charges will be
borne by the company or by the vendor. Set this field to "Yes" if the DD
charges are to be borne by the vendor and to "No" if the DD charges
are to be borne by the company.
Check Type Use the drop-down list box to indicate whether the check generation is
to be "Automated" or "Manual". This field is enabled only when the
"Pay Mode" field is set to "Check - CK".
Instrument Prefix The prefix of the bank instrument. This field is enabled only when the
"Check Type" is set to "Manual".
Instrument No. The number of the bank instrument. This field is enabled only when the
"Check Type" is set to "Manual" (Alphanumeric, 6).
! Note: In the case of cash payments, the instrument prefix and the instrument number
fields remain blank.
Instrument Date The date of the bank instrument to be issued (Date format). The
instrument date can be later than the pay date and also be greater than
the current financial period end date by setting appropriate system
parameters in Ramco Financial Administration and Control and Ramco
Accounts Payable respectively.
Remit Address1 The first part of the remit address taken from the invoice.
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Remit Address2 The second part of the remit address taken from the invoice.
Remit Address3 The third part of the remit address taken from the invoice.
Variance A/C The variance account for the voucher currency defined in Ramco
Enter the following multiline field:
Var. Cost Center The cost center of the currency variance account. By default, the
system displays the cost center of the currency variance account
defined in the system parameter "Cost Center for Currency Variance".
this account.
After confirming the details, select the "Cancel" pushbutton to return to the "Payment Voucher
Batch" screen.
: Recording additional details for a payment voucher
Ø Payment Voucher Batch. Subscreen: Confirm Payment Voucher. Ensure that at least one voucher exists for
electronic payment.
Ø Vendor Details of Ramco Purchasing. Tab: Bank Details. Ensure that the relevant details for the various
vendor payment modes exist.
3 Summary
This screen allows you to enter additional information pertaining to payment vouchers for the
electronic pay mode specified in the main screen.
! Note: The "Add. Det" icon appears disabled if the pay mode is set to "LSV".
7 Data entry
Select the "Add. Det" icon in the "Confirm Payment Voucher" screen.
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Figure 3.32 Additional Information Screen

Desired Pay Date The date on which the payment is to be made. The system displays
the pay date, by default. Ensure that this date is not earlier than the
pay date.
Bank A/C of Pay to Vendor The account number of the pay to vendor with the bank. The system
displays the bank account of the pay to vendor specified in the invoice,
by default.
! Note: This field will not appear on the screen when the pay mode is set to "ESR
Payment (08)", "Money Order - Foreign (14)", "Money Order - Inland (11)", "Transfer
to Postal account - Foreign (12)" or "Transfer to Postal account - Inland (05).
The system fills in the following fields in the "Pay to Vendor Details" group box, from the "Vendor
Details" screen:
Name The name of the pay to vendor.
Address The address of the pay to vendor.
Zip The postal code of the city.
! Note: The "Pay to Vendor Details" group box does not appear on the screen when the
pay mode is set to "ESR Payment (08)".
Enter the following fields when the pay mode is set to "Check Payment (TA 832)" or "Foreign
Payment (TA 830)" or "Inland Payment (TA 827)" or "Transfer to Bank account - Foreign (26)":
Payment Reason1 The first line of any additional information or remarks pertaining to the
payment voucher.
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Payment Reason2 The second line of any additional information or remarks pertaining to
the payment voucher.
Payment Reason3 The third line of any additional information or remarks pertaining to the
payment voucher.
Payment Reason4 The fourth line of any additional information or remarks pertaining to
Enter the following fields when the pay mode is set to "Transfer to Bank account - Inland (05)" or
"Transfer to Postal account - Inland (05)":
Communication Block1 The first line of any additional information or remarks pertaining to the
payment voucher.
Communication Block2 The second line of any additional information or remarks pertaining to
Communication Block3 The third line of any additional information or remarks pertaining to the
payment voucher.
Communication Block4 The fourth line of any additional information or remarks pertaining to
Communication Block5 The fifth line of any additional information or remarks pertaining to the
payment voucher.
! Note: There will be only a single line of Communication Block when the pay mode is
set to "Money Order - Foreign (14)", four lines of Communication Block when the pay
mode is set to "Money Order - Inland (11)" and two lines of Communication Block,
when the pay mode is set to "Transfer to Postal A/c - Foreign (12)".
The following additional fields appear in the "Additional Information" screen when the pay mode is
set to "Inland Payment (TA 827)":
Payment Ref No. The payment voucher serial number generated by the system. This
Bank Clearing No. The clearance number of the vendor bank is displayed by default. This
field can be edited.
When the pay mode is set to "Foreign Payment (TA 830)", the system fills in the following
additional fields that are disabled:
Payment Ref No. The payment voucher serial number generated by the system.
Payee's Bank A/C No. The bank account of the payee's bank is displayed by the system from
the Vendor Bank Master.
The system fills in the following additional fields that are disabled, for ESR payments:
Doc Type The type of the document. This field is set to either "ESR" or "ESR+"
and is always disabled.
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be made.
vendor.
Invoice No. The number of the ESR invoice.
Amount The amount of the selected payment voucher.
The following additional fields appear on the screen when the pay mode is set to "Transfer to Bank
A/c - Foreign (26)":
Bank Clearance No. The system, by default, displays the clearance number associated with
the vendor's bank in the "Vendor Details" screen of Ramco
Purchasing. This field can be edited.
Destination Currency The currency in which the payment is made. This fields appears
disabled.
Tax Code Use the drop-down list box to indicate whether service charges for the
"Transfer to Bank A/c - Foreign (26)" payment will be borne by the
payer or by the payee. Set this field to "Payer" if the service charges
are to be borne by the payer. Select "Payee" if the tax charges are to
be borne by the payee and select "No charges" if there are no service
charges.
Urgent Check this box when the payment is urgent. This box appears
unchecked by default.
Country Code The country in which the bank account of the vendor is present and
where the payment will be made. Ensure that the country code has
already been defined in Ramco General Ledger. The system, by
default, displays the country code associated with the vendor in the
"Vendor Details" screen of Ramco Purchasing.
The following two fields are displayed in the "Bank Details" group box:
Street The street in which the bank is situated is filled in by the system.
Location The location of the vendor bank is displayed.
Enter the following additional field when the pay mode is set to "Transfer to Bank A/c - Inland (05)":
Bank A/C of Vendor The account number of the vendor with the bank. The system displays
the bank account associated with the vendor in the "Vendor Details"
screen of Ramco Purchasing, by default.
Enter the following additional fields when the pay mode is set to "Money Order - Foreign (14)":
Version 3.1 3.151

Base Currency The system checks this box by default, when the payment is made in
the base currency. The check box appears blank when the payment is
made in the transaction currency.
Amount The amount of the selected payment voucher. This field appears
disabled and is automatically filled in by the system.
Enter the following additional fields when the pay mode is set to either "Money Order - Inland (11)":
Pay to Vendor Rep. The representative of the pay to vendor. By default, the system fills this
field from the "Vendor Details" screen of Ramco Purchasing.
Personal Service Check this box if an acknowledgment is required for this money order.
Leave the check box blank if an acknowledgment is not required for
the money order.
Enter the following additional fields when the pay mode is set to "Transfer to Postal A/c - Foreign
(12)":
PTT A/C of Pay to Vendor The PTT account number of the pay to vendor. Ensure that the
number has already been defined in the "Vendor Details" screen of
Ramco Purchasing. The system displays the PTT account associated
with the vendor in the "Vendor Details" screen of Ramco Purchasing.
Base Currency The system checks this box by default, when the payment is made in
the base currency. The check box appears blank when the payment is
made in the transaction currency.
Amount The amount of the selected payment voucher. This field appears
disabled and is automatically filled in by the system.
Enter the following additional field when the pay mode is set to "Transfer to Postal A/c - Inland
(05)":
PTT A/C of Pay to Vendor The PTT account number of the pay to vendor. Ensure that the
number has already been defined in the "Vendor Details" screen of
Ramco Purchasing. The system displays the PTT account associated
with the vendor in the "Vendor Details" screen of Ramco Purchasing.
On selecting the "OK" pushbutton, the details are stored in the database.
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: Specifying bank details
Ø Payment Voucher Batch. Set the "Pay Mode" to either "Bank" or "Cash" or "PTT".
3 Summary
Ramco Accounts Payable allows you to split the payment across multiple banks or cash or PTT
accounts.
! Note: The "Bank Details" icon is disabled if the payment vouchers have already been
confirmed using the "Confirm Payment Voucher" subscreen or if the pay type is set to
"None".
The system consolidates the net payable amount in this screen by currency. This amount is
displayed in the multiline on the left of the screen, along with the corresponding currency, exchange
rate and the pay mode. When you select a currency, the system displays all the banks or cash or
PTT numbers which operate in the chosen currency in the multiline on the right of this screen. The
payment amount can be adjusted against any of the banks/cash/PTT numbers displayed.
You can enter an amount that is to be paid in the "App. Amount" field for every bank/cash/PTT
number. This amount is adjusted against the bank/cash/PTT balance amount displayed by the
system. The box at the bottom of the screen is modified as you enter the amount. This helps you to
know whether the consolidated amount, displayed in the list box on the left of the screen, is fully
adjusted.
When the "Apply" pushbutton is selected, the system updates the "Bank/Cash/PTT No." field in the
"Confirm Payment Voucher" screen with the bank/cash/PTT numbers specified in this screen.
7 Data entry
Select the "Bank Detail" icon in the "Payment Voucher Batch" screen.
Version 3.1 3.153

Figure 3.33 Payment Details Screen

Fields in the left multiline:
Currency, Exchange Rate, Pay Mode and Amount.
Fields in the right multiline:

Bank/Cash/PTT No., Balance, App. Amount and Net Balance.
The system displays the following fields which cannot be edited:
Pay Batch No. The number of the pay batch as given in the "Payment Voucher Batch"
screen.
Pay Date The date on which the voucher is to be posted to the books.
The system displays the following in the multiline on the left side of the screen:
Currency The currency/currencies in which payment will be made. If a pay

currency has been specified, this will be displayed; if not, the currency
of the selected invoice/credit note will be shown. When more than one
invoice/credit note have been selected for payment, the multiline will
display all the associated currencies.
Exchange Rate The exchange rate in terms of the base currency. This rate can be
changed within the tolerance limits defined in Ramco General Ledger
(Decimal).
Pay Mode The mode of payment is displayed from the main screen.
Amount The consolidated net payable amount in the displayed currency for the
specified pay mode of all the selected invoices/credit notes.
Select the currency for which payment details have to be specified, by highlighting it. The system
displays the second multiline on the right side of the screen.
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! Note: The second multiline is visible only if some banks of the desired currency have
been defined in Ramco General Ledger.
The system fills in the following fields in the multiline on the right side of the screen:
Bank/Cash/PTT No. The cash/PTT number or the number of the bank which operates in the
specified currency.
Balance The balance in each of the bank accounts.
! Note: A "-" sign before the balance amount implies that the credit limit specified in
Ramco General Ledger against that bank is being availed.
App. Amount The amount to be paid through each bank (Decimal). Mandatory.
The system immediately validates the following:
Net Balance The balance in each of the bank accounts after adjusting the amount
specified in the "App. Amount" field.
! Note: A "-" sign before the balance amount implies that the credit limit specified in
Ramco General Ledger against that bank is being availed.
The "Total Appropriated Amount" field is updated whenever an amount is entered in the "App.
Amount" field:
Total Appropriated Amount The sum total of the amounts entered in the "App. Amount" field.
When the "Apply" pushbutton is selected, the system updates the "Bank/Cash/PTT No." field in the
"Confirm Payment Vouchers" screen with the bank or cash or PTT numbers specified in this screen.
After specifying the bank details, select the "Cancel" pushbutton to return to the "Payment Voucher
Batch" screen.
Authorizing a payment voucher batch
Select the "Authorize" icon in the "Payment Voucher Batch" screen.
On authorization, the system generates an authorization number for the voucher batch and the
"Authorize" icon changes to "Authorized". The details of a payment voucher cannot be changed
after authorization.
On authorization, the payment request is processed through the Bank/Cash module of Ramco
General Ledger and then the postings are made in Ramco General Ledger. The "Bank/Cash/PTT
Synchronizer" is then used in Ramco General Ledger to update Ramco Accounts Payable with
these postings. The "Incorporate Payment/Receipt Request" or the "Start Daemon Process" option
is then invoked in Ramco Accounts Payable to reflect these postings. On incorporation, the vendor
balances are updated.
Version 3.1 3.155

The system debits the vendor control account of the vendor and credits the corresponding
bank/cash/PTT account and discount account, if availed. When payment is made to a vendor
different from the invoice vendor, then an additional accounting entry squaring off the liability
against the invoice is also passed. An entry is also made to VAT accounts in case there are cash
discounts at the time of payment.
After authorizing a payment voucher batch, individual payment vouchers and the details of the
documents being paid can be viewed by selecting the document in the multiline and selecting the
"PY" tool bar button.
Highlight the payment for which more details are to be viewed and click on the "ZM" tool bar button.
The system zooms in to display the "Invoice" screen or the "Debit/Credit Notes" screen where
details pertaining to the highlighted payment can be viewed.
: Viewing payment voucher details
Ø Payment Voucher Batch. Ensure that at least one payment voucher has been created.
3 Summary
Ramco Accounts Payable allows you to view details of payment vouchers based on a specific credit
note, invoice, payment batch or payment voucher.
The system displays the status of the payment voucher. The status could be one of the following:
"Requested", "Printed", "Posted" or "Void".
7 Data entry
Select the "PY" tool bar button after highlighting the document in the multiline of the
"Payment Voucher Batch" screen.
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Figure 3.34 View Payment Detail Screen

Tran Type, Authorized No., Term No., Due Date, Tran Currency, Amount, Discount, Penalty, Tran Net
Amount and Pay Net Amount.
Status Icon:
Requested, Printed, Posted, and Void.
The system fills in the following fields which can be modified:
Voucher No. The number of the payment voucher for which payment details are
displayed (Alphanumeric, 18).
Press <Enter>. The "Authorized No.", "Pay Batch No.", "Voucher

Date", "Amount", "Bank/Cash/PTT No.", "Pay Mode", "Vendor Code",
"Vendor Name", "Currency/Rate", “Instrument Prefix”, “Instrument No.”
and the multiline fields are filled in by the system.
Authorized No. The number of the authorized payment voucher for which payment
details are displayed (Alphanumeric, 18).
Press <Enter>. The "Voucher No.", "Pay Batch No.", "Voucher Date",
"Amount", "Bank/Cash/PTT No.", "Pay Mode", "Vendor Code", "Vendor
Name", "Currency/Rate", “Instrument Prefix”, “Instrument No.” and the
multiline fields are filled in by the system.
Pay Batch No. The number of the payment voucher batch for which payment details
are displayed (Alphanumeric, 18).
Press <Enter>. The "Voucher No.", "Authorized No.", "Voucher Date",

Version 3.1 3.157

The following fields are filled in by the system and cannot be edited:
Voucher Date The date of the payment voucher.
Amount The amount of the payment voucher.
Bank/Cash/PTT No. The number of the bank through which the payment was made. If the
payment was made by cash/PTT, the number associated with the
cash/PTT account appears in this field.
Pay Mode The mode in which the payment was made.
Currency/Rate The currency in which the payment was made and the exchange rate
of the currency.
Instrument Prefix The prefix of the instrument through which the payment was made.
Instrument No. The number of the instrument through which the payment was made.
Tran Type The type of the transaction against which the payment was made. The
type can be either "FV" that indicates a final direct invoice, "PF" that
indicates a final PO based invoice, "AI" that indicates a direct
prepayment invoice, "AP" that indicates a purchase order based
prepayment invoice, "CN" that indicates a credit note, "CU" that
indicates a customs invoice or "CA" that indicates a carrier invoice.
Authorized No. The number of the authorized invoice/credit note.
Term No. The term number of the relevant line of the pay schedule.
Due Date The date on which the payment is due.
Tran Currency The currency in which the invoice/credit note has been raised.
Amount The amount of the invoice/credit note due for payment.
Discount The amount of discount taken on the invoice/credit note.
Penalty The amount to be paid as penalty to the vendor.
Tran Net Amount The amount due for payment before discount and penalty. This
amount will be in the currency of the invoice/credit note.
Pay Net Amount The net amount to be paid to the vendor inclusive of discount and
penalty. This amount is displayed in the payment currency.
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The status icon displays the status of the payment voucher. The status could be one of the
following:
Requested When the payment voucher batch has been authorized in the
"Payment Voucher Batch" screen. This status is updated after
processing through the "Incorporate Payment/Receipt Request"
screen.
Printed This status appears in the case of post dated transactions, when
the check is printed in Ramco General Ledger but not posted, both
for automated and manual checks.
Posted After the payment vouchers have been processed in the

Bank/Cash module of Ramco General Ledger and incorporated
into Ramco Accounts Payable.
Void When the check against the payment voucher is voided in Ramco
General Ledger and the information is incorporated into Ramco
Accounts Payable.
Select the "Cancel" pushbutton to return to the "Payment Voucher Batch" screen.
Version 3.1 3.159

Viewing payment voucher details
Ø Payment Voucher Batch. Authorize the payment voucher batch.
3 Summary
This screen allows you to view the details of all payment vouchers (raised against invoices/credit
notes) for the selected payment batch number.
7 Data entry
Select "Payment Vouchers" from the "Transactions" pull-down menu.
Select "View Payment Detail" from the submenu that appears.
Figure 3.35 View Payment Detail Screen

Tran Type, Authorized No., Term No., Due Date, Tran Currency, Amount, Discount, Penalty, Tran Net
Amount and Pay Net Amount.
Status Icon:
Requested, Printed, Posted, and Void.
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Voucher No. The number of the payment voucher generated by the system
(Alphanumeric, 18).
Press <Enter>. The "Authorized No.", "Pay Batch No.", "Voucher

Date", "Amount", "Bank/Cash/PTT No.", "Pay Mode", "Vendor Code",
"Vendor Name", "Currency/Rate", “Instrument Prefix”, “Instrument No.”
and the multiline fields are filled in by the system.
Authorized No. The authorization number of the payment voucher generated by the
system (Alphanumeric, 18).
Press <Enter>. The "Voucher No.", "Pay Batch No.", "Voucher Date",
Pay Batch No. The number of the payment batch generated by the system
(Alphanumeric, 18).
Press <Enter>. The "Voucher No.", "Authorized No.", "Voucher Date",

The following fields are filled in by the system and cannot be modified:
Voucher Date The date of the payment voucher.
Amount The amount paid against the payment voucher. This amount will be in
the payment currency.
Vendor Code The code of the vendor to whom the payment is to be made.
Bank/Cash/PTT No. The bank/cash/PTT number through which the payment voucher is
raised.
Vendor Name The name of the vendor to whom the payment is being made.
Pay Mode The mode through which the payment has been made.
Currency/Rate The currency in which the payment is to be made and the exchange
rate of the currency.
Instrument Prefix The prefix of the bank instrument. The system displays the prefix if you
have already specified it in Ramco Accounts Payable or Ramco
General Ledger.
Instrument No. The number of the bank instrument. The system displays the number if
you have already specified it in Ramco Accounts Payable or Ramco
General Ledger.
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The system displays the following fields in the multiline:
Tran Type The type of the transaction. The value in this field will be: direct
invoice, PO based invoice, customs invoice, carrier invoice or credit
note.
Authorized No. The number of the authorized invoice/credit note.
Term No. The term number of the relevant line of the pay schedule of the
invoice/credit note. For a credit note this field may appear blank as it is
not mandatory.
Due Date The date on which the term for the invoice is due. This field displays
the transaction date for a credit note.
Tran Currency The currency of the invoice/credit note.
Amount The amount of the invoice/credit note in the currency of the

invoice/credit note.
Discount The discount amount, if discount was availed for the payment voucher.
Penalty The amount of penalty, if penalty has been paid.
Tran Net Amount The amount due for payment calculated as the amount outstanding,
paid through the current payment voucher, before discount and
penalty. This amount will be in the currency of the invoice/credit note.
Pay Net Amount The amount in the payment currency calculated as: (Tran Net Amount
- Discount + Penalty) x Tran Curr. Exch. Rate / Pay Curr. Exch. Rate.
The "Status" icon displays the status of the voucher. The status could be one of the following:
Requested When the payment voucher batch has been authorized in the
"Payment Voucher Batch" screen. This status is updated after
processing through the "Incorporate Payment/Receipt Request"
screen.
Printed This status appears in the case of postdated transactions, when the
check is printed but not posted, both for automated and manual
checks.
Posted The system displays this status after the payment vouchers have
been processed in the Bank/Cash module of GL and incorporated
into AP.
Void When the check paid against the payment voucher is voided in
Ramco General Ledger and the information is incorporated into
Select the "Cancel" pushbutton to return to the main menu.
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Authorizing prepayment vouchers

Ø Prepayment Vouchers. Generate at least one prepayment voucher against any vendor defined in Ramco
Purchasing. Ensure that this voucher has not been previously authorized.
3 Summary
! Note: This option appears enabled only when the system parameter for VAT
Ramco Accounts Payable provides an in-built security system through the "Authorization" facility.
Prepayments that are entered are posted to the books only on authorization.
The system allows you to authorize prepayment vouchers in bulk. You can view unauthorized
prepayment vouchers for a particular vendor or for all the vendors for a specified date range. You
can then select the prepayment vouchers that are to be authorized.
! Note: Prepayment vouchers for the vendors whose status is defined as "Hold Pay" in
Ramco Purchasing will not appear for authorization.
7 Data entry
Select "Authorize Prepayment Vouchers" from the "Transactions" pull-down menu.
Figure 3.36 Authorize Prepayment Vouchers Screen

Sel., Vendor Code, Vendor Name, Tran Type, Transaction No., Tran Date, Tran Amount, Reference No.
and Comments.
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Action Icon:
Authorize.
Vendor Code The code identifying the vendor for whom prepayment vouchers are to
be authorized. Ensure that the vendor has already been defined in the
Press <Enter>. The "Available" field and all the fields in the multiline
are filled in by the system if there are valid prepayment vouchers for
the date and amount ranges specified.
! Note: If this field is left blank, the system displays all the prepayment vouchers
available for authorization for all the vendors for the specified date and amount range.
Transaction Type The type of transaction. The type "PP" for prepayment vouchers is
displayed in this field which is disabled.
From Date The starting date from which the prepayment vouchers due for
authorization are to be viewed (Date format).
Press <Enter>. All the multiline fields are filled in by the system if there
are valid prepayment vouchers for the date and amount ranges
specified.
To Date The date till which the prepayment vouchers due for authorization are
to be viewed (Date format).
specified.
the prepayment vouchers available for authorization for the specified vendor/all
the vendors.
ii) If the "From Date" field alone is left blank, the system displays all the prepayment
vouchers available for authorization from the starting date of the minimum open
financial period to the date specified in the "To Date" field.
iii) If the "To Date" field alone is left blank, the system displays all the prepayment
vouchers available for authorization from the date specified in the "From Date"
field to the last date of the last allowed open financial year.
From Amount The amount from which prepayment vouchers due for authorization
must be viewed.
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specified.
To Amount The amount till which prepayment vouchers due for authorization must
be viewed.
specified.
Select All Select this check box to select all the prepayment vouchers listed in
the multiline for authorization. If this field is selected, the "Sel." field in
the multiline displays a check mark.
Available The number of prepayment vouchers available for selection.
Selected The number of prepayment vouchers that are selected for

authorization. The system dynamically fills in this field whenever a
prepayment voucher is selected in the multiline.
mark in this field for all the prepayment vouchers. This implies that the
prepayment voucher has been selected for authorization. If the
prepayment voucher is not to be authorized, click on this field to
remove the check mark.
If the "Select All" check box is left unchecked, this field remains blank.
This implies that the prepayment voucher has not been selected for
authorization. If the prepayment voucher is to be authorized, click on
this field to change it to a check mark.
The system fetches details of the prepayment voucher from the "Prepayment Vouchers" screen and
fills the following multiline fields:
Tran Type The type of the transaction. The type "PP" for prepayment voucher
appears in this field.
Transaction No. The transaction number of the prepayment voucher to be authorized.
Tran Date The date on which the prepayment voucher was generated.
Tran Amount The amount of the prepayment.
Reference No. The reference number on the prepayment voucher.
Comments Any comments pertaining to the authorization.
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Select the "Authorize" icon to authorize the selected prepayment vouchers.
After authorization, the system refreshes the multiline and displays only unauthorized prepayment
vouchers. The details of the prepayment voucher cannot be changed after authorization.
On authorization, a request is generated which is processed in Ramco General Ledger. The status
of the vouchers remains "Requested". The account heads and vendor balances are updated in
Ramco Accounts Payable only when the "Incorporate Payment/Receipt Request" screen is invoked
in Ramco Accounts Payable.
Activating the ZM tool bar button
Highlight the payment for which more prepayment voucher details are to be viewed and click on the
"ZM" tool bar button. The system zooms in to display the "Prepayment Vouchers" screen where
details pertaining to that prepayment can be viewed.
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Setting up recurring payment vouchers and credit notes
3 Summary
! Note: This option appears only when the system parameter for VAT applicability in
Ramco Financial Administration and Control is set to "Yes". When this parameter is
set to "No", the system provides two submenu options instead, to record recurring
payments and recurring credit notes.
Ramco Accounts Payable allows you to define details of recurring payments and recurring credit
notes and the interval at which the payments are to be made. This enables payment vouchers or
credit notes to be generated at the interval specified. On creating the recurring payment template,
the system has the information necessary to generate prepayment invoices at the set frequency
and a payment voucher for each prepayment invoice (if indicated in the template). While creating
the recurring credit note template, the system has the information necessary to generate credit
notes at the set frequency. You are provided with the added facility of generating a payment
voucher for every credit note.
Details of the recurring payment voucher/credit note that can be captured are, the effective period
for the payments/liability, the interval at which the payments/liability must be made/created and the
amount to be paid as a recurring payment or the amount of liability. The bank account through
which the payment is to be made and its currency can also be recorded.
You can classify the recurring payment voucher/credit note based on its sub-type and specify
whether the mode of payment is electronic or manual.
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You can also enter VAT details pertaining to the recurring payment voucher/credit note such as the
VAT class and VAT category and whether the amount is inclusive/exclusive of the VAT amount. By
default, the VAT category and the VAT class given in this screen are taken for all the items
specified in the setup. The system allows you to assign a different category and/or class for a
specific item by accessing the "Calculated Vat Values" screen and recalculating VAT for all items.
You can specify whether taxes/charges/discounts can be calculated for the recurring payment
voucher/credit note as a whole or for specific items.
A separate analysis on the recurring expenditure can be carried out by assigning an analysis or sub
analysis code to each setup. The cost center to be updated by this recurring transaction can also be
recorded.
Processing recurring payments and credit notes
The details of the recurring payments and credit notes must be authorized to prevent any changes
from being made to the setup. After authorization, vouchers/credit notes are generated at the
defined frequency and appear for posting in the "Post Recurring Vouchers" screen with two options
- 'Post' and 'Cancel'.
The vouchers can be posted as "Unauthorized", "Authorized" or "Authorized and paid". On posting
the vouchers as "Unauthorized", unauthorized prepayment invoices/credit notes are created by the
system. You may modify the details of the unauthorized prepayment invoice/credit note in the
appropriate transaction screens and post it to the books. On posting the voucher as "Authorized",
the system generates an authorized prepayment invoice with the "Posted" status along with an
unauthorized payment voucher, or an authorized credit note, depending upon the template type
chosen. On posting the voucher as "Authorized and paid", an authorized prepayment invoice/credit
note with the "Fully paid" status and an authorized payment voucher for the same is generated by
the system.
The system also allows you to stop further generation and posting of recurring payment vouchers or
credit notes for an authorized setup by selecting the "Terminate" icon.
7 Data entry
Select "Recurring Vouchers Setup" from the "Transactions" pull-down menu.
The screen displayed in Figure 3.37 appears.
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Figure 3.37 Recurring Vouchers Setup Screen

Screen Icons:
Pay Schd, Tax Cut and VAT.
Status Icon:
Authorize.
Action Icon:
Terminate.
Number Option Use the drop-down list box to indicate whether the recurring voucher
setup number should be generated automatically or specified
Template Type Use the drop-down list box to specify whether the template is created
to generate recurring credit notes or recurring payment vouchers. The
system provides the options, "Rec. Credit Note" and "Rec.
Prepayment".
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Paid Check this box if payment vouchers are also to be generated by the
system for each of the prepayment invoices/credit notes generated by
the corresponding setup. If this check box is left blank, credit notes will
be generated at the set frequency for a recurring credit note setup
while prepayment invoices will be generated for a recurring payment
setup.
Tran Sub Type Use the drop-down list box to specify the transaction sub-type. The
system provides the options, "Account Based", "ESR", "ESR+", "LSV",
"Regular" and "Specific Bank A/c". By default the system displays
"Regular".
! Note: If the Template Type is set to "Rec. Prepayment", the option "Account Based"
will not appear in the drop-down list box.
Template No. The number of the recurring voucher setup that is automatically
Template No. The number of the recurring voucher setup. The system displays an
error message when the number is duplicated (Alphanumeric, 18).
Mandatory.
Start Date The date from which the recurring voucher/credit note is to be
generated. The system date is displayed by default. Ensure that this
date is later than or equal to the start date of the minimum open
financial period (Date format).
! Note: The system displays a warning message if the start date is beyond the effective
end date of the specified prepayment/control account. However, you may choose to
continue the setup creation by ignoring this message.
End Date The date on which the recurring voucher/credit note generation is to
end. Ensure that this date is greater than or equal to the start date
(Date format).
Vendor Code The code identifying the vendor to whom the recurring payments/credit
notes are to be made. Ensure that the vendor has already been
defined in the "Vendor Details" screen of Ramco Purchasing
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Press <Enter>. The "Vendor Name", "Currency", "A/C Payable", “Cost

Center”, ”Pay Mode” and "Tran Sub Type" fields are filled in by the
system.
! Note: Vendors with the "Suspended" status assigned to them and one-time vendors
cannot be selected for recurring payments.
Vendor Name The name of the specified vendor.
Pay Type Use the drop-down list box to specify the type of payment. The system
provides the options "Bank" and "PTT".
! Note: This field appears enabled only when the "Paid" check box is checked.
Electronic Select this check box to generate a recurring payment voucher/credit

note where electronic payment is involved. Leave this box blank to
generate a recurring voucher where payment is manual.
! Note: This check box appears disabled when the "Tran Sub Type" field is set to "Account
Based" and checked and disabled when the "Tran Sub Type" field is set to "LSV".
When the "Electronic" check box is unchecked the system provides the
options, "Check", "Others" and "Pay Order".
The system provides the following options when the "Tran Sub Type"
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i) When the "Tran Sub Type" field is set to "Regular" or "Specific Bank A/c", the
Payment (TA 826)". The pay modes displayed will also depend on the "Pay Type"
selected in case that field is enabled.
ii) When the "Tran Sub Type" field is set to "LSV", the "Pay Mode" field is set to
Bank/PTT No. The bank or the PTT number through which the payment is to be
made. Ensure that this number has already been defined in the
"Bank/Cash/PTT Details" screen of Ramco General Ledger and falls
within the effective period set for the bank account (Alphanumeric, 6).
Mandatory.
Frequency Use the drop-down list box to specify whether the frequency for the
recurring payment is daily, weekly, monthly or by financial period. By
default, the system displays "Daily".
Currency The currency of the vendor control account chosen. This field displays
the currency of the prepayment account, when the "Template Type" is
set to "Rec. Prepayment" and "Tran Sub Type" is set to "Account
Based". The system fills in the default currency in which the vendor
transacts. You can change it to any currency defined in the Vendor
Account Group of the vendor (Alphanumeric, 5). Mandatory.
Press <Enter>. The "A/C Payable" field is filled in by the system with a
control account mapped to the vendor for the specified currency. The
“Cost Center” field is filled with the cost center mapped to that account
in case it is a unique cost center.
Cost Center The cost center code of the accounts payable control account. Ensure
code in Ramco General Ledger and is a valid cost center code
mapped to this account (Alphanumeric, 10).
Comments Any comment pertaining to the recurring payments/credit notes.

Typically, this field depicts the reason for the recurring payment/credit
note setup (Alphanumeric, 255).
Enter the following two fields when the "Tran Sub Type" is set to an option other than "Account
Based":
Default VAT Class Use the drop-down list box to specify the VAT class of the item.
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Default VAT Category Use the drop-down list box to specify the VAT category of the item.
! Note: By default, the VAT class and the VAT category specified in the above two
fields is taken for all the items specified in the multiline. However, you can assign a
different class/category for a specific multiline item by selecting the "VAT" icon and
accessing the "Calculated Vat Values" screen.
VAT Inclusive Check this box to indicate that the recurring voucher/credit note
amount is inclusive of the VAT amount. Leave this box blank when the
amount is exclusive of VAT amount.
! Note: This check box appears disabled when the "Tran Sub Type" field is set to
"Account Based".
Control Total The total amount for which the recurring voucher/credit note is to be
raised. This includes the VAT amount when the "VAT Inclusive" check
box is checked. When the "VAT Inclusive" check box is unchecked,
the system displays the voucher/credit note amount alone, excluding
the VAT amount (Decimal). Mandatory.
Total Amount The net payable amount for the recurring voucher/credit note, including
the VAT amount. This field is disabled and cannot be edited. The
system dynamically calculates the total amount when the unit cost and
quantity are entered for each item and when the VAT amount and
taxes/charges/discounts are calculated for each item or the
voucher/credit note as a whole.
This field will be equal to "Control Total" when the "VAT Inclusive"
this field will be equal to the sum of the values in the "Transaction Amt"
and "VAT Amount" fields in the multiline.
Total VAT Amount The total amount payable as VAT for the recurring voucher/credit note.
This field acts as a control field and should be equal to the total of the
"VAT Amount" field in the multiline. This field appears disabled and is
calculated by the system when the "VAT Inclusive" check box is
checked.
! Note: This field appears disabled when the "Tran Sub Type" field is set to "Account
Based".
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The following multiline appears when the "Tran Sub Type" field is set to "Account Based". Enter the
following fields:
Account No. The Ramco General Ledger account into which contra entry is to be
General Ledger.
Press <Enter>. The “Cost Center” (if unique), "Analysis Code" and the
"Sub Analysis Code" fields are filled in by the system.
Transaction Amount The amount of the transaction (Decimal). Mandatory.
Cost Center The cost center code to which the voucher/credit note belongs
(Alphanumeric, 10).
account.
Analysis Code The analysis code to which the voucher/credit note belongs
(Alphanumeric, 5).
Sub Analysis Code The sub analysis code to which the voucher/credit note belongs
(Alphanumeric, 5).
transaction.
Comments Any comment pertaining to the recurring voucher/credit note

The following multiline appears when the "Tran Sub Type" field is set to an option other than
"Account Based". Enter the following multiline fields:
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"Item/T/C/D".
which the recurring voucher/credit note is being raised (Alphanumeric,
16). Mandatory.

enter the number that identifies a specific tax, charge or discount

Description The description of the item.
Quantity The quantity of the item. This field appears blank when the
UOM The unit of measurement of the item. If the item has been defined in
Ramco Inventory, the system fills in the unit of measurement of the
item as defined in the Item Master (Alphanumeric, 4).
This field is disabled when a tax/charge/discount code is entered.
General Ledger.
i) If the template type is "Rec. Prepayment", the prepayment account has to be

specified in this field. The same account must be used for all the valid lines in the
multiline. The system allows you to default the account in all the lines, on entering
it in the first line and pressing the [Enter] key.
ii) If a distribution code is entered, the system automatically displays the account
number, analysis code, sub analysis code and the cost center code defined for
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the code and posts the transaction amount in the defined ratios to each account.
The "DH" tool bar button can be used to retrieve distribution codes.
Transaction Amt The amount of the transaction calculated by the system. This field will
include the VAT amount when the "VAT Inclusive" check box is
checked.

VAT Rate The percentage of the recurring voucher/credit note amount to be paid
as VAT. This field appears disabled and is filled in by the system.
entered in the multiline should be equal to the "Total VAT Amount"
field in the "Amount Details" group box.

system.
Cost Center The cost center code to which the recurring voucher/credit note
belongs (Alphanumeric, 10).
account.
Analysis Code The analysis code to which the recurring voucher/credit note belongs
(Alphanumeric, 5).
Sub Analysis Code The sub analysis code to which the recurring voucher/credit note
belongs (Alphanumeric, 5).
recurring voucher/credit note setup.
Comments Any comment pertaining to the recurring voucher/credit note setup

item.
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Select the "Apply" pushbutton to store details of the recurring voucher/credit note setup in
the database.
On selecting the "Apply" pushbutton, the recurring payment voucher/credit note setup number is
generated and the recurring voucher/credit note details are stored in the database. Even after
selecting the "Apply" pushbutton, the recurring voucher/credit note setup details can be modified as
no accounts are affected. Accounts are updated only after the setup is posted and the recurring
payment voucher/credit note is authorized.
Select the "Authorize" icon to authorize the recurring payment voucher/credit note setup
thus preventing any changes from being made to the setup.
After authorization, no changes can be made in the setup screen.
On authorizing the recurring payment voucher setup, the system has the information necessary to
generate prepayment invoices and also a payment voucher for each prepayment invoice at the set
frequency. On authorizing a recurring credit note setup, the system has the information necessary
to generate credit notes at the set frequency with the added facility of generating a payment
voucher for every credit note.
The recurring payment vouchers/credit notes appear for posting in the "Post Recurring Vouchers"
screen. No accounts are affected on authorization of the template.
Select the "Terminate" icon to cancel subsequent postings of recurring vouchers/credit

notes from this template.
On termination, further generation of recurring vouchers/credit notes for an authorized setup is

cancelled, that is, they do not appear for posting in the "Post Recurring Vouchers" screen.
: Entering taxes/charges for a recurring voucher/credit note
Ø Recurring Vouchers Setup. Apply the recurring voucher setup on which taxes/charges are to be levied in
the database.
3 Summary
This screen is provided as a worksheet that allows you to enter all the information about the taxes
and various charges applied to a recurring voucher/credit note or to individual items. The
taxes/charges and values can be entered based on the formula specified in the
recurring voucher/credit note value or the item value.
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! Note: The "Tax Cut" icon appears disabled in the "Add" mode and when the "Tran
Sub Type" field is set to "Account Based" in the main screen.
7 Data entry
Select the "Tax Cut" icon in the "Recurring Voucher Setup" screen.

Action Icon:
Confirm.
Document No. The number of the recurring voucher/credit note as displayed in the
"Recurring Voucher Setup" screen, is displayed by the system.
"By Document".
computed based on the item value or the document value. Options
available are: "By Item" and "By Document".
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to be entered for a tax, charge or discount. The options available are:
T/C/D Id The identification of the tax/charge/discount to be levied on the

item/document. Ensure that this code has been defined in the
Press <Enter>. The "Account Number", "Amount", “Cost Center” (if

unique), "Analysis Code" and the "Sub Analysis Code" fields are
displayed by the system.
Amount The amount of tax/charge/discount for the item/document calculated

using the "Formula Builder" in the main screen, to calculate this
amount.
account.
Control, the system displays an error message on applying the recurring voucher
setup.
Version 3.1 3.179

multiline.
number, and the system checks for duplication of the tax/charge/discount for the same document or
the same line item.
The system stores the details of the tax/charge/discount along with the recurring voucher/credit
note setup. The system allows you to alter taxes/charges/discounts at any time in the main screen
before the recurring voucher/credit note setup is authorized.
"Recurring Voucher Setup" screen.
: Entering payment details for a recurring credit note/prepayment invoice
3 Summary
This screen allows you to enter the payment details for the recurring credit notes/prepayment
invoices and to view important details of these documents.
Ø Term number.
You can also specify whether discount must be calculated on the transaction value alone or on the
transaction value along with the taxes/charges/discounts.
The payment details required for generating the corresponding payment voucher can be captured in
this screen along with details pertaining to the due date and discounts/penalty to be availed at the
time of payment.
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7 Data entry
Select the "Pay Schd" icon in the "Recurring Vouchers Setup" screen.

ESR Participant No., ESR Ref. No., Due Date, Type of Rate, Due Rate, Due Amount, Disc. Cal. Amount,
Type of Rate, Discount Date, Discount Rate, Discount Amount, Penalty Rate and Coding Line.
The system fills in the following field which is disabled:
The system fills in the following fields that appear in the case of a recurring payment:
Template No. The number of the recurring template for which the payment details
are being generated.
Tran Amount The net amount of the recurring template.
The system fills in the following fields that appear in the case of a recurring credit note:
Credit Note No. The number of the recurring credit note template for which the
payment details are being generated.
Credit Note Amount The net amount of the recurring credit note template.
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Enter the following field in the "LSV Details" group box that appears when the "Tran Sub Type" field
in the "Recurring Vouchers Setup" screen is set to "LSV":
Enter the following when the "Tran Sub Type" field in the "Recurring Vouchers Setup" screen is set
to "ESR" or "ESR+":
following group boxes applicable for ESR/ESR+ documents, are
enabled and the multiline fields are filled in by the system with the
values entered in these fields.

applicable for ESR/ESR+ documents, are disabled and the system
allows you to enter the multiline fields.
box, in the case of an ESR/ESR+ document:
five digits.
nine digits.
box, in the case of an ESR/ESR+ document:
16 digits.
27 digits.
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contains 15 digits.
group box.
ESR/ESR+ document:
be made.
vendor.
! Note: This field is disabled in the case of an ESR+ document.
"04" in the case of an ESR+ document.
Coding Line Defaults" group boxes are disabled when the "Tran Sub Type" field in the
main screen is set to any option other than "ESR" or "ESR+".
Enter the following fields in the "Specific Bank A/c Details" group box that appears when the "Tran
Sub Type" field in the "Recurring Vouchers Setup" screen is set to "Specific Bank A/c":
PTT account.
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Enter the following fields in the multiline if a payment schedule has to be created for the credit note:
be made.
vendor.
! Note: The above two fields appear in the multiline only when the "Tran Sub Type"
field in the "Recurring Vouchers Setup" screen is set to "ESR" or "ESR+". The system
Mandatory.
Due Date The date on which the payment is to be made to the vendor calculated
as the start date plus the frequency set in the main screen (Date
format). Mandatory.
Type of Rate The system displays "Flat Amount".
Rate The system displays zero in this field.
Due Amount The system displays the "Template Amount".
Computation" field is set to "Base Invoice Value", discount is computed
on the transaction value alone, excluding taxes, charges and trade
discounts. If the "Discount Computation" field is set to "Gross Invoice
Value", discount is computed on the transaction value plus taxes,
charges and discounts.
percentage of the transaction amount which can be availed as a
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Mandatory.
discount amount that can be availed if the payment is made within the
the transaction amount (Decimal). If the "Type of Rate" has been
specified as a percentage, the system calculates the amount and fills in
this field.
Penalty Rate The percentage of the recurring transaction amount which is to be paid
as penalty (Decimal).
The following multiline field appears and is filled in by the system when the "Tran Sub Type" is set
to "ESR" or "ESR+" in the main screen:
vendor.
The payment details are stored in the system along with the recurring transaction. They can be
altered at any time before the recurring transaction is authorized.
! Note: In the case of LSV payments, when the "Start Date" and "End Date" specified in
the main screen do not fall within the effective period set for the LSV Id, the system
displays an error message.
After applying the payment details, select the "Cancel" pushbutton to return to the "Recurring
Vouchers Setup" screen.
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Setting up recurring payment vouchers
3 Summary
! Note: This submenu option appears only when the system parameter for VAT
Ramco Accounts Payable allows you to define details of recurring payments and the interval at
which the payments are to be made. This enables payment vouchers to be generated at the interval
specified. The bank account through which the payment is to be made and its currency may also be
recorded.
Details of the recurring payment voucher that can be captured are, the effective period for the
payments, the interval at which the payments must be made and the amount to be paid as a
recurring payment.
recorded.
Processing recurring payments
The details of the recurring payments must be authorized to prevent any changes from being made
to the setup. After authorization, vouchers are generated at the defined frequency and appear for
posting in the "Post Recurring Vouchers" screen with two options - 'Post' and 'Cancel'. When the
vouchers are posted, authorized or unauthorized prepayment vouchers are created by the system,
depending on the option selected. You can modify any detail of an unauthorized prepayment
voucher in the "Prepayment Vouchers" screen, authorize it and post it to the books.
The system also allows you to cancel an authorized recurring voucher setup by selecting the
"Terminate" icon. This stops further generation and posting of recurring vouchers for an authorized
recurring voucher setup.
7 Data entry
Select "Recurring Payment Vouchers " from the submenu that appears.
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Figure 3.40 Recurring Payment Vouchers Setup Screen

Status Icon:
Authorize.
Action Icon:
Terminate.
Number Option Use the drop-down list box to indicate whether the recurring payment
voucher setup number should be generated automatically or specified
Template No. The number of the recurring payment voucher setup that is
automatically generated by the system, based on the document type
specified, when the "Apply" pushbutton is selected. The number has a
prefix, a number and a suffix, each of which consists of a maximum of
six characters. The system fills in the default prefix and suffix of the
number as defined for the specified document type. This field cannot
be edited.
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Template No. The number of the recurring payment voucher setup. The system
displays an error message when the number is duplicated
Vendor Code The code identifying the vendor to whom the recurring payments are to
be made. Ensure that the vendor has already been defined in the
Mandatory.
Press <Enter>. The "Currency", "Prepay A/C No.", “Cost Center” (if
unique), “Analysis” and Sub Analysis” fields are filled in by the system.
Currency The currency in which the payment is to be made. By default, the

system displays the currency defined in the "Vendor Account Group"
screen for the default prepayment account of the specified vendor. If
the default prepayment account has been changed, the currency of the
prepayment account entered is displayed. You may change it to any
currency defined in the Vendor Account Group of the vendor
Press <Enter>. The "Prepay A/C No." field is filled in by the system.
Bank No. The bank account number through which the payment is to be made.
Ensure that this number has already been defined in the "Bank/Cash
Details" screen of Ramco General Ledger and falls within the effective
period set for the bank account (Alphanumeric, 6). Mandatory.
Prepay A/C No. The default prepayment account number for the vendor as defined in
the "Vendor Details" screen is displayed. You can change this to any
prepayment account defined in the Vendor Account Group of the
specified vendor. Ensure that the prepayment account falls within the
effective date range set in Ramco General Ledger (Alphanumeric, 32).
Mandatory.
Press <Enter>. The “Cost Center” (if unique), “Analysis” and "Sub
Analysis” fields are filled in by the system.
Pay Amount The amount to be paid as a recurring payment (Decimal). Mandatory.
Start Date The date from which the recurring voucher is to be generated. The
system date is displayed by default. Ensure that this date is later than
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or equal to the start date of the minimum open financial period (Date
format).
end date of the specified prepayment account. However, you may choose to continue
the setup creation by ignoring this message.
End Date The date on which the recurring voucher generation is to end. Ensure
that this date is greater than or equal to the start date (Date format).
Cost Center The cost center code to which the payment request belongs. Ensure
account.
Analysis The analysis code to which the payment request belongs. Ensure that
this code falls within the effective period set for the analysis code in
Ramco General Ledger (Alphanumeric, 5).
Sub Analysis The sub analysis code to which the payment request belongs. Ensure
that this code falls within the effective period set for the sub analysis
the prepayment account. You can change this, if required. However, if the account is
not mapped to an analysis code and sub analysis code in Ramco Financial
recurring payment voucher setup.
Comments Any comment pertaining to the recurring payments. Typically, this field
depicts the reason for the recurring payment setup (Alphanumeric,
255).
Select the "Apply" pushbutton to store details of the recurring voucher setup in the
database.
On selecting the "Apply" pushbutton, the recurring voucher setup number is generated and the
recurring voucher details are stored in the database. Even after selecting the "Apply" pushbutton,
the recurring voucher setup details can be modified as no accounts are affected. Accounts are
updated only after the setup is posted and the recurring payment voucher is authorized.
Select the "Authorize" icon to authorize the recurring payment voucher setup thus
preventing any changes from being made to the setup.
After authorization, no changes can be made in the setup screen. The recurring payment vouchers
are generated at the defined frequency and appear for posting in the "Post Recurring Vouchers"
screen. No accounts are affected on authorization of the template.
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Select the "Terminate" icon to cancel subsequent postings of recurring vouchers from this
template.
On termination, further generation of recurring vouchers for an authorized setup is cancelled, that
is, they do not appear for posting in the "Post Recurring Vouchers" screen.
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Setting up recurring credit notes
3 Summary
! Note: This submenu option appears only when the system parameter for VAT
applicability in Ramco Financial Administration and Control is set to "No". Also, the
VAT related fields and icons appear disabled.
Ramco Accounts Payable allows you to define details of recurring credit notes and the interval at
which the recurring liabilities are to be created. This enables credit notes to be generated at the
interval specified. On creating the recurring credit note template, the system has the information
necessary to generate credit notes at the set frequency.
Details of the recurring credit note that can be captured are, the effective period for the liability, the
interval at which the liability must be created, the currency and the amount of liability.
You can classify the recurring credit note based on its sub-type and specify whether
taxes/charges/discounts can be calculated for the recurring credit note as a whole or for specific
items.
! Note: When the system parameter "File Transfer Payment Version Flag" in Ramco
Financial Administration and Control is set to "1", electronic payment modes will be
available in this screen.
recorded.
Processing recurring credit notes
The details of the recurring credit notes must be authorized to prevent any changes from being
made to the setup. After authorization, credit notes are generated at the defined frequency and
appear for posting in the "Post Recurring Vouchers" screen with two options - 'Post' and 'Cancel'.
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The vouchers can be posted as "Unauthorized" or "Authorized". On posting the vouchers as

"Unauthorized", unauthorized credit notes are created by the system. You may modify the details of
the unauthorized credit note in the appropriate transaction screens and post it to the books. On
posting the voucher as "Authorized", the system generates an authorized credit note.
The system also allows you to stop further generation and posting of recurring credit notes for an
authorized setup by pressing the "Terminate" icon.
7 Data entry
Select "Recurring Credit Notes " from the submenu that appears.
Figure 3.41 Recurring Credit Notes Screen

Screen Icons:
Pay Details and Tax Cut.
Status Icon:
Authorize.
Action Icon:
Terminate.
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Number Option Use the drop-down list box to indicate whether the recurring setup
Tran Sub Type Use the drop-down list box to specify the transaction sub-type. The
system provides the options "Account Based" and "Regular". By
default the system displays "Regular".
Template Type The type of the template that is being created. The system displays
"Rec. Credit Notes" to indicate that recurring credit notes are generated
on authorizing the setup.
Template No. The number of the recurring credit note setup that is automatically
Template No. The number of the recurring credit note setup. The system displays an
error message when the number is duplicated (Alphanumeric, 18).
Mandatory.
Start Date The date from which the recurring credit note is to be generated. The
system date is displayed by default. Ensure that this date is later than
or equal to the start date of the minimum open financial period (Date
format).
end date of the specified control account. However, you may choose to continue the
setup creation by ignoring this message.
End Date The date on which the recurring credit note generation is to end.
Ensure that this date is greater than or equal to the start date (Date
format).
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Vendor Code The code identifying the vendor to whom the recurring credit notes are
to be made. Ensure that the vendor has already been defined in the
Mandatory.
Press <Enter>. The "Vendor Name", "Currency", "A/C Payable" and

“Cost Center” (if unique) fields are filled in by the system.
Electronic Select this check box to generate a credit note where electronic
payment is involved. Leave this box blank to generate a credit note
where payment is manual.
This check box appears disabled when the "Tran. Sub Type" field is set
to "Account Based" or "LSV".
When the "Electronic" check box is unchecked, the system provides

the options, "Check", "Others" and "Pay Order".
The system provides the following options when the "Tran. Sub Type"
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i) When the "Tran. Sub Type" field is set to "Regular" or "Specific Bank A/c", the
Payment (TA 826)".
ii) When the "Tran. Sub Type" field is set to "LSV", the "Pay Mode" field is set to
Currency The currency of the vendor control account chosen. The system fills in
the default currency in which the vendor transacts. You can change it
to any currency defined in the Vendor Account Group of the vendor
Press <Enter>. The "A/C Payable" and “Cost Center” (if unique) fields
Cost Center The cost center code of the accounts payable control account. Ensure
code in Ramco General Ledger and is a valid cost center code
mapped to this account (Alphanumeric, 10).
Comments Any comment pertaining to the recurring credit notes. Typically, this
field depicts the reason for the recurring credit note setup
Control Total The total amount for which the recurring credit note is to be raised
(Decimal). Mandatory. Ensure that this amount is equal to the amount
calculated and displayed by the system in the "Total Amount" field.
Total Amount The net payable amount for the recurring credit note. This field is
disabled and cannot be edited. The system dynamically calculates the
total amount when the unit cost and quantity are entered for each item
and when the taxes/charges/discounts are calculated for each item or
the credit note as a whole.
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The following multiline appears when the "Tran Sub Type" field is set to "Account Based". Enter the
following fields:
Account No. The Ramco General Ledger account into which the contra entry is to
be made (Alphanumeric, 32). Mandatory. Ensure that this account has
General Ledger.
Transaction Amount The amount of the transaction (Decimal). Mandatory.
Cost Center The cost center code to which the credit note belongs (Alphanumeric,
10).
account.
Analysis Code The analysis code to which the credit note belongs (Alphanumeric, 5).
Sub Analysis Code The sub analysis code to which the credit note belongs (Alphanumeric,
5).
transaction.
Comments Any comment pertaining to the recurring credit note (Alphanumeric,

255).
The following multiline appears when the "Tran Sub Type" field is set to "Regular", "Specific Bank
A/c", "ESR", "ESR+" or "LSV". Enter the following multiline fields:
available are: "Item", "Inv. Tax", "Inv. Charge" and "Discount".
"Item/T/C/D".
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which the recurring credit note is being raised (Alphanumeric, 16).
Mandatory.
When the "Item/T/C/D" is set to either "Inv. Tax", "Inv. Charge" or

"Discount", enter the number that identifies a specific tax, charge or
discount (Alphanumeric, 6). Mandatory.

Description The description of the item.
Quantity The quantity of the item. This field appears blank when the
General Ledger.
Transaction Amount The amount of the transaction calculated by the system when an item
code is entered.

Cost Center The cost center code to which the recurring credit note belongs
(Alphanumeric, 10).
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Analysis Code The analysis code to which the recurring credit note belongs
(Alphanumeric, 5).
Sub Analysis Code The sub analysis code to which the recurring credit note belongs
(Alphanumeric, 5).
recurring credit note setup.
Comments Any comment pertaining to the recurring credit note setup
Select the "Pay Details" icon to enter a payment schedule for the recurring credit note.
Select the "Tax Cut" icon to enter taxes/charges for a recurring credit note in the "Modify"
mode.
! Note: The "Payment Schedule" and the "Tax/Charge/Discount" subscreens that are
displayed, on selecting the above-mentioned icons, are same as that of the
"Recurring Vouchers Setup" screen and hence are not explained here. The electronic
payment related fields however, remain disabled. Please refer to the topics "Entering
taxes/charges for a recurring voucher/credit note" and "Entering payment details for a
recurring credit note/prepayment invoice" for more details.
Select the "Apply" pushbutton to store details of the recurring credit note setup in the
database.
On selecting the "Apply" pushbutton, the recurring credit note setup number is generated and the
recurring credit note details are stored in the database. Even after selecting the "Apply" pushbutton,
the recurring credit note setup details can be modified as no accounts are affected. Accounts are
updated only after the setup is posted and the recurring credit note is authorized.
Select the "Authorize" icon to authorize the recurring credit note setup thus preventing any
changes from being made to the setup.
After authorization, no changes can be made in the setup screen.
On authorizing a recurring credit note setup, the system has the information necessary to generate
authorized or unauthorized credit notes at the set frequency.
The recurring credit notes appear for posting in the "Post Recurring Vouchers" screen. No accounts
are affected on authorization of the template.
Select the "Terminate" icon to cancel subsequent postings of recurring credit notes from
this template.
On termination, further generation of recurring credit notes for an authorized setup is cancelled, that
is, they do not appear for posting in the "Post Recurring Vouchers" screen.
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Holding/Releasing vouchers
one invoice or credit note has been generated and authorized. Customs/Carrier invoice will appear only if
VAT is applicable.
3 Summary
Ramco Accounts Payable allows you to withhold any authorized final invoice or credit note of a
particular vendor from further processing. The invoices/credit notes can be subsequently released.
This feature helps in case of a cash crunch necessitating the holding of payments and also enables
you to take punitive action against a vendor to ensure prompt delivery of quality goods in the future.
Administration and Control is set to "No" the system lists prepayment vouchers
The system allows you to withhold and subsequently release all the invoices/credit notes or only
selected invoices/credit notes for a particular vendor.
When invoices/credit notes have to be withheld for a vendor, the system displays all the authorized,
unpaid/partially paid invoices and credit notes in a list box. You can select the invoices/credit notes
to be withheld. The system does not allow you to withhold proforma invoices, whether authorized or
not.
! Note: Prepayment vouchers (which appear in case VAT is not applicable) can be held
even if the voucher is applied and not authorized.
Similarly, when invoices/credit notes have to be released for payment, the system displays a list
box that contains all withheld invoices/credit notes for the vendor. You can select the invoices/credit
notes to be released.
The screen has two list boxes: "Available" and "Selected". All available invoices/credit notes are
listed in the "Available" list box. These invoices/credit notes can be selected either in bulk or
selectively. When the selection is made, the selected invoices/credit notes are displayed in the
"Selected" list box .
7 Data entry
Select "Hold/Release Vouchers" from the "Transactions" pull-down menu.
Version 3.1 3.199

Figure 3.42 Hold/Release Vouchers Screen

Vendor Code The code identifying the vendor for whom invoices/prepayment
invoices/prepayment vouchers/credit notes are to be withheld or
released. Ensure that the vendor has already been defined in the
Mandatory.
Press <Enter>. The "Vendor Name", "Available", "Auth. Tran. Number"

and the "Auth. Tran. Date" fields are filled in by the system.
Select the appropriate radio button in the "Option" group box to indicate whether the invoices/credit
notes are to be held or released:
Hold Select this radio button to withhold the selected

invoices/vouchers/credit notes.
Release Select this radio button to release the selected invoices/vouchers/credit

notes.
Tran Type Use the drop-down list box to specify the type of transaction to be
held/released. The options available are: "Direct Final Invoice", "PO
Final Invoice", "Credit Note", "Customs Invoice", "Carrier Invoice",
"Direct Prepayment Invoice" and "PO Prepayment Invoice".
! Note: In case VAT is not applicable, the options "Prepayments", "Direct Final Invoice",
"PO Final Invoice" and "Credit Note" will appear instead of the options listed above.
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Available The number of invoices/vouchers/credit notes available for

withholding/releasing.
Selected The number of invoices/vouchers/credit notes selected for

withholding/releasing. The system dynamically fills in this field
whenever an invoice/credit note is selected for withholding/releasing.
When the "Hold" radio button is selected, the system displays all authorized invoices, credit notes
and applied prepayment vouchers for the vendor in the "Available" list box.
The system fills in the following fields in the "Available" list box:
Auth. Tran. Number The transaction number of the invoice/credit note.
Auth. Tran. Date The date on which the invoice/credit note was generated.
If you wish to release invoices/vouchers/credit notes, then the system displays all withheld invoices
or vouchers or credit notes for the vendor in the "Available" list box. The system fills in the "Auth.
Tran. Number" and "Auth. Tran. Date" fields in the "Available" list box.
Select the invoice(s) or credit note(s) to be withheld/released by positioning the highlighted bar on
the invoice/credit note or by blocking the desired invoices/credit notes and carrying out one of the
actions described below:
Ø Double click on the highlighted invoice/voucher/credit note details to transfer the

invoice/voucher/credit note details to the "Selected" list box.
Ø Use the right arrow pushbutton to transfer the highlighted invoice/voucher/credit note details to
the "Selected" list box.
Ø Use the left arrow pushbutton to return the selected invoice/voucher/credit note details to the
"Available" list box.
If you wish to withhold/release all invoices/credit notes for the vendor, you can
Ø Use the right double arrow pushbutton to transfer all invoice/credit note details to the "Selected"
list box.
Ø Use the left double arrow pushbutton to return all invoice/voucher/credit note details to the
"Available" list box.
! Note: The system allows you to hold even a partially paid invoice/credit note.
Highlight the invoice/voucher/credit note for which more details are to be viewed and click on the
"ZM" tool bar button. The system zooms in to display the "Invoice" screen or the "Prepayment
Vouchers" or the "Credit Note" screen where details pertaining to the highlighted
invoice/voucher/credit note can be viewed.
Version 3.1 3.201

Recording a bank/cash receipt
3 Summary
Ramco Accounts Payable allows you to capture details of receipts from vendors. Typically, refund
of overpayments (made by the organization when the contract ends) and advances are sent by the
vendor in the form of receipts.
This screen allows you to enter the reference (general, invoice, purchase order) for the receipt,
capture the type of receipt (bank, cash or PTT ) and the bank/cash/PTT number. You can also
record the check number and check date, if it is a bank receipt.
You may select the "ZM" tool bar button to view the document for which the bank/cash receipt is
being raised. When the bank/cash receipt is raised for an invoice, the invoice screen is displayed
and when it is for a purchase order, the purchase order screen is displayed from Ramco
Purchasing.
On authorization of a bank/cash receipt, the request is processed through the Bank/Cash module of
Ramco General Ledger. On incorporation in Ramco Accounts Payable, a credit note is generated,
which will appear in the "Adjustment Vouchers" and "Payment Voucher Batch" screens.
7 Data entry
Select "Bank/Cash Receipts" from the "Transactions" pull-down menu.
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Figure 3.43 Bank/Cash Receipts Screen

Status Icon:
Authorize.
To add records, set the drop-down list box in the top left corner of the screen to the "Add" mode.
Number Option Use the drop-down list box to indicate whether the bank/cash receipt
Receipt No. The number of the receipt that is automatically generated by the
Authorized No. The number of the authorized receipt generated by the system on
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Receipt No. The number of the receipt. The system displays an error message
when the receipt number is duplicated (Alphanumeric, 18). Mandatory.
Authorized No. The number of the authorized receipt. The system displays an error
message when the authorized receipt number is duplicated
AFE No. The number of the AFE, if the receipt is associated with an AFE
number. Ensure that this number is defined in the "AFE Details" screen
of Ramco General Ledger (Alphanumeric, 5).
Receipt Date The date on which the bank/cash receipt is made. The system date is
displayed by default (Date format).
Currency/Rate The currency of the receipt and the exchange rate of the transaction
currency.
Press <Enter>. The exchange rate and the "A/C Payable" fields are
The system displays the exchange rate as on the receipt date, by

default, in the second edit box. Ensure that the exchange rate entered
is within the tolerance limits defined in Ramco General Ledger
(Decimal). This field is disabled for the base currency.
Vendor Code The code identifying the vendor who made out the bank/cash receipt.
Press <Enter>. The "Vendor Name", "Currency/Rate", "A/C Payable",

“Cost Center” (if unique), "Analysis" and "Sub Analysis" fields are filled
in by the system.
address.
Receipt Amount The amount of the bank/cash receipt (Decimal). Mandatory.
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A/C Payable The default control account for the vendor as defined in the Vendor
Master is displayed. You can change this to any account defined in
Vendor Account Group in the "Vendor Details" screen (Alphanumeric,
32).
Specify the type of reference for the bank/cash receipt in the "Reference" group box:
General Select this radio button to indicate that the bank/cash receipt is not
linked to any invoice or purchase order.
Invoice Select this radio button to indicate that the bank/cash receipt being
generated is linked to a direct invoice. Enter the number of the invoice
in the box provided (Alphanumeric, 18).
Purchase Order Select this radio button to indicate that the bank/cash receipt is linked
to a purchase order. Enter the number of the purchase order in the box
provided (Alphanumeric, 18).
! Note: The "Purchase Order" radio button is enabled only if a direct link between
Ramco Accounts Payable and Ramco Purchasing has been set up in the system
parameters of Ramco Financial Administration and Control.
PO Based Invoice Select this radio button to indicate that the bank/cash receipt being
generated is linked to a purchase order based invoice. Enter the
number of the PO based invoice in the box provided (Alphanumeric,
18).
Cost Center The cost center code to which the receipt belongs (Alphanumeric, 10).
account.
Analysis The analysis code to which the receipt belongs (Alphanumeric, 5).
Sub Analysis The sub analysis code to which the receipt belongs (Alphanumeric, 5).
Control, the system displays an error message on applying the bank/cash receipt.
Enter the following in the "Receipt Details" group box:
Mandatory Check this box to indicate that the receipt should be debited only to the
bank/cash/PTT number specified in the "Bank/Cash/PTT No." field. By
default, this box is unchecked.
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Use the drop-down list box provided on the left side of this check box
to indicate whether the receipt is a bank or cash or PTT receipt. The
options available are: "Bank", "Cash", "PTT" and "None".
! Note: The "Mandatory" and the "Electronic" check boxes and the "Bank/Cash/PTT
No." field are disabled when this drop-down list box is set to "None".
Bank/Cash/PTT No. The number of the bank/cash/PTT into which the receipt amount is
debited. Ensure that this number has already been defined in the
"Bank/Cash/PTT Details" screen of Ramco General Ledger and falls
within the effective period set for bank/cash account. If the vendor's
default payment mode is "LSV" or if a valid LSV contract id is
specified, the bank number will be defaulted in this field in case of an
electronic receipt (Alphanumeric, 6). Mandatory.
Electronic Select this check box to generate an electronic bank receipt. Leave
this check box blank to generate a manual bank receipt.
! Note: The "Electronic" check box appears disabled for a cash/PTT receipt.
Receipt Mode Use the drop-down list box to indicate the mode of receipt. In the case
of a bank receipt, the system lists the options, "Check", "Demand
Draft", "Pay Order" and "Others". In the case of a cash receipt, the
options, "Cash" and "Others" are listed. For a PTT receipt, the system
provides the options, "Check", "Pay Order" and "Others". Mandatory.
! Note: The "Receipt Mode" field is disabled and set to "LSV" for an electronic bank
receipt.
Enter the following fields that appear in the "Receipt Details" group box, if the receipt is a PTT
receipt or a manual bank receipt:
Instrument Number The number of the check issued by the vendor. Enter the check prefix
and the check number (Alphanumeric, 6 + Alphanumeric, 10).
Instrument Date The date on which the check was issued by the vendor. This date can
be greater than the receipt date only if appropriate system parameters
are set. The system date is displayed by default (Date format).
Enter the following fields, that appear in the "Receipt Details" group box, in the case of an
electronic bank receipt:
Contract Id The identification number of the LSV contract. The system defaults the
contract id from the "Vendor Details" screen of Ramco Purchasing on
specifying a valid bank number against which an LSV contract is
available with the vendor and can be edited by the user.
Receipt Due Date The date on which the receipt is due from the vendor. The system
displays the receipt date, by default. It can be edited and can be
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greater than the receipt date when the appropriate system parameters
are set.
Vendor Bank A/C The bank account of the vendor from whom the receipt is due. The
system defaults the bank account of the vendor from the "Vendor
Details" screen of Ramco Purchasing for the contract id specified.
Comments Any comment pertaining to the bank/cash receipt (Alphanumeric, 255).
Select the "Apply" pushbutton to store the details of the bank/cash receipt in the database.
These details can be updated, if necessary. The account heads are not updated until the bank/cash
receipt is incorporated from Ramco General Ledger.
bank/cash receipt.
Select the "Authorize" icon to authorize the bank/cash receipt.
On authorization of a bank/cash receipt, the system generates an authorization number for the
receipt. The request is processed through the Bank/Cash module of Ramco General Ledger and the
postings are made in Ramco General Ledger. To update Ramco Accounts Payable with these
postings, the "Bank/Cash/PTT Synchronizer" is used in Ramco General Ledger. The "Incorporate
Payment/Receipt Request" screen is then invoked in Ramco Accounts Payable to reflect these
postings. On incorporation, a credit note is generated, which will appear on the "Adjustment
Vouchers" and "Payment Voucher Batch" screens.
! Note: After authorization, the system enables you to transfer receipts across AP
locations/units by transferring the generated credit notes, which appear in the "Inter
Unit Transfer" screen.
You may use the "ZM" tool bar button to view the "PO Based Invoice" screen in case of a purchase
order based invoice, the "Direct Invoice" screen in case of a direct invoice and the "Purchase
Order" screen in case of purchase order.
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Entering receipt details
Ø Payment Voucher Batch. Ensure that the payment voucher batch has been authorized.
Ø Incorporate Bank/Cash/PTT transactions from other applications in Ramco General Ledger.
Ø Incorporate Payment/Receipt Request in Ramco Accounts Payable.
3 Summary
Ramco Accounts Payable allows you to record details of the receipt given by the vendor,
acknowledging the payment received by him.
Receipt details can be entered only for authorized or authorized and posted payment vouchers after
the details have been incorporated using the "Incorporate Payment/Receipt Request" screen. In
case of check payments, receipts can be entered after the check has been printed, that is, even
before posting.
7 Data entry
Select "Receipts Detail" from the "Transactions" pull-down menu.
Figure 3.44 Receipts Detail Screen
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3/ Transactions

Sel., Vendor Code, Vendor Name, Tran Type, Tran Date, Authorized No., Pay Type, Pay Mode,
Bank/Cash/PTT No., Instrument Prefix, Instrument No., Instrument Date, Amount, Receipt Date and
Comments.
Action Icon:
Confirm.
Vendor Code The code of the vendor sending the receipt for payment received.
Press <Enter>. The multiline fields are filled in by the system.
If this field is left blank, payment vouchers of all vendors are listed.
The system displays the following field which is disabled:
Transaction Type The type of transaction for which receipt details are to be entered. The
system displays "BP-Payment Voucher".
From Date The starting date from which the payment vouchers due for recording
receipt details, are to be listed. The system date is displayed by default
(Date format).
To Date The date up to which the payment vouchers due for recording receipt
details, are to be listed. The system date is displayed by default (Date
format).
View Receipts Check this box to view details of receipts that have already been
entered. The system lists the receipts of payment vouchers falling
within the given date range for the specified vendor code.
Leave this box unchecked to enter receipt details for payment

vouchers.
Tran Type The type of the transaction, "BP", is displayed.
Tran Date The date of the transaction.
Authorized No. The number of the authorized payment voucher.
Version 3.1 3.209

Pay Type The type of payment, that is, bank, cash or PTT.
Bank/Cash/PTT No. The bank/cash/PTT number through which the payment was made.
Instrument Prefix The prefix of the instrument in case of bank payments.
Instrument No. The number of the instrument in case of bank payments.
Instrument Date The date of the instrument in case of bank payments.
Amount The amount paid.
Sel Tick this box to select a payment voucher. Receipt details can be
entered only for vouchers that are selected.
Receipt Date The date on which the acknowledgment is given by the vendor (Date
format).
Comments Any additional remarks to be included along with the receipt

Select the "Confirm" icon.
On selecting the "Confirm" icon, the receipt details are updated for each of the payment vouchers.
Once the receipt details have been entered and confirmed, they cannot be modified or deleted.
! Note: The "Confirm" icon is disabled when the "View Receipts" check box is selected.
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Viewing reversed transactions
Ø Check Void/Bounce in Ramco General Ledger or Direct Invoice - Subscreen: Invoice Reversal or PO
Based Invoice - Subscreen: Invoice Reversal or Customs/Carrier Invoice – Subscreen : Invoice Reversal.
Ensure that at least one check has been voided or one receipt has been bounced or one invoice has been
reversed.
3 Summary
Ramco Accounts Payable allows you to view void payments, bounced receipts and reversal
invoices.
! Note: In case VAT is not applicable, the system allows you to view void prepayments
in addition to the transactions listed above.
7 Data entry
Select "View Reversed Transactions" from the "Transactions" pull-down menu.
Figure 3.45 View Reversed Transactions Screen
Version 3.1 3.211

Transaction Type Use the drop-down list box to indicate whether the type of transaction
to be viewed is "Bounced Receipts", "Reversal Invoice", "Void
Prepayments" or "Void Payments".
Transaction No. The number of the bounced receipt/voided voucher/reversed invoice

for which details are to be viewed (Alphanumeric, 18). Mandatory.
Press <Enter>. The "Transaction Date", "Vendor Code", "Tran

Amount", "Currency", "Exchange Rate", “Account Payable”, “Analysis
Code”, “Sub Analysis Code”, “Cost Center” and the “AFE No.” fields,
"Check/Receipt Details" group box and the "Reference" group box are
Transaction Date The date on which the voucher was voided or the date on which the
receipt was bounced or the date on which the invoice was reversed.
Vendor Code The code of the vendor for whom the voucher was voided or for whom
the receipt was bounced or whose invoice was reversed.
Tran Amount The amount of the voucher/receipt/invoice.
Currency The currency in which the voucher/receipt/invoice was made.
Comments Any comment pertaining to the voided voucher/bounced

receipt/reversed invoice.
Account Payable The vendor's accounts payable control account.
! Note: If the voided voucher is a payment voucher, the "Analysis Code", "Sub Analysis
Code" and the "Cost Center" fields are blank.
Analysis Code The code of the analysis to which the receipt/invoice amount belongs.
Sub Analysis Code The code of the sub analysis (if any) to which the receipt/invoice
amount belongs.
Cost Center The code of the cost center to which the receipt/invoice amount
belongs.
AFE No. The number of the AFE (if any) associated with the transaction.
Exchange Rate The exchange rate for the currency.
The system fills in the following fields in the "Check/Receipt Details" group box:
Bank/Cash/PTT No. The number of the bank from which the check was issued or into which
the receipt amount was deposited.
Check Number The preceding text for the check number and the number of the check.
Check Date The date on which the check was issued.
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The system fills in the following fields in the "Reference" group box:
Ref Type The type of the reference. One of the following types appears in this
field:
• BP Payment Voucher
• BR Bank Receipt
• FV Direct Invoice
• AI Direct Prepayment Invoice
• PF Purchase Order based Invoice
• AP Purchase Order based Prepayment Invoice
• CU Customs Invoice
• CA Carrier Invoice
• PP Prepayment Voucher
Ref Number The number of the authorized voucher/receipt/invoice corresponding to

the void voucher or bounced receipt or reversed invoice.
reversed transaction.
! Note: For more information on the "Accounting Details" screen, refer to the topic
"Viewing Accounting Details".
Highlight the transaction number in the "Transaction No." field and select the "ZM" tool bar button.
The system zooms in to display the "Bank/Cash Receipts" or the "Direct Invoice" or the "PO Based
Invoice" or the "Customs/Carrier Invoice" or the "Prepayment Vouchers" or the "View Payment
Details" screen where details pertaining to the corresponding bank receipt, invoice or the payment
voucher can be viewed.
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4/ Processing
Select the "Processing" menu from the main screen.
Figure 4.1 Processing Pull-down Menu Screen

The pull-down menu items of the "Processing" option are described below:
Close Financial Period Enables you to close transactions for the specified accounting period.
Post Recurring Vouchers Enables you to post selected recurring payment vouchers and credit
notes for a particular vendor or for all vendors that are due within a
specified date range.
Incorporate Payment/Receipt
Requests Enables you to incorporate payment requests and receipt advices
made to the Bank/Cash module of Ramco General Ledger from an AP
location. This screen reflects the transaction postings made in Ramco
General Ledger.
Post Postdated Transactions Enables you to post selected postdated transactions that have fallen
due within a specified date range for a particular vendor or for all
vendors.
Inter Vendor Journal Voucher Enables you to transfer amounts from one vendor to another and from
one account to another.
Version 3.1 4.1

Inter Unit Transfer Enables you to transfer documents such as invoices, credit notes and
debit notes from one Ramco Accounts Payable location to another and
incorporate documents from other Ramco Accounts Payable locations.
Also enables the transfer of Bills/LC applicable invoices to Ramco Bills
& LC and incorporation of the status of the invoice.
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4/ Processing
Closing the financial period
Ø System Parameters. Set the system parameters relevant for closing a financial period.
Ø Financial Year Master in Ramco General Ledger.
Ø Module Close Option in Ramco Financial Administration and Control.
Ø Vendor Initial Balance. Ensure that the initial balance entry is completed, for closure of the first financial
period.
3 Summary
This option enables you to view the financial year and the current financial period and to close all
transactions for Ramco Accounts Payable for the current financial period.
If the closing option for Ramco Accounts Payable in Ramco Financial Administration and Control is
set to "Financial Period Closing", Ramco General Ledger can close its financial periods only after
the closure of the AP financial period. If the closing option is set to "Annual Closing", Ramco
General Ledger can close its financial year only after all periods in AP are closed. If the closing
option is set to "Closing Not Required", Ramco General Ledger can close all periods and years
irrespective of whether they are closed in Ramco Accounts Payable or not.
After closure, no further transactions can be passed for the period in Ramco Accounts Payable and
the opening balances for all the vendors for the next financial year/period are generated.
Before closing, the system checks for the following:
Ø All unauthorized/unposted transactions for the period should be authorized/posted.

Ø Documents transferred from another location should be incorporated.
Ø Documents transferred to another location should be incorporated at the other location.
Ø All payment requests and receipt advices to the Bank/Cash module should be incorporated
back in Ramco Accounts Payable.
Ø Initial balance entry should have been completed to close the first financial period.
Ø Last date of the period being closed should be prior to or on the current system date.
The system allows you to view any transactions pending for authorization or incorporation at the
time of closing the period so that these may be suitably handled, for the period closure to be
successful.
7 Data entry
Select "Close Financial Period" from the "Processing" pull-down menu.
Version 3.1 4.3

Figure 4.2 Close Financial Period Screen

Financial Year The minimum open financial year of Ramco Accounts Payable for the
specified location.
Start Date The start date of the financial year.
End Date The end date of the financial year.
Financial Period The minimum open financial period of Ramco Accounts Payable for
the specified location.
Start Date The start date of the financial period.
End Date The end date of the financial period.
Enter the "Status" as given below:
Close Check this box to indicate that the financial year/period must be
closed.
Select the "Apply" pushbutton to close the financial year/period.
! The following points must be noted:
i) A financial year/period can be closed only on or after the last date of the
year/period.
ii) After a financial period has been closed, no transactions can be passed for that
period in Ramco Accounts Payable.
: Viewing pending transaction details

This screen enables you to view details of transactions that are pending for authorization or
incorporation at the time of closing the period. It displays important details of all transactions that
are not yet authorized/posted/incorporated in the AP location as on the date of attempting to close
the financial period. A financial period can be closed only when there are no pending transactions
for the period.
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4/ Processing
! Note: This screen will be launched only if the Module Close Option for Ramco
Accounts Payable is set to "Yes" in the corresponding Ramco FAC module.
Select the "PT" tool bar button in the "Close Financial Period" screen.
Figure 4.3 Pending Transactions Screen

Transaction Type The type of the pending transaction. The system fills in one of the
following options: "FV", "PF", "AP", "AI", "CU", "CA", "DN", "CN", "BP",
"BR" or "AV".
! Note: In case VAT is not applicable, the option "PP" appears instead of the options
"AP", "AI", "CU" and "CA".
Transaction No. The transaction number of the pending transaction.
Authorized No. The authorized number of the pending transaction.
Vendor Code The code of the vendor for the pending transaction.
Transaction Date The date of the pending transaction.
Transaction Amount The amount of the pending transaction.
Select the "Refresh" pushbutton to refresh the details in the multiline.
Version 3.1 4.5

Viewing recurring vouchers to be posted
Ø System Parameters. Set the system parameters relevant for posting recurring vouchers.
Ø Document Serial Number. Define the document serial number setup for the predefined document type
"Doc Type for Recurring Vouchers".
Ø Recurring Voucher Setup. Ensure that the recurring voucher setup has been created with a set frequency
and authorized.
3 Summary
Ramco Accounts Payable allows you to view the recurring vouchers and recurring credit notes
generated through the recurring voucher setup and subsequently post/cancel them.
The "Post Recurring Vouchers" screen displays all the recurring payment vouchers and credit notes
as templates due for payment, for a particular vendor or all vendors for a specified date. You can
select those templates that are to be posted, either individually or all of them together.
In the "Post Recurring Vouchers" screen, the "Available" and "Selected" fields show the number of
templates that are available for selection and the number of templates selected for posting,
respectively.
When the "Action" icon is selected, the prepayment invoices/credit notes generated by the
templates chosen in the main screen appear in the subscreen along with the date on which they will
be posted. You may choose to post or cancel the transactions listed in the multiline. This screen
also allows you to post the transactions as authorized or unauthorized.
When the "Post as Authorized" option is chosen, you can specify whether each of the credit notes
and prepayment invoices generated should be paid by generating a payment voucher for them.
This option will be defaulted to what is specified in the recurring template and can be modified
online for each voucher generated under the template.
! Note: In case VAT is not applicable, the option of generating a payment voucher for
credit notes will not be available.
When authorized documents are posted, the system generates recurring credit notes which are in
the 'Posted' status ('Unposted' status, if the document is postdated). For a payment voucher setup,
it will generate prepayment invoices with the 'Posted' status and also an applied pay batch for the
same. If the 'Paid' flag is checked, the status of prepayment invoices/credit notes will be 'Fully paid'
and authorized payment vouchers are generated for them. If the documents are posted as
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4/ Processing
'Unauthorized', the system generates an unauthorized prepayment invoice/credit note which can be
modified and posted at a later date.
! Note: In case VAT is not applicable, for a payment voucher setup, on posting the
documents as 'Authorized', the system generates prepayment vouchers with
'Requested' status, and on posting the documents as 'Unauthorized', the system
generates applied prepayment vouchers.
The "ZM" tool bar button allows you to view the individual recurring payment voucher/credit note.
7 Data entry
Select "Post Recurring Vouchers" from the "Processing" pull-down menu.
Figure 4.4 Post Recurring Vouchers Screen

Sel, Vendor Code, Vendor Name, Template Type, Template No., Amount and Reference.
Screen Icon:
Action.
Vendor Code The code identifying the vendor to whom the payment is to be made.
Press <Enter>. The "Vendor Name" and the "Available" fields and all
Version 3.1 4.7

Leave this field blank if recurring payment vouchers/credit notes are to

be viewed for all the vendors.
Post Till Date The date until which the templates have to be posted. Ensure that this
date is less than or equal to the financial year end date (Date format).
Mandatory.
Template Type Use the drop-down list box to specify the type of recurring templates to
be viewed in the multiline. The options available are, "Recurring
Payments", "Recurring Credit Notes" and "Both".
Available The number of templates (for a particular vendor or all vendors falling
within the specified date range) available for selection.
Selected The number of templates (for a particular vendor or all vendors falling
within the specified date) that are selected for posting. The system
dynamically fills in this field whenever a voucher is selected for posting
in the multiline.
Select All Select this check box to select all the templates for posting. If a
selection is made in this field, the "Sel" field in the multiline displays a check
mark.
The system fetches the details from the "Recurring Voucher Setup" screen and fills in the following
multiline fields:
Vendor Code The code identifying the vendor to whom the recurring payments/credit
notes are to be made.
Template Type The type of the template. This field displays either "RP" (Recurring
Payment) or "RC" (Recurring Credit Note), depending on the choice
made in the "Template Type" field.
Template No. The number of the recurring payment or the recurring credit note
template.
Amount The amount of the recurring payment or the recurring credit note.
Reference Any reference/comments pertaining to the template.
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4/ Processing
! Note: The system checks for the following before listing the templates in the multiline:
i) templates will be listed only if vouchers exist for posting

ii) templates that are terminated will not be listed
mark in this field for all the templates. This implies that the template
has been selected for posting. If the template is not to be posted, click
on this field to remove the check mark.
If the "Select All" check box is left unchecked, this field will be blank.
This implies that the template has not been selected for posting. If the
recurring payment voucher is to be posted, click on this field to change
it to a check mark.
Select the "Action" icon.
: Posting/cancelling recurring vouchers
3 Summary
The "Post/Cancel Recurring Vouchers" screen displays the basic details, along with the date of
transaction, of the payment vouchers/credit notes to be generated from the templates selected in
the main screen. This screen allows you to post the selected vouchers/credit notes (for the
templates selected in the "Post Recurring Vouchers" screen) as authorized or unauthorized or
cancel the selected vouchers/credit notes for the templates selected in the "Post Recurring
Vouchers" screen.
The comments field in the multiline defaults the comments from the recurring credit notes/recurring
payment voucher setup. You can edit this field while posting the recurring payments and credit
notes. The exchange rate field can also be edited at the time of posting.
! Note: The electronic payment modes displayed in this screen will be applicable only
When authorized recurring payment vouchers are posted, they appear as direct prepayment
invoices with "Posted" status ("Fully paid" status for authorized and paid prepayment invoices) in
the "Direct Invoice" screen along with the corresponding payment voucher batch and payment
voucher(s). The payment voucher batch and the corresponding payment vouchers will be
authorized, if the "Paid" check box is checked in the recurring payment voucher setup. The system
will generate an unauthorized but applied pay batch for the prepayment invoices, if the "Paid" check
box is unchecked in the template. It is also possible to post the recurring payment vouchers as
unauthorized direct prepayment invoices without any payment batch or payment voucher, by
choosing the option to post the invoices as 'Unauthorized'.
Version 3.1 4.9

! Note: In case VAT is not applicable, when authorized recurring payment vouchers are
posted, they appear as prepayment vouchers with "Requested" status in the
"Prepayment Vouchers" screen. You can also post recurring payment vouchers as
unauthorized prepayment vouchers by choosing the option to post the invoices as
'Unauthorized'.
On posting authorized recurring credit notes, they appear as "Posted" credit notes in the
"Debit/Credit Memos" screen. In case the "Paid" check box in the "Recurring Voucher Setup"
screen is checked for the template, an authorized payment voucher batch and payment voucher(s)
will also be generated for the credit note and its status will become "Fully Paid". Similar to recurring
prepayments, it is also possible to generate unauthorized credit notes by selecting the
'Unauthorized' option.
! Note: In case VAT is not applicable, when authorized recurring credit notes are
posted, they appear as "Posted" credit notes in the "Debit/Credit Memos" screen. You
can also generate unauthorized credit notes by choosing the option to post the
invoices as 'Unauthorized'.
7 Data entry
Select the "Action" icon in the "Post Recurring Vouchers" screen.
Figure 4.5 Post/Cancel Recurring Vouchers Screen

Sel, Vendor Code, Vendor Name, Template Type, Template No., ESR Ref. No., Tran Date, Template
Amount, Currency, Exchange Rate, Comments and Paid Status.
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4/ Processing
Action Icon:
Post.
Action Type Specify the action to be performed from the drop-down list box. The
options available are "Post" and "Cancel". When the "Post" option is
chosen, the system posts the selected vouchers/credit notes as
authorized/unauthorized. When the "Cancel" option is chosen, the
selected vouchers/credit notes for the selected template are cancelled
and do not appear for posting subsequently.
Specify the post option by selecting one of the following radio buttons:
Authorized Select this radio button to post the selected prepayment invoices/credit
notes as authorized.
! Note: If the system parameter "Freeze Postings" is set to "Yes", you will not be able
to authorize the transaction. However, you can post the transaction though it will
remain unauthorized. The system parameter can later be set to "No" and the
transaction can be authorized.
Unauthorized Select this radio button to post the selected prepayment invoices/credit
notes as unauthorized.
The system fills in the following fields and cannot be edited:
CRN Doc Type The document type to be used with recurring credit notes is displayed,
if the "Template Type" is set to "Recurring Credit Notes" or "Both" in
the "Post Recurring Vouchers" screen. Otherwise, this field remains
blank. The transaction numbers of the recurring credit notes selected
for posting will be generated based on this document type.
Prepay Doc Type The document type to be used with recurring prepayment invoices is
displayed, in case the "Template Type" is set to "Recurring Payments"
or "Both" in the "Post Recurring Vouchers" screen. Otherwise, this field
remains blank. The transaction numbers of the recurring prepayment
invoices will be generated based on this document type.
Select All Select this check box to select all the vouchers for posting/cancelling. If
a selection made in this field, the "Sel." field in the multiline displays a
check mark.
The following fields are displayed by the system:
Available The number of vouchers available for selection.
Selected The number of vouchers that are selected for posting/cancelling. The
system dynamically fills in this field whenever a voucher is selected in
the multiline.
Version 3.1 4.11

The system fetches the details from the "Post Recurring Vouchers" screen and fills the following
multiline fields:
Vendor Code The code identifying the vendor to whom payment is to be made.
Template Type The type of the template. This field displays either "RP" that indicates a
recurring payment or "RC" that indicates a recurring credit note.
Template No. The number of the recurring payment or the recurring credit note
template.
vendor.
! Note: This field is enabled only when the payment mode of the prepayment
invoice/credit note, as defined in the recurring template, is set to "ESR" or "ESR+".
Template Amount The amount of the recurring payment.
Currency The currency in which the payment must be made.
Exchange Rate The exchange rate of the transaction currency.
mark in this field for all the vouchers. This implies that the voucher has
been selected for posting/cancelling. If the voucher is not to be
selected, click on this field to remove the check mark.
This implies that the voucher has not been selected for
posting/cancelling. If the voucher is to be posted/cancelled, click on
this field to change it to a check mark.
Comments Any comments pertaining to the transaction. By default, the system
displays the comments specified for the template in the "Post
Recurring Vouchers" screen. The edited comment appears in the
unauthorized/authorized document (Alphanumeric, 255). Mandatory.
! Note: If relevant validations (such as effective date checking) for the vendor control or
prepayment accounts or for the respective cost centers fail at the time of
authorization, the unauthorized transaction will exist in the corresponding transaction
screen, where you may modify or delete the transaction.
Paid Status Select "Paid" from the drop-down list box to generate fully paid
prepayment invoices/credit notes along with corresponding authorized
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4/ Processing
payment batch and authorized payment vouchers, at the time of

posting the recurring payment/credit note setup. If "Unpaid" is selected
from the drop-down list box for a recurring credit note and the
document is posted as "Authorized", the resulting credit note will be
authorized but no corresponding payment voucher batch or payment
vouchers will be generated. If the document is a recurring prepayment,
the resulting prepayment invoice will be authorized and an
unauthorized payment batch will be generated for it. However, no
payment vouchers will be generated. By default, the system displays
"Paid" or "Unpaid" depending on whether the "Paid" check box in the
recurring voucher setup is checked or unchecked.
! Note: When the "Unauthorized" radio button is selected, the option set in the "Paid
Status" field will not be applicable for posting purposes. Instead, on posting the
recurring payment/credit note, an unauthorized prepayment invoice/credit note will be
generated without any corresponding payment voucher batch or payment vouchers.
! Note: In case VAT is not applicable, this field is set to "Unpaid" and is always
disabled.
Select the "Post" icon to post the selected vouchers/credit notes.
The processing is based on the action type chosen:
Post and Unauthorized
Unauthorized prepayment invoices/credit notes are generated for the vouchers selected for posting,
with transaction numbers generated as specified in the relevant document number setup. Recurring
prepayment invoices appear in the "Direct Invoice" screen as unauthorized direct prepayment
invoices. Recurring credit notes appear as unauthorized credit notes in the "Debit/Credit Notes"
screen.
! Note: In case VAT is not applicable, unauthorized prepayment vouchers/credit notes

are generated for the vouchers selected for posting. Recurring prepayment vouchers
appear in the "Prepayment Vouchers" screen as unauthorized prepayment vouchers.
Recurring credit notes appear as unauthorized credit notes in the "Debit/Credit Notes"
screen.
Post and Authorized with "Paid Status" as "Unpaid"
In the case of a recurring credit note, an authorized credit note will appear in the "Debit/Credit
Notes" screen, with the "Posted" or "Unposted" status depending on whether it is postdated or not,
and no payment voucher batch or payment vouchers will be generated. If the document is a
recurring prepayment, an authorized prepayment invoice will appear in the "Direct Invoice" screen
with "Posted" status, and an unauthorized payment batch will appear in the "Payment Voucher
Batch" screen. However, no payment vouchers will be generated.
! Note: In case VAT is not applicable, for a recurring credit note, an authorized credit
note will appear in the "Debit/Credit Notes" screen with "Posted" or "Unposted" status,
Version 3.1 4.13

depending on whether it is postdated or not. If the document is a recurring

prepayment, a prepayment voucher will appear in the "Prepayment Vouchers" screen
with "Requested" status irrespective of whether it is postdated or not.
Post and Authorized with "Paid Status" as "Paid"
If the document is a recurring credit note, an authorized credit note will appear in the "Debit/Credit
Notes" screen with "Fully Paid" status. An authorized payment voucher batch and payment
voucher(s) will also be generated for all the credit notes selected for posting. If the document is a
recurring prepayment, an authorized prepayment invoice will appear in the "Direct Invoice" screen
with "Fully Paid" status. An authorized payment batch along with corresponding payment vouchers
will appear in the "Payment Voucher Batch" and "View Payment Detail" screens respectively.
! Note: In case VAT is not applicable, the above case will not arise since the paid
status is always "Unpaid".
! Note: If the "Template Type" field in the "Post Recurring Vouchers" screen is set to
"Both" and the posting option is set to "Authorized", a combination of recurring credit
notes and recurring prepayments can be selected for posting as explained below.
Posting both recurring credit notes and recurring prepayments as Authorized
Ø A single authorized payment voucher batch will be generated for all prepayment invoices and
credit notes whose "Paid Status" is set to "Paid". This will be in addition to the generation of the
"Fully Paid" prepayment invoices and credit notes and their corresponding payment vouchers.
Ø A single unauthorized payment voucher batch will be generated for all selected prepayment
invoices whose "Paid Status" is set to "Unpaid" in addition to the generation of the "Posted"
prepayment invoices.
Ø All credit notes with "Paid Status" set to "Unpaid" will be posted as credit notes with "Posted" or
"Unposted" status but neither a payment voucher batch nor payment vouchers will be
generated for them.
! Note: In case VAT is not applicable, all credit notes will be posted with "Posted" or
"Unposted" status depending on whether they are postdated or not, while all
prepayment vouchers will be posted as "Requested" irrespective of whether they are
postdated or not.
Cancel
The selected vouchers are cancelled and will not appear for posting again.
Select the "Cancel" pushbutton to close this screen and return to the "Post Recurring
Vouchers" screen.
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4/ Processing
Incorporating payment/receipt requests
Ø Payment Voucher Batch and/or Bank/Cash Receipts. Ensure that at least one payment request/receipt
advice transaction has been generated.
Ø Bank/Cash/PTT Synchronizer in Ramco General Ledger.
3 Summary
This screen allows you to incorporate payment requests and receipt advices made to the
Bank/Cash module of Ramco General Ledger from an AP location. It reflects the transaction
postings made in Ramco General Ledger. The status of the requests in the transaction screens is
updated after incorporation.
! Note: If the "Daemon Process" for incorporating payment/receipt requests is running

in the background, the system will not allow you to authorize and update the status of
the selected transactions.
The system offers the following filters through which transactions can be incorporated into Ramco
Accounts Payable: transaction type, status, date range and voucher number range. On specifying
these filters the system fills the multiline with transactions available for incorporation from Ramco
General Ledger.
! Note: The electronic payment modes displayed in this screen will be applicable only
The transaction status, as reflected from Ramco General Ledger, could be one of the following:
"Incorporated", "Printed", "Posted", "Reconciled", "Matched" or "Voided". Given below are brief
explanations of the various status:
Ø If the status is "Incorporated", requests from AP that have been incorporated by Ramco
General Ledger are reflected in AP.
Ø If the status is "Printed", requests for which checks have been printed in GL are incorporated
into AP, updating the corresponding vouchers with the instrument details. This status is valid
only for postdated transactions
Ø If the status is "Posted", requests for which postings have been made to the appropriate books
in GL are incorporated into AP resulting in the updating of the vendor balances in AP.
Ø If the status is "Matched", requests for which bank balances have been matched in GL are
incorporated into AP.
Ø If the status is "Voided", requests that have been voided in GL are incorporated into AP
generating transactions such as void payments or bounced receipts, in AP.
Version 3.1 4.15

Ø If the status is "Reconciled", requests that are reconciled in GL with a difference in amounts are
incorporated into AP creating credit notes or debit notes for the vendor.
7 Data entry
Select "Incorporate Payment/Receipt Requests" from the "Processing" pull-down menu.
Figure 4.6 Incorporate Payment/Receipt Request Screen

Tran Type, Tran No., Tran Date, Currency, Bank/Cash/PTT Type, Bank/Cash/PTT No., Payment/Receipt
Mode, Check Type, Check Prefix, Check No., Tran Amount, Exch. Rate, Base Amount, Status and
Recon Difference.
Action Icons:
Incorporate and Refresh.
Transaction Type Use the drop-down list box to indicate the type of transaction to be
incorporated. The system provides the following options: "Payments",
"Receipts" and "All". By default, this field displays "All".
! Note: In case VAT is not applicable, the system provides the option "Prepayments" in
addition to those listed above.
BCM Status Use the drop-down list box to indicate the status of the transaction to
be incorporated. The system provides the options, "Incorporated",
"Printed", "Posted", "Reconciled", "Matched", "Voided" and "All". By
default, this field displays "All".
From Date The date from which the transactions are to be incorporated (Date
format).
4.16 Version 3.1

4/ Processing
To Date The date till which the transactions are to be incorporated (Date
format).
From Voucher No. The starting number from which the vouchers are to be incorporated
(Alphanumeric, 18).
To Voucher No. The number till which the vouchers are to be incorporated
(Alphanumeric, 18).
Select the "Refresh" icon.
Based on the filters specified, the system fills the multiline with transactions incorporated from
Ramco General Ledger.
Select All Select this check box to select all the transactions listed in the multiline
for incorporation into Ramco Accounts Payable. Leave this check box
blank to deselect all the transactions listed in the multiline. If a
selection is made in this field, the "Sel." field in the multiline displays a
check mark.
Sel. Select this field to select a transaction for incorporation into Ramco
Accounts Payable. The system displays a check mark in this field if the
"Select All" check box is selected.
Tran Type The type of the transaction. The system displays "BP" for "Payment" or
"BR" for "Receipt".
! Note: In case VAT is not applicable, the option "PP" for "Prepayment" is also
displayed.
Tran No. The number of the transaction.
Currency The currency of the transaction.
Bank/Cash/PTT Type The type of the payment/receipt request. The system displays "Bank",
"Cash" or "PTT".
Bank/Cash/PTT No. The number of the bank/cash/PTT.
Payment/Receipt Mode The payment/receipt mode of the payment/receipt request.
Check Type The check type of the payment/receipt. The system displays
"Automatic" or "Manual".
Version 3.1 4.17

Check Prefix The prefix of the check in case of a bank payment/receipt.
Check No. The number of the check in case of a bank payment/receipt.
Tran Amount The amount of the transaction in the transaction currency.
Exch. Rate The exchange rate for the transaction currency.
Base Amount The amount of the transaction in base currency.
Status The status of the payment/receipt request. The system displays one of
the following: "Incorporated", "Printed", "Posted", "Reconciled",
"Matched" or "Voided".
Recon. Difference The difference, if any, between the payment/receipt amount and its
reconciled value in Ramco General Ledger. A credit note or debit note
will be raised accordingly on incorporation in AP to reflect this
difference.
Select the "Incorporate" icon.
On selecting the "Incorporate" icon, the system updates the transaction status of the selected
transactions and the vendor balances.
! Note: Vendor balances will be updated only for posted transactions and not for
transactions for which checks have been printed but not posted in Ramco General
Ledger.
The system updates AP balances depending on the transaction status:
Printed
The system updates the individual vouchers with the instrument details. If the exact bank/cash/PTT
code is not specified in the payment vouchers, GL also updates the bank/cash/PTT details in AP.
Posted
The system updates the bank and cash books in Ramco General Ledger and incorporates it into AP.
Reconciled
A transaction is reconciled in Ramco General Ledger when there is a difference between the
amount payable and the actual amount paid. When this reconciled transaction is incorporated into
AP, the system creates a credit note for the vendor when the amount paid is less than the actual
amount payable. It generates a debit note for the vendor when the amount paid is more than the
actual amount payable.
When a debit note is created, the system debits the vendor control account and credits the
reconciliation suspense account defined in the systems parameter of Ramco Financial
Administration and Control.
When a credit note is created, the system credits the vendor control account and debits the
reconciliation suspense account defined in the systems parameter of Ramco Financial
4.18 Version 3.1

4/ Processing
Voided
On incorporating voided transactions, the system generates reversal transactions based on the
following transaction types:
Payments
The system generates a reversal transaction of the type "VP" internally. If the payment had been
made against an invoice, the invoice value is re-initialized to the original value.
Bank/Cash Receipts
In the case of bounced receipts, the system reverses the entries made while authorizing bank/cash
receipts. Vendor balances are updated and no financial postings are made.
! Note: A default document type is maintained for these system-generated transactions.

Therefore, you will not be able to edit the document type for these transactions.
Version 3.1 4.19

Posting postdated transactions
Ø System Parameters. Set the system parameters relevant for posting postdated transactions.
Ø Ensure that at least one postdated transaction has been entered and authorized.
3 Summary
Ramco Accounts Payable allows you to post the postdated transactions on or after the transaction
date. The account heads in Ramco General Ledger are updated only after the transactions have
been posted.
The system offers the following filters through which you can access authorized postdated
transactions:
Ø Transaction type - you can select the type of postdated transaction to be posted.
Ø Vendor code - you can choose to view postdated transactions of a particular type for a single
vendor or for all vendors.
Ø Date range - the postdated transactions can be viewed for a particular date range.
You can then select the postdated transactions which are to be posted.
! Note: It is mandatory to use this option to process postdated transactions. The

account heads, which are specified during the transactions, do not get updated unless
the transactions are posted using this option.
7 Data entry
Select "Post Postdated Transactions" from the "Processing" pull-down menu.
4.20 Version 3.1

4/ Processing
Figure 4.7 Post Postdated Transactions Screen

Sel, Vendor Code, Vendor Name, Tran Type, Transaction No., Tran Date, Tran Amount, Reference No.
and Comments.
Action Icon:
Authorize.
Vendor Code The code identifying the vendor for whom postdated transactions are
to be posted. Ensure that the vendor has already been defined in the
Press <Enter>. The "Available" field and all the multiline fields are
posted. The following options are available: "FV - Final Invoices", "PF -
PO Based Final Invoice", "CN - Credit Note", "DN - Debit Note", "AI -
Direct Prepayment Invoice", "AP - PO Based Prepayment Invoice",
"CU - Customs Invoice", "CA - Carrier Invoice" and "All Transactions".
From Date The starting date from which the postdated transactions are to be
viewed (Date format).
To Date The date till which the postdated transactions are to be viewed (Date
format).
the postdated transactions available for posting for the specified vendor/all the
vendors till the system date.
Version 3.1 4.21

ii) If the "From Date" field alone is left blank, the system displays all the postdated
transactions available for posting from the starting date of the minimum open
financial period to the date specified in the "To Date" field.
iii) If the "To Date" field alone is left blank, the system displays all the postdated
transactions available for posting from the date specified in the "From Date" field
to the system date.
Select All Select this check box to select all the postdated transactions listed in
the multiline for posting. Leave this check box blank to deselect all the
postdated transactions listed in the multiline. If a selection is made in
this field, the "Sel." field in the multiline displays a check mark.
Available The number of postdated transactions available for the defined

transaction type for this particular vendor or for all the vendors falling
within the specified date range.
Selected The number of postdated transactions that are selected for posting.
The system dynamically fills in this field whenever a transaction is
selected for posting in the multiline.
The system fills in the following multiline fields with details of the postdated transactions:
Tran Type The type of the transaction as selected in the "Transaction Type" field.
Transaction No. The authorized number of the transaction to be posted.
Tran Date The date on which the transaction is due for posting.
Tran Amount The amount of the transaction.
! Note: The system displays only those transactions that are to be authorized and
posted whose date is before or on the system date.
Reference No. The reference number of the document.
Comments The comments/remarks entered in the document.
Sel. If the "Select All" check box is checked, the system displays a check
mark in this field. This implies that the postdated transaction has been
selected for posting. If the postdated transaction is not to be posted,
click on this field to remove the check mark.
This implies that the postdated transaction has not been selected for
posting. If the postdated transaction is to be posted, click on this field to
change it to a check mark.
4.22 Version 3.1

4/ Processing
Select the "Post" icon to post the selected postdated transaction(s) to the books.
The respective account heads in Ramco General Ledger are now updated. The status of the
documents changes to "Posted".
After posting the postdated transactions, the system refreshes the multiline and displays only the
unposted transactions.
Version 3.1 4.23

Raising an inter vendor journal voucher
Ø System Parameters. Set the system parameters relevant for an inter vendor journal voucher.
3 Summary
Ramco Accounts Payable allows you to raise inter vendor journal vouchers to transfer amounts
from one vendor to another vendor or from one account to another account.
Typically, an inter vendor journal voucher is raised to transfer the balance from one vendor to
another when a vendor is closing his operations with the company. In this case, any liability of the
company to pay the original vendor will be payable to the new vendor. Similarly, any advance paid
to the original vendor will be adjusted against the new vendor. This option can be used in a
multilocation environment where amounts have to be transferred from a vendor at one location to
another at a different location, along with the concurrent use of the "Inter Unit Transfer" screen in
The screen allows you to specify the type of account from which the transfer is to take place, that is,
the control account or the prepayment account.
7 Data entry
Select "Inter Vendor Journal Voucher" from the "Processing" pull-down menu.
4.24 Version 3.1

4/ Processing
Figure 4.8 Inter Vendor Journal Voucher Screen

Account Type Use the drop-down list box to specify the type of account from which
the transfer is to be made. The options available are: "AP Account"
and "PP Account".
JV Date The date on which the journal voucher is being raised. The system
date is displayed by default (Date format). Mandatory.
Enter the following field in the "From Vendor Details" group box as given below:
Vendor Code The code identifying the vendor from whom the amount is to be
transferred. Ensure that the vendor has already been defined in the
Mandatory.
Press <Enter>. The "Vendor Name", "Account Payable"/"Prepay A/C

No.", "Vendor A/C Balance", "Currency" and the "Exchange Rate"
Enter the following field when the "Account Type" is set to "AP Account":
Account Payable The AP control account from which the amount is to be transferred.
Ensure that this account is available in the vendor account group for
the specified vendor (Alphanumeric, 32). Mandatory.
Press <Enter>. The "Vendor A/C Balance", "Currency" and the

"Exchange Rate" fields are filled in by the system.
Version 3.1 4.25

! Note: The above field changes to "Prepay A/C No." when the "Account Type" is set to
"PP Account".
Enter the following field when the "Account Type" is set to "PP Account":
Prepay A/C No. The prepayment account from which the amount/balance is to be
transferred. Ensure that this account is available in the vendor account
group for the specified vendor (Alphanumeric, 32). Mandatory.

The following fields are displayed by the system and cannot be edited:
Vendor A/C Balance The system displays the balance amount available in the account from
which the transfer is made.
! Note: The system displays a warning message when the balance in the account from
which the transfer is done, is negative.
Currency The default currency defined in the "Vendor Account Group" screen for
the specified control account/prepayment account is displayed.
Exchange Rate The rate of exchange at which the amount/balance is to be transferred.

In case the currency in the "Currency" field is not a base currency, then
this field will be enabled and the exchange rate for the currency can be
entered.
JV Amount The amount/balance to be transferred (Decimal). Mandatory.
Enter the following field if the "Account Type" is set to "PP Account":
Control A/C No. The vendor control account which is to be affected for the
amount/balance that is transferred. Ensure that this account is
available in the vendor account group of the specified vendor
! Note: This field is disabled if the "Account Type" is set to "AP Account".
Enter the following fields in the "To Vendor Details" group box:
Vendor Code The code identifying the vendor to whom the amount/balance is to be
transferred. Ensure that the vendor is defined in the "Vendor Details"
screen of Ramco Purchasing (Alphanumeric, 18). Mandatory.
Press <Enter>. The "Vendor Name", "Account Payable"/"Prepay A/C

No.", "Vendor A/C Balance", "Currency" and the "Exchange Rate"
4.26 Version 3.1

4/ Processing
Enter the following field when the "Account Type" is set to "AP Account":
Account Payable The AP control account to which the amount/balance is transferred.


! Note: The above field changes to "Prepay A/C No." when the "Account Type" is set to
"PP Account".
Enter the following field when the "Account Type" is set to "PP Account":
Prepay A/C No. The prepayment account to which the amount/balance is transferred.

The following fields are displayed by the system and cannot be edited:
Vendor A/C Balance The system displays the balance amount available in the account to
which the transfer is made.
Currency The default currency defined in the "Vendor Account Group" screen for
the specified control account/prepayment account is displayed.
Exchange Rate The rate of exchange at which the amount/balance is transferred. In

case the currency in the "Currency" field is not a base currency, then
this field will be enabled and the exchange rate for the currency can be
entered.
! Note: The vendor code and the account payable/prepayment account specified in the
"To Vendor Details" group box and the "From Vendor Details" group box should not
be the same, as the inter vendor journal voucher cannot be raised for the same
vendor and the same account.
The system generates a debit/credit note or a prepayment based on the account type chosen:
AP Control Account
The system generates a debit note for the vendor from whom the transfer is made and a credit note
for the vendor to whom the transfer is made. The date on the debit/credit note will be the date of
the journal voucher raised. The contra account will be the account that is set in the system
parameter "Inter Vendor JV Account Number".
Version 3.1 4.27

Prepayment Account
The system generates a credit note for the vendor from whom the transfer is made and a direct
prepayment invoice with the "Fully Paid" status for the vendor to whom the transfer is made. The
date on the credit note/prepayment invoice will be the date of the journal voucher raised. The
contra account will be the account that is set in the system parameter "Inter Vendor JV Account
Number".
! Note: In case VAT is not applicable, the system will generate a credit note for the
vendor from whom the transfer is made and a prepayment voucher with the
"Requested" status for the vendor to whom the transfer is made.
4.28 Version 3.1

4/ Processing
Transferring transactions across AP locations/units
Ø System Parameters. Set the system parameters relevant for inter unit transfer.
Ø At least one transaction should be present in the system that is yet to be transferred or incorporated.
parameters relevant for direct integration with Ramco Bills and LC.
Ø Direct Invoice or Purchase Order Based Invoice. At least one partly paid/unpaid bills applicable invoice
should be present in the system which is yet to be transferred or incorporated, for transfer to Ramco Bills
and LC and at least one transferred invoice should be present in the system for incorporation from
Ramco Bills and LC.
3 Summary
Ramco Accounts Payable allows you to transfer transactions from one AP location to another in the
same currency. The screen allows you to incorporate transactions from the other locations or
transfer transactions to the other location by specifying the action type. The financial period for the
location to which the transaction is to be transferred should be open.
The transactions to be transferred/incorporated could be a direct final invoice, PO based final

invoice, direct prepayment invoice, PO based prepayment invoice, credit note, debit note, customs
invoice or a carrier invoice. You can specify the vendor code for whom the documents are to be
transferred and the OGL account to which the transaction is to be posted.
! Note: Prepayment invoices can be transferred only after they are fully paid.
Bank/Cash receipts can be transferred indirectly as transfer of credit notes only after
they are processed through the Bank/Cash module of Ramco General Ledger and
incorporated into Ramco Accounts Payable.
The screen can also be used to transfer/incorporate bills applicable invoices to/from Ramco Bills
and LC by checking the Bills Transfer check box.
While incorporating transactions, you can specify the control account into which the transaction is to
be incorporated. While incorporating bills applicable invoices, the system lists all invoices that have
been transferred to Ramco Bills and LC. Depending on the status of the invoice, the system either
marks the invoice as paid or allows the invoice to be picked for further adjustments or payments.
7 Data entry
Select "Inter Unit Transfer" from the "Processing" pull-down menu.
Version 3.1 4.29

Figure 4.9 Inter Unit Transfer Screen

Sel, Tran No., Tran Date, Tran Amount, Vendor Code and Vendor Name.
Action Icon:
Transfer or Incorporate.
Enter data as follows:
Action Use the drop-down list box to indicate whether transactions are to be
transferred/incorporated. The system provides the options "Transfer"
and "Incorporate".
The system displays one of the following fields based on the action chosen in the above field. If the
"Action" field is set to "Transfer", the "To Location" field is displayed. If the "Action" field is set to
"Incorporate", the "From Location" field is displayed.
To Location The AP location to which the transaction is to be transferred

From Location The AP location from which the transaction is to be incorporated

Vendor Code The code identifying the vendor to/from whom the transactions must
be transferred/incorporated. Ensure that the vendor has already been
defined in the "Vendor Details" screen of Ramco Purchasing
Press <Enter>. The "Vendor Name", "Control A/C No." and the
"Prepay A/C No." fields are filled in by the system.
4.30 Version 3.1

4/ Processing
From Date The starting date from which the transactions are to be listed in the
multiline for transfer/incorporation. The system date is displayed by
default (Date format).
To Date The date until which the transactions are to be listed in the multiline for
transfer/incorporation. The system date is displayed by default (Date
format).
Inter OGL A/C No. The inter OGL account to which the transaction is to be
credited/debited while transferring/incorporating. Ensure that this
account is defined in the "Chart of Accounts" screen of Ramco General
Ledger and is mapped from the specified AP location to the location to
which the transactions will be transferred. Also ensure that this account
falls within the effective date range set in Ramco General Ledger
Press <Enter>. The "Currency" field is filled in by the system.
transferred/incorporated. The system lists the following options: "PO
Final Invoice", "Direct Final Invoice", "Credit note", "Debit note", "Direct
Prepayment Invoice", "PO Prepayment Invoice", "Customs Invoice"
and "Carrier Invoice".
! Note: In case VAT is not applicable, the system lists the option "Prepayment
Vouchers" instead of "Direct Prepayment Invoice", "PO Prepayment Invoice",
"Customs Invoice" and "Carrier Invoice".
Enter the following field when the action type is set to "Transfer" and the "Transaction Type" is "PO
Prepayment Invoice" or "Direct Prepayment Invoice" or "Prepayment Vouchers":
Control A/C No. The control account for the generation of a credit note that is adjusted
against the transferred prepayment invoice. This reduces the balance
in the prepayment account of the vendor.
Enter the following field when the "Action" field is set to "Incorporate":
The system displays one of the following fields based on the "Transaction Type" chosen above. If
the "Transaction Type" field is set to "Direct Final Invoice", "PO Final Invoice", "Debit Note", "Credit
Note", "Customs Invoice" or "Carrier Invoice", the "Control A/c No." field is displayed. If the
"Transaction Type" field is set to "Direct Prepayment Invoice" or "PO Prepayment Invoice" or
"Prepayment Voucher", the "Prepay A/C No." field is displayed.
Version 3.1 4.31

Control A/C No. The control account into which the transaction has to be incorporated.
Ensure that this account belongs to the vendor account group of the
vendor and falls within the effective date range set in Ramco General
Ledger (Alphanumeric, 32). Mandatory.
Prepay A/C No. The prepayment account into which the transaction has to be
incorporated. Ensure that this account belongs to the vendor account
group of the vendor and falls within the effective date range set in
Ramco General Ledger (Alphanumeric, 32). Mandatory.
Currency The default currency of the inter OGL account is displayed. Only
transactions of this currency can be transferred/incorporated.
! Note: If the account is a base currency account, then transactions of any currency
can be transferred/incorporated.
Select All Check this box to select all the transactions listed in the multiline for
transfer/incorporation. Leave this check box blank to deselect all the
transactions listed in the multiline. If a selection is made in this field,
the "Sel." field in the multiline displays a check mark.
Bills Transfer Select this check box to transfer/incorporate invoices to/from Ramco
Bills and LC.
! Note: When the "Bills Transfer" check box is checked:
i) the "Transaction Type" field lists only the "Direct Invoice" and "PO based Invoice"
drop-down options
ii) the "To Location"/"From Location", "Inter OGL A/C No." and "Control A/C No."
fields are disabled
iii) the system lists only those invoices that are bills applicable.
The system displays the following fields which are disabled:
Available The number of transactions available for selection.
Selected The number of transactions that are selected for transfer/incorporation.

The system dynamically fills in this field whenever a transaction is
selected in the multiline.
The system fetches details of the transactions to be transferred/incorporated and fills the following
multiline fields:
Tran No. The number of the transaction that is to be transferred. While

incorporating the transaction, this number represents the number of the
transaction that is to be incorporated.
Tran Date The date of the transaction to be transferred/incorporated.
4.32 Version 3.1

4/ Processing
Tran Amount The amount of the transaction to be transferred /incorporated.
Vendor Code The code identifying the vendor specified.
! Note: The system lists only those transactions that have not been adjusted/paid till
date, as processing of a document can be done only at one location. However, in the
case of prepayment invoices, the system lists only those documents which are fully
paid. In the case of bills applicable invoices, the system also lists invoices that are
partially adjusted.
The system displays the "Transfer" or the "Incorporate" icon depending upon the option set in the
"Action" field.
Select the "Transfer" or "Incorporate" icon to transfer or incorporate the selected

transactions.
On selecting the "Transfer" icon, the system generates a debit note or a credit note at the
originating location based on the transaction type chosen.
Direct Final Invoice and PO Final Invoice
The system generates a debit note that is adjusted against the invoice. The vendor control account
is debited and the inter OGL account is credited.
On incorporation in the transferred location, the system generates a new invoice at the
incorporating location, debits the inter OGL account and credits the vendor control account.
If the "Bills Transfer" check box is checked, the selected invoices are transferred to Ramco Bills
and LC where the payment is made. It also generates a debit note for the invoice value to reduce
the vendor balance appropriately in AP by debiting the vendor control account and crediting the AP
Bills Suspense account.
After the invoice is transferred, it can no longer be adjusted in Ramco Accounts Payable. On
incorporation of the bills in Ramco Accounts Payable, the system checks for the status of the bills.
If the bills have been realized in Ramco Bills and LC, the system generates an adjustment voucher
adjusting the transferred invoice with the debit note. If the bills have been dishonored, the system
changes the status of the invoice which now becomes open for payment in Ramco Accounts
Payable. It also generates a credit note adjusting the debit note generated earlier at the time of
transfer of the invoice to Ramco Bills & LC.
Direct Prepayment Invoice and PO Prepayment Invoice
The system generates a credit note that is adjusted against the prepayment. The inter OGL account
is debited and the vendor control account is credited.
On incorporation in the transferred location, the system generates a new prepayment invoice with a
"Fully Paid" status at the incorporating location, debits the prepayment account and credits the inter
OGL account. This transaction, generated at the incorporating location, is not processed through
the Bank/Cash module of Ramco General Ledger and hence bank balances are not updated.
Version 3.1 4.33

! Note: In case VAT is not applicable, on transferring a prepayment voucher, the

system generates a credit note which is adjusted against the prepayment. The inter
OGL account is debited and the vendor control account is credited. On incorporation
in the transferred location, the system generates a new prepayment voucher with the
'posted' status at the incorporating location, debits the prepayment account and
credits the inter OGL account. This transaction, generated at the incorporating
location, is not processed through the Bank/Cash module of Ramco General Ledger
and hence bank balances are not updated.
Credit Note
The system generates a debit note that is adjusted against the credit note. The vendor control
account is debited and the inter OGL account is credited.
On incorporation in the transferred location, the system generates a new credit note at the
incorporating location, debits the inter OGL account and credits the vendor control account.
Debit Note
The system generates a credit note that is adjusted against the debit note. The inter OGL account is
debited and the vendor control account is credited.
On incorporation in the transferred location, the system generates a new debit note at the
incorporating location, debits the vendor control account and credits the inter OGL account.
Customs Invoice and Carrier Invoice
The system generates a debit note that is adjusted against the invoice. The vendor control account
is debited and the inter OGL account is credited.
On incorporation, the system generates a new direct invoice at the incorporating location, debits the
inter OGL account and credits the vendor control account.
! Note: A direct invoice is created instead of a customs/carrier invoice since the

referred item and VAT details pertaining to the customs/carrier invoice cannot be
transferred.
4.34 Version 3.1

5/ Inquiries
Select the "Inquiries" menu from the main screen.
Figure 5.1 Inquiries Pull-down Menu Screen

The pull-down menu item of the "Inquiries" option is described below:
Vendor Inquiry Enables you to view the payment analysis for the selected vendor. This
helps you to view specific transactions that have taken place with the
vendor during the specified period.
Drill Down Enables you to view various details such as vendor account opening
balances, over-invoiced purchase orders, pay terms, inter vendor
journal vouchers and transactions transferred and incorporated.
Version 3.1 5.1

Accessing views and drill downs

Each application that uses the "Dcube" utility can add a main menu option through which the views
that have been setup in "Dcube" can be accessed.
The views that have been predefined in the "Configuration" screen (in "Dcube") are displayed by
the system. You can select a view and obtain drill-downs. In other words, double clicking on a field
results in another view offering more details specific to the field. The reports can be drilled down by
double clicking on any row of the columns displayed in red. If no column is indicated in red, it
implies that a further drill down is not possible.
The system offers a graph facility by which you can graphically analyze data. The system allows
you to select the fields in the view, based on which the graphs are to be generated. You can also
select the title and type of graph to be generated, for example, a bar graph or a line graph.
The displayed views can be printed. The system allows you to specify headers and footers for
printing the view. You can also specify the type and size of font, the color of the font and the font
style that is, whether the font should be regular, bold or italics, for printing the views.
Information displayed in a drill-down can be saved as a CSV file, a text file or a formatted file which
can be retrieved when required, for analyses.
The system provides the QuickShot tool which displays basic information for analysis on "Numeric",
"String" and "Date" data types. ABC analysis is an added feature to aid in decision making.
Drill down for vendor inquiry
3 Summary
The "Vendor Inquiry" screen provides you details of YTD payments, YTD discounts taken and YTD
discounts available for each vendor in the given range of vendors. These details are displayed in
the base currency.
The system allows you to view the payment analysis for the selected vendor using the "DT" tool bar
button. This helps you to view specific transactions such as debit/credit notes, payments, purchase
orders raised and invoices received, that have taken place with the vendor during the specified
period.
The columns that offer further drill-down are indicated in italics in each view.
7 Data entry
Select "Vendor Inquiry" from the "Inquiries" pull-down menu.
5.2 Version 3.1

5/ Inquiries
Figure 5.2 Vendor Inquiry Screen

Vendor Code, Vendor Name, Currency, YTD Payments, YTD Disc. Taken and YTD Disc. Available.
From Vendor Code The code of the vendor starting from which the details are to be viewed
(Alphanumeric, 18).
To Vendor Code The code of the vendor until which the details are to be viewed
(Alphanumeric, 18).
Report Currency The check box alongside appears checked by default to indicate that
the report details are to be obtained in the base currency.
Based on the filters specified, the system fills in the following fields in the multiline:
Currency The base currency or the currency in which the vendor transacts,
depending on whether the "Report Currency" check box is checked.
YTD Payments The total payments made for the year till date.
YTD Disc. Taken The total discounts taken for the year till date.
YTD Disc. Available The total discount available for the vendor for the year till date.
Select the desired vendor in the multiline and click the "DT" tool bar button or double-click
the vendor to display details of the vendor analysis.
Version 3.1 5.3

: Display vendor analysis details
3 Summary
This screen allows you to specify further filter criteria based on which records are to be selected.
7 Data entry
Select the vendor in the multiline of the "Vendor Inquiry" screen and click the "DT" tool bar
button.
Or
Select the vendor in the multiline of the "Vendor Inquiry" screen and double-click.
Figure 5.3 Display Vendor Analysis Details Screen

Select one of the following radio buttons in the "Display" group box:
Credit Notes Select this radio button to view credit note details.
Debit Notes Select this radio button to view debit note details.
Payments Select this radio button to view payment details.
Purchase Orders Select this radio button to view purchase order details.
Invoices Select this radio button to view invoice details.
Use the drop-down list box that appears when this option is selected, to
specify whether details are to be obtained for invoices that are bills
applicable or all invoices. The system displays the options: "Bills
Applicable" and "All".
The system displays the following fields which are disabled:
Vendor Code The code identifying the vendor for whom details are to be obtained.
5.4 Version 3.1

5/ Inquiries
Financial Year Use the drop-down list box to select the financial year for which details
are to be obtained.
! Note: The "Financial Year" field is disabled when the "Options" field is set to "Date
Range".
Enter the following in the "Date" group box:
Options Use the drop-down list box to specify whether details are to be
obtained for the financial year, financial period, month or for a specific
date range. The system provides the options: "Financial Year",
"Financial Period", "Monthly" and "Date Range".
Enter the following field that appears only when the "Options" field is set to "Financial Period":
Financial Period Use the drop-down list box to specify the financial period for which
details are to be obtained.
Enter the following field that appears only when the "Options" field is set to "Monthly":
Monthly Use the drop-down list box to specify the month for which details are to
be obtained.
Enter the following fields when the "Options" field is set to "Date Range":
From The starting date from which details are to be viewed (Date format).
To The date until which details are to be viewed (Date format).
On selecting the "OK" pushbutton, the drill down is invoked.
A sample drill down is shown in Figure 5.4.
Version 3.1 5.5

Figure 5.4 A Sample Drill-down Screen
The screen shown in Figure 5.4 displays all credit notes raised for the selected vendor during the
date range specified.
Select the "Show Next Drill Down Criteria" check box to view the selection criteria for the
next view to be displayed.
Select the view to be displayed, in the drop-down list box alongside.
On selecting the view and double-clicking the field(s) that appears in red italics in the multiline,
further drill-down is invoked.
Thus, the drill down can be at many levels for different fields. The views that can be accessed and
the level up to which you can drill down depends upon the configuration details specified in the
"Configuration" screen.
The pushbuttons provided in the drill-down screen carry out the following functions.
Quick Shot Allows you to obtain specific information from the large amount of
data. You can obtain concise statistical information for numeric fields
and can also provide search facility for particular strings. You are
additionally provided with the ABC analysis facility.
Graph Allows you to specify a range of filter criteria and view a graphical
representation of the data which falls within it.
The graphic features offered are as follows:
• A variety of graph types
• Scrolling along X axis
• Predefined graphs
5.6 Version 3.1

5/ Inquiries
• Printing of graphs
• Save graph as .bmp
Print Allows you to take a print out of displayed views.
Save Allows you to store the report generated, as a text table in a chosen
storage medium (hard disk or floppy diskette) in any directory.
Cancel Enables you to exit from the present view.
Criteria >> Allows you to view the specified selection criteria for the displayed
view.
The system allows you to perform the following functions:
Ø Access drill-downs with multiple views.

Ø Access the tools provided.
! Note: For more information on the tools provided by the "Dcube" facility refer to the
Ramco Common Components Manual.
Vendor Inquiry - Views

The following are the views for vendor payment analysis. The columns that offer further drill-down
are indicated in bold italics in each view.
Credit Notes
View Description Credit Notes
Columns displayed Authorized No., Vendor Doc No., Date, Currency, Exchange Rate,
Credit Note Amount, Amount Paid/Adjusted, Reference Type,
Reference.
Drill-down is possible from this view to the following views:
View Description Payment Details
Drill-down field Authorized No.
Columns displayed Authorized No., Payment Type, Date, Currency, Exchange Rate,
Payment Amount, Pay Mode, Bank/Cash/PTT No., Payment Status,
Instrument Prefix, Instrument No., Instrument Status, Check Type.
View Description Debit Notes
Debit Note Amount, Amount Received/Adjusted, Reference Type,
Reference.
Version 3.1 5.7

View Description Vendor Document Number
Drill-down field Vendor Doc No.
Columns displayed Vendor Doc No., Authorized No., Date, Currency, Exchange Rate,
Reference.
Debit Notes
Reference.
View Description Invoice Details
Columns displayed Authorized No., Vendor Invoice No., Invoice Type, Date, Currency,
Exchange Rate, Invoiced Amount, Amount Paid/Adjusted, Invoice
Category
Reference.
View Description Vendor Document Number
Drill-down field Vendor Doc No.
Columns displayed Vendor Doc No., Authorized No., Date, Currency, Exchange Rate,
Reference.
Payment Vouchers
View Description Payment Vouchers
View Description Invoice Details
5.8 Version 3.1

5/ Inquiries
Category
Reference.
Purchase Orders
View Description Purchase Orders
Columns displayed PO Location, PO Number, PO Type, PO Date, PO Category, Pay

Term, Pay Mode, Currency, PO Quantity, PO Value, Prepayments
Made, Asset ID, FA Location, AFE No., GR Flag, Match Status, PO
Status.
Drill-down is possible from this view to the following view:
View Description PO-based Invoices
Columns displayed Authorized No., Invoice Type, Date, Currency, Exchange Rate,
Invoiced Amount, Amount Paid/Adjusted, Invoice Category.
Invoices
View Description Invoices
Category.
View Description Payment Details
Version 3.1 5.9

Reference.
View Description Purchase Orders
Drill-down field None
Columns displayed PO Location, PO Number, PO Type, PO Date, PO Category, Pay

Term, Pay Mode, Currency, PO Quantity, PO Value, Prepayments
Made, Asset ID, FA Location, AFE No., GR Flag, Match Status, PO
Status.
View Description Vendor Invoice Details
Drill-down field Vendor Invoice No.
Columns displayed Vendor Invoice No., Authorized No., Invoice Type, Date, Currency,
Exchange Rate, Invoiced Amount, Amount Paid, Invoice Category.
Drill Down - Views
Transactions Transferred
View ID TRN_TRNSFR
View Name Transactions Transferred
Description List of transactions that have been transferred.
Columns Displayed Tran Type, Authorized No., Tran Date, Vendor Code, Vendor Name,
Vendor Doc No., Tran Amount, Amount Paid, Pay Term No.,
Currency, Exchange Rate, AC Payable and Tran Status.
Vendor Account Opening Balances

View ID LIST_ACBAL
View Name Vendor A/C Opening Balances
Description Opening balances of accounts of all vendors.
Columns Displayed Vendor Code, Financial Year Start Date, Financial Year End Date,
Financial Period Start Date, Financial Period End Date, Account No.,
Currency, Tran Balance, Base Balance and Vendor Balance.
Inter Vendor Journal Vouchers

View ID TRAN_IVJV
View Name List of IVJVs
5.10 Version 3.1

5/ Inquiries
Description List of inter vendor journal vouchers.
Columns Displayed Transaction type, Authorized No., Transaction Date, Vendor Code,
Vendor Name, Vendor Doc No., Transaction Amount, Amount Paid,
Pay Term No., Currency, Exchange Rate and Account Payable.
Current Period Transaction Summary

View ID TRAN_SUMRY
View Name Current Period Tran. Summary
Description Summary of transactions incurred during the current period.
Columns Displayed Transaction Type, Authorized No., Transaction Date, Vendor Code,
Vendor Name, Vendor Doc No., Transaction Amount, Amount Paid,
Pay Term No., Currency, Exchange Rate, Account Payable and
Transaction Status.
Vendors with Priority

View ID VND_PRIRTY
View Name List of Vendors with Priority
Description List of Vendors with Priority.
Columns Displayed Vendor Code, Vendor Name, Control Account No., Currency, Vendor
Account Group, Prepayment Account No. and Priority.
Pay Terms
View ID LIST_PYTRM
View Name List of Pay Terms
Description List of Pay Terms.
Columns Displayed Pay Term No., Pay Term Serial No., Effective Date, Expiry Date, Due
Days, Due %, Discount Days, Discount % and Penalty %.
Transactions to be Incorporated
View ID TRN_INCORP
View Name Transactions to be Incorporated
Description List of transactions to be incorporated at the present AP location.
Columns Displayed Transaction Type, Transaction No., Transaction Date, Vendor Code,
Vendor Name, Currency, Exchange Rate, Transaction Amount, Debit
Credit Code, Account No. and Sending Location.
Version 3.1 5.11

Over-invoiced Purchase Orders

This option enables you to view the amount for which the debit note has to be raised against the
vendor for the goods rejected under the inspection process. In case of purchase orders with
matching type specified as three-way (at PO/GR), the invoices are matched against goods receipts
before the inspection process is completed and subsequently, when there is some rejection at the
time of acceptance, a debit note has to be raised against the vendor.
View ID PO_DRL
View Name Over Invoiced Purchase Orders
Description List of purchase orders that are over-invoiced and require a debit note
to be generated on the vendor to recover the excess payment made.
Columns Displayed PO Location, PO No., Vendor Code, Vendor Name, Item / TCD, Item
Code, Item Description, Ordered Quantity, Ordered Value, Received
Quantity, Received Value, Accepted Quantity, Accepted Value, Billed
Quantity, Billed Value, Debit Note to be Raised and Excess Payment.
! Note: For details on the remaining views, refer to the topic "Vendor Inquiry - Views".
5.12 Version 3.1

6/ Options
Select the "Options" menu from the main screen.
Figure 6.1 Options Pull-down Menu Screen

Refer to Ramco Common Components Manual for an explanation on the following "Options" pull-
down menu items:
Ø Status Bar
Ø Change Company
Ø Change Password
Ø Default Setting
Ø Application Configurator
Ø Screen Customization
Ø Standard Notes
Ø Use Default Printer
Ø Audit Trail
Ø CCH Definition
Ø EDK Definition
Ø EDK Shell
Version 3.1 6.1

The other pull-down menu items in the "Options" menu are described below:
System Parameters Enables you to define system parameters for the application.
Document Serial Number Allows you to define the prefix, suffix and the starting number from
which the running serial number is to be generated for predefined and
user-defined transactions.
Start Daemon Process This option, when selected, initiates the process of automatically
incorporating payment/receipt requests from the Bank/Cash module in
Ramco General Ledger. The system displays a check mark when the
process is running in the background.
6.2 Version 3.1

6/ Options
Setting up document serial number generation
Ø User Registration in Ramco Security of Ramco Administration and Control.
3 Summary
Ramco Accounts Payable provides a flexible system of number generation for documents, to build
in a degree of traceability and accountability into each transaction passed.
The system provides you the option of selecting the transaction for which the setup is to be created.
The setup can be created for a predefined (system generated) transaction or a user-defined
transaction. Predefined transactions are those that are generated by the system which typically
include, incorporation of GL transactions, initial balance entry, inter unit transfer, inter vendor
journal voucher and recurring vouchers. User-defined transactions are those that you enter through
the options listed under the "Transactions" pull-down menu.
You can define the prefix and suffix to be used for each transaction along with the starting number
from which the voucher serial number should be generated. The system enables you to specify
whether the setup details apply to the transaction number or the authorization number or both. You
can also specify the effective period for which the document type can be applied for generation of
serial numbers for the transaction.
The system allows you to specify if the numbering schema for a given type of transaction, is to be
applied for a user, or for a transaction type or for a combination of both. You must enter the "User
ID" or the "Tran Type" or both, depending on the combination selected.
You can also specify whether the details apply to document numbers entered manually.
7 Data entry
Select "Document Serial Number" from the "Options" pull-down menu.
Version 3.1 6.3

Figure 6.2 Document Serial Number Screen

Prefix, Last Voucher No., Suffix, Effective From, Effective To, Voucher Status and Manual Allowed.
Select one of the following radio buttons in the "Doc Type" group box:
User Defined Select this radio button to indicate that the setup details are applicable
for a user-defined transaction.
Pre-defined Select this radio button to indicate that the setup details are applicable
for a predefined transaction.
Doc Type The type of the document for which the setup details are to be defined.
If the "User Defined" radio button is selected, the system allows you to
create your own document type or retrieve an existing document type
If the "Pre-defined" radio button is selected, use the drop-down list box
to select a predefined transaction. The system provides the options,
"Doc Type for Bank Cash Incorp", "Doc Type for Initial Balance", " Doc
Type for Inter Unit Trans.", Doc Type for Inter Vendor JV" and "Doc
Type for Recurring Vouchers".
Enter the following when the "User Defined" radio button is selected and a value has been entered
in the "Doc Type" field:
! Note: In order to enable the following check boxes, the "Enter" key has to be pressed
after entering/selecting a document type. If the document type already exists, these
check boxes will remain disabled but will appear appropriately checked by the system.
6.4 Version 3.1

6/ Options
Transaction Check this box to indicate that the setup details are applicable for the
type of transaction to be specified in "Tran Type" drop down list box.
User Check this box to indicate that the setup details are applicable only for
the user whose ID is to be specified in the "User ID" field.
! Note: The system also allows you to select both the check boxes.
Enter the following field when the "Transaction" check box appears checked:
Tran Type Use the drop-down list box to select the type of transaction for which
the setup details are to be applied.
In the case of user-defined document types, the system lists the

following types of transactions:
• Direct Prepayment Invoice
• PO Based Prepayment Invoice
• Adjustment Vouchers
• Payment Batch
• Payment Voucher
• Bank Receipts
• Carrier Invoice
• Credit Note
• Customs Invoice
• Debit Note
• Final Invoices
• PO based Final Invoice
• PO based Proforma Invoice
• Proforma Invoice
• Recurring Credit Notes
• Recurring Payments
• Invoice Reversal
In the case of pre-defined transactions, the following transactions are

listed depending on the specific predefined document type selected:
Doc Type for Bank Cash Incorp.
• Bounced Receipts
• Credit Note in Incorporate BCM
Version 3.1 6.5

• Debit Note in Incorporate BCM
• Reversal Adjustment
• Void Advance
• Void Payments
Doc Type for Initial Balance
• Prepayment Invoice in Initial Balance
• Credit Note in Initial Balance
• Debit Note in Initial Balance
Doc Type for Inter Unit Trans.
• Direct Prepayment Inv in Inter-Unit Transfer
• PO Prepayment Inv in Inter-Unit Transfer
• Adj. Voucher in Inter-Unit Transfer
• Credit Note in Inter-Unit Transfer
• Debit Note in Inter-Unit Transfer
• Direct Invoice in Inter-Unit Transfer
• PO Based Invoice in Inter-Unit Transfer
Doc Type for Recurring Vouchers
• Direct Prepayment Inv in Rec. Vouchers
• Payment Batch in Recurring Vouchers
• Payment Voucher in Recurring Vouchers
• Credit Note in Recurring Vouchers
! Note: This field appears disabled when the "Doc Type" drop-down list box is set to
"Doc Type for Inter Vendor JV".
Enter the following field when the "User" check box is selected:
User Name The name of the user for whom the setup details are defined. Ensure
that the user has already been defined in the "User Registration"
screen in Ramco Security of Ramco Administration and Control
(Alphanumeric, 30).
Press <Enter>. The "User ID" field is filled in by the system.
The system displays the following field on entering the "User Name":
User ID The system identification number for the user.
6.6 Version 3.1

6/ Options
Prefix The prefix to be attached to the number of the document.

(Alphanumeric, 6).
Last Voucher No. The number of documents generated/created so far, with the specified
document type, prefix and suffix. The system will generate the serial
number of the document starting from the next number. If this field is
left blank, the system generates the voucher number starting from 1
(Integer).
Suffix The suffix to be attached to the number of the document.

(Alphanumeric, 6).
Effective From The date starting from which the prefix and suffix specified, become
effective for the specified document type (Date format). Mandatory.
Effective To The date until which the prefix and suffix specified remain effective for
the specified document type (Date format). Mandatory.
Voucher Status Use the drop-down list box to indicate whether the setup details are
applicable for the transaction number or the authorization number or
both. The system provides the options, "Transaction No.",
"Authorization No." and "Both". Mandatory.
Manual Allowed Use the drop-down list box to indicate whether the details are
applicable for document numbers entered manually. The system
provides the options, "Yes" and "No". Mandatory.
Select the "Apply" pushbutton to store the document serial number details.
Version 3.1 6.7

Defining system parameters
3 Summary
Ramco Accounts Payable enables you to indicate preferences regarding settings and default
values. These parameters which affect the system are called "system parameters". There are two
types of system parameters namely, predefined parameters and user-defined parameters.
Predefined parameters need to be specified at the time of installation and cannot be modified
subsequently. User-defined parameters can be modified as and when the need arises.
! Note: The system lists only user-defined parameters whose values can be altered, in
this screen. Since predefined parameters cannot be modified they are not displayed.
However in "View" mode, the system would list two predefined parameters: "Initial
balance through transactions" and "Validate Account type".
The system enables you to define parameters for Ramco Accounts Payable for the following:
Ø Enabling initial balance entry to be carried out from transactions (This has to be defined at the
time of installation).
Ø Automatically matching approved invoices and automatically authorizing invoices that are
completely matched.
Ø Enabling the editing of discount amount and allowing discount to be calculated based on the
gross invoice value or the base invoice value.
Ø Specifying the codes for accounts such as discount, invoice price variance, inter vendor JV,
penalty and rounding off.
Ø Specifying the cost center for Currency Variance account, Discount account, Inter Vendor JV
account, Invoice Price Variance account and Rounding Off account.
Ø Specifying the tolerance percentage for invoice quantity and value.
Ø Allowing posting of transactions across open financial years.
Ø Temporarily freezing postings to Ramco General Ledger.
7 Data entry
Select "System Parameters" from the "Options" pull-down menu.
6.8 Version 3.1

6/ Options
Figure 6.3 System Parameters Screen

Modify and View.
The description and values of all the parameters defined are displayed in the list box in the bottom
portion of the screen. On highlighting a parameter which needs to be altered, the system fills in the
following fields in the top portion of the screen:
Parameter Description The description of the parameter. This field is disabled and cannot be
edited.
Parameter Value The value of the parameter. This field can be changed and is enabled
only in the "Modify" mode (Alphanumeric, 30). Mandatory.
! Note: Since predefined parameters are not listed in this screen, explanations have not
been provided for them. However, two important parameters, "Initial Balance Entry
through Transactions" and "Validate account type", have to be set at the time of
installation of Ramco Accounts Payable. These parameters defined during installation
cannot be modified in the normal course of operation of the module; its status can
only be viewed. They are explained below:
Initial Balance Entry through

Transactions Check this box while installing Ramco Accounts Payable to indicate
that initial balances of vendors can be entered through transaction
screens such as "Direct Invoice" and "Debit/Credit Notes". Uncheck
this box while installing, to prevent initial balance entry through
transaction screens so that they can be entered only in the master
screen.
Validate Account type This box is checked to validate the accounts that are getting posted at
the time of authorizing a direct invoice, PO based invoice, debit/credit
note, recurring prepayment/credit note and tax/charge/discount master
with respect to their nature like asset, liability, expense or revenue.
Version 3.1 6.9

Uncheck this box to authorize these transactions without any validation

with respect to accounts.
! Note: The validation with respect to control accounts valid for a vendor is not
dependent on this parameter and is done irrespective of whether it is set to "Yes" or
"No".
The list of user-defined parameters available are as follows:
Allow modification of
Pay Mode Check this box to "Yes" to indicate that the pay mode defaulted in the
"PO Based Invoice" screen can be modified.
pay term from POM Check this box to "Yes" to indicate that the pay term defaulted in the
"PO Based Invoice" screen can be modified.
payment schedule Check this box to "Yes" to indicate that the payment schedule
generated for a transaction on the basis of the pay term can be
modified in the "Payment Schedule" subscreen.
Allow Trans. for Vendors

deleted in POM Check this box to "Yes" to indicate that transactions for vendors
deleted in Ramco Purchasing can be processed in Ramco Accounts
Payable.
Allow Transactions
across Financial Yrs. Check this box to "Yes" to indicate that postings can be made across
open financial years.
Anchor Date earlier

than invoice date Check this box to "Yes" to indicate that the anchor date for a given
payment schedule can be earlier than the system invoice/credit note
date.
Application title type Use the drop-down list box to indicate the title which has to be
displayed on top of the screen and its alignment, while the application
is running. Select the option "No Title - 1" for the application name
alone to appear on the left of the title bar. Select "Context Title - 2" for
the application name to appear on the left and the user-defined context
title on the right of the title bar. Select "Company-Location Code - 3" for
the application name to appear on the left and the company code and
the location code on the right of the title bar. Select "Company-
Location Name - 4" for the application name to appear on the left and
the company name and the location name on the right of the title bar.
Authorize on Match Check this box to "Yes" to indicate that the system should
automatically authorize PO based invoices when they are completely
matched.
6.10 Version 3.1

6/ Options
Auto Match on Approval Check this box to "Yes" to indicate that the system should
automatically match PO based invoices when they are approved.
Base rate for Liability creation Use the drop-down list box to set the exchange rate to be used by
default for invoices, credit notes and debit notes in the particular AP
location. The options available are: "Buying Rate - 0", "Selling Rate -
1", "Market Rate - 2" and "Revaluation Rate - 3".
Base rate for Others Use the drop-down list box to set the exchange rate to be used by
default for transactions like adjustment vouchers and others for which
no specific base rate is applicable in the particular AP location. The
options available are: "Buying Rate - 0", "Selling Rate - 1", "Market
Rate - 2" and "Revaluation Rate - 3".
Base rate for Payments Use the drop-down list box to set the exchange rate to be used by
default for payment vouchers in the particular AP location. The options
available are: "Buying Rate - 0", "Selling Rate - 1", "Market Rate - 2"
and "Revaluation Rate - 3".
Base rate for Receipts Use the drop-down list box to set the exchange rate to be used by
default for bank/cash receipts in the particular AP location. The options
available are: "Buying Rate - 0", "Selling Rate - 1", "Market Rate - 2"
and "Revaluation Rate - 3".
Confirmation on Authorization Check the box to "Yes" to indicate that the system should pop up a
message confirming authorization on authorizing a document.
Context title Enter the title that has to be displayed in the top right corner of the
screen while the application is running. This is effective only when the
"Application Title Type" is set to "2" (Alphanumeric, 35).
Cost Center for Currency

Variance Enter the cost center to appear by default for the currency variance
account. The system lists all cost centers mapped for the currency
variance account in Ramco Management Accounting.
! Note: The default cost center for currency variance account will be used only for
payment vouchers. In other cases where currency variance account is used, the cost
center last mapped to the account selected will be displayed and cannot be edited.
Cost Center for Discount

Account Enter the cost center to appear by default for the discount account. The
system lists all cost centers mapped for the discount account in Ramco
Management Accounting.
Cost Center for Inv Price Var

Account Enter the cost center to appear by default for the invoice price variance
account. The system lists all cost centers mapped for the invoice price
variance account in Ramco Management Accounting.
Version 3.1 6.11

Cost Center for IVJV Account Enter the cost center to appear by default for the contra account to be
used while generating an inter vendor journal voucher. The system lists
all cost centers mapped for this account in Ramco Management
Accounting.
Cost Center for Penalty

Account Enter the cost center to appear by default for the penalty account. The
system lists all cost centers mapped for this account in Ramco
Cost Center for Rounding-off

Account Enter the cost center to appear by default for the rounding-off account.
The system lists all cost centers mapped for this account in Ramco
Default Anchor Date to

Vendor Inv Date Check this box to "Yes" to indicate that the anchor date should be
defaulted to the vendor invoice date. Leave this box unchecked to
indicate that the anchor date should be defaulted to the system invoice
date.
Default Invoice Price

Variance A/C No. Enter the number of the account into which the difference amount
between the purchase order value of the item and the invoice value is
to be posted (Alphanumeric, 32).
Default Setting Flag Check this box to "Yes" to enable the "Default Settings" menu item
under the "Options" pull-down menu.
Discount Account Number Enter the account number to which discounts are to be posted, in the
parameter value box (Alphanumeric, 32).
Discount based on
Gross Invoice Value Check this box to "Yes" to indicate that discount computation is to be
based on the gross invoice value. Uncheck this box to indicate that the
discount computation is to be based on the base invoice value.
Discount editable Check the box to "Yes" to indicate that the discount amount can be
edited in the "Adjustment Vouchers" and the "Payment Voucher Batch"
screen.
Discount Proportional Check the box to "Yes" to indicate that the discount computation
should be in proportion to the amount paid/adjusted as against the total
amount outstanding. Uncheck this box to indicate that the discount can
be availed only at the time of completely squaring off the liability.
Discount regardless of date Check the box to "Yes" to indicate that the discount amount is to be
calculated regardless of the payment date in the "Adjustment
Vouchers" and the "Payment Voucher Batch" screens.
6.12 Version 3.1

6/ Options
Error file path The path for the file in which the errors generated while incorporating
payment/receipt requests, from Ramco General Ledger should be
saved.
Freeze Postings Check this box to "Yes" to temporarily freeze postings to Ramco
General Ledger. This is typically used while reports are being
generated in Ramco General Ledger.
Incorporation Interval
(in minutes) The time interval in minutes within which the "Daemon Process" has to
be invoked by the system in order to incorporate the payment/receipt
requests from Ramco General Ledger. On invoking the daemon
process at the time interval specified, the system sets the system
parameter "Incorporate processing mode" to "1".
Incorporate processing mode This is set to "Not in Progress - 0" by default. The system displays
"Daemon Process Running - 1" when the "Start Daemon Process" has
been invoked from the "Options" pull-down menu. This parameter is
set to "Manual Process Running - 2" if the "Incorporate
payment/receipt requests" screen is invoked, for manual incorporation.
The parameter values are updated by the system and cannot be
modified except for resetting the values from "Manual Process
Running - 2" or "Daemon Process Running - 1" to "Not in Progress - 0".
Initial balance entry By default, the system displays "Not Completed - 0" to indicate that the
vendor initial balance entry is not complete. It displays "In Progress - 2"
when the initial balance entry is in progress. When it is completed, the
system updates the value to "Completed - 1". The parameter values
are updated by the system to show the stage of initial balance entry
and cannot be modified. However, you can modify the status from "In
Progress - 2" to "Not Completed - 0" to enable the data to be re-
entered in case of any interruption when the initial balance entry is in
progress.
Inter Vendor JV
Account Number Enter the number of the contra account to be used while generating an
inter vendor journal voucher (Alphanumeric, 32).
Invoke Auto Adjust on

Authorize Check this box to "Yes" to indicate that automatic adjustment should
be invoked for a final invoice or credit note immediately after it is
authorized, displaying the transactions against which such adjustment
can be carried out.
Maximum Invoice Amount Enter the maximum amount allowed for an invoice. During the
transactions, the system displays an error message if this amount is
exceeded (Decimal).
Version 3.1 6.13

Maximum Payment Amount Enter the maximum amount that can be entered in the "Payment
Amount" field for a payment voucher. If this amount is exceeded, the
system displays an error message (Decimal).
Payment Schedule Prefix Enter the prefix for system generated payment term numbers. The
system displays "SYSTEM" by default.
Penalty Account Number Enter the account number to which penalty amounts are to be posted,
in the parameter value box (Alphanumeric, 32).
Perform Last Fetch Checks Check the box to "Yes" to indicate that when a screen is opened the
details of the previous record are to be defaulted in the screen.
! Note: This field can be checked to "Yes" only when the system parameter "Default
Setting Flag" is set to "No".
Preview Transaction Report

Before Print Check the box to "Yes" to enable the preview mode of the transaction
report before printing.
Rounding-off
Account Number Enter the account number to which any difference between the debit
and credit totals should be posted (Alphanumeric, 32).
Tolerance % for
Invoice Quantity Enter in terms of percentage the difference that can exist between the
purchase order/goods receipt quantity and the invoice quantity of an
item, at the time of forced matching through the "Matching" screen
(Decimal).
Tolerance % for Invoice Value Enter in terms of percentage the difference that can exist between the
purchase order/goods receipt value and the invoice value of an item,
at the time of forced matching through the "Matching" screen
(Decimal).
Unique Vendor Invoice No.

for Vendor Use the drop-down list box to indicate whether duplicate invoice
numbers are allowed or not for a vendor. Select "Display Error - 1" if
invoice number cannot be duplicated, "No Error - 2" if invoice number
can be duplicated and "Warning - 3" if duplication is allowed with
warning.
! Note: This field cannot be set to "2" or "3" if the system parameter "Vendor Invoice
No./System Generated No." is set to "Vendor Invoice No - V".
Vendor Invoice No./

System Generated No. Use the drop-down list box to indicate whether, in the "Add" mode in
the "Direct Invoice", "PO Based Invoice" and "Customs/Carrier
Invoice" screens, the invoice number should be generated by the
system or should be automatically taken from the vendor invoice
6.14 Version 3.1

6/ Options
number. The options available are: "Vendor Invoice No - V" and

"System Generated - S".
Version Checking Flag Set the parameter value to "Yes" to enable the version checking utility
whenever the system is invoked. The utility automatically checks if the
dynamically linked libraries (DLLs) version matches the product
version.
Work Flow Enabled Check this box to "Yes" if Ramco Workflow is running in the specified
AP location.
Select the "Apply" pushbutton to record the system parameter settings.
Version 3.1 6.15

Appendix A
General information on using Ramco e.Applications
Using the Mode of Data Entry drop-down list box

The mode of data entry drop-down list box is available at the left upper half of almost all screens.
This list box is used to choose a mode of data entry in that screen. On positioning the mouse
pointer on this box and clicking on the downward pointing arrow, a list of options appear. These are
the modes of data entry for which you have been given permission in Ramco Security of Ramco
Each time a screen is invoked, the "Modify" mode appears as the default mode of data entry. The
various modes of data entry are "Add", "Modify", "Delete" and "View".
Select "Add" if you want to create a new record. After entering the details of a new record, select
the "Apply" pushbutton.
Select "Modify" if you want to modify an existing record. After modifying the details of an existing
record, select the "Apply" pushbutton.
Select "Delete" if you want to delete an existing record. After retrieving an existing record, select
the "Apply" pushbutton.
Select "View" if you merely want to view the details of existing records.
Deleting records in Ramco e.Applications Accounts Payable

There are two types of delete used across Ramco Accounts Payable - "Hard Delete" and "Soft
Delete". These processes are carried out by the system in the backend when you choose the
"Delete Mode” and select “Apply”.
Hard Delete
When a hard delete is carried out on a record, it is completely purged from the system and cannot
be recalled.
Soft Delete
When a soft delete is carried out on a record, it is not completely purged from the system. This
record can only be viewed and cannot be used in any further transactions.
Masters
Soft delete is carried out in all masters.
Transactions
Hard delete is carried out in all transactions.
Version 3.1 A-1

Processing
Hard delete is carried out in all processing screens.
Using the "Help" tool bar button for field level help
Most of the Ramco e.Application screens contain a "Help" tool bar button on the tool bar. This is
symbolized by a magnifying glass with a small handle. During data entry, you do not have to
remember the details of any previously entered information. Ramco e.Applications support the
retrieval of previously entered information for many fields in a screen, through this "Help" tool bar
button.
The availability of field level help will be indicated by an enabled "Help" tool bar button, whenever
the cursor is positioned on a field. By clicking the "Help" tool bar button, you can launch a screen in
which previously entered information for the chosen field will be displayed. You can browse through
the displayed information and select the data you want.
If the "Help" tool bar button appears disabled whenever the cursor is positioned on a field, it
indicates that the field level help is not available for this field.
Help screen without filter and help screen with filters
The actual availability of field level help may be either simple or detailed. In a simple format, the
help screen lists all data corresponding to the selected field. Highlight any data and select the "OK"
pushbutton. The highlighted data is displayed in the selected field. The help screen also closes.
This is a help screen without any filter.
In the detailed format, the help screen will appear with a number of filters which enable you to
accurately select the data satisfying a number of filter conditions. Filtered help is used whenever
the data corresponding to the field is large and the data can be viewed under different
combinations. Set the filter conditions, by choosing the radio buttons provided. The final list of data
now appears. Highlight the data you need and select the "OK" pushbutton to bring this data to the
selected field. The help screen will also close.
Entering data in a multiline

Most of the Ramco e.Applications screens have multiline boxes. These are represented in a tabular
format with a number of columns and rows. Data entry in some screens will include extensive data
entry in these multilines.
The figure displayed above represents a multiline that appears in different screens of Ramco
e.Applications. Col1, Col2 and Col3 are the column titles. Each rectangular area is called a cell in
which data will be entered.
A-2 Version 3.1

Appendix A
The following are the different activities involved while entering/deleting data in the multiline cells:
Ø Navigating through the cells in the multiline

Ø Entering data in a cell
Ø Duplicating records already available
Ø Deleting data in a cell
Ø Deleting an entire row
Ø Viewing a snapshot of a record
Ø Adjusting the column widths
Navigation in the multiline
Moving from one cell to another in the same row or another row is called navigation. To navigate in
a multiline, you must first select the multiline. This can be done by clicking the mouse in any of the
cells in a multiline. The selected cell is highlighted by a thick border.
From here, you can go to the cell required by navigating with the arrow keys or using the mouse.
This navigation is necessary because all the columns in the multiline are not always available in
one view. If the multiline does not appear in one view, there will always be a scroll bar. You can use
the mouse to move the scroll bar which is either vertical or horizontal, till the required cell comes to
view. You can also use the arrow keys to go to the required cell.
The following are some of the other options available to navigate to specific cells in a multiline:
Ø To go to the first cell of the first row from anywhere in the multiline, use the <Ctrl> + <Home>
keys. To go to the last column of the last row, use <Ctrl> + <End>.
Ø To go to the first cell of a row from any of cells in that row, use the <Home> key on the
keyboard. To go to the last cell, use <End>.
Ø You can also use the <Page Up> and <Page Down> keys to go to cells that are above and
below the currently selected cell.
Ø You can use <Tab> to move to a cell to the right of the current cell.
Ø You can use the <Shift> + <Tab> keys to move to a cell to the left of the current cell.
Entering data in multiline cells
To enter data into a multiline cell, select the multiline by clicking the mouse anywhere in the
multiline. Navigate and go to the required cell where the data has to be entered. Once you reach
the cell you can start entering the data.
Duplicating records already available
When all the cells are entered in a multiline row and you want to replicate the same data in another
row, the following options are available:
Ø Insert a new row with the same data as that of the row immediately above it by pressing the
<F8> key.
Or
Ø Append a new row at the end of the multiline with the same data as that of the highlighted row
by pressing the <F7> key.
Version 3.1 A-3

! Note: To insert rows, the <Ins> key should be active.
Deleting data in a cell
To delete data in a particular cell, select the cell and press the <Backspace> key on the keyboard.
Or, select the cell and double-click the mouse to highlight the data in the cell. Press the <Del> key
to delete the data in that cell.
Deleting an entire row
Select any cell in the row that must be deleted. Press the <Del> key. The entire row gets deleted
from the multiline.
Snapshot of a record
If the entire row has to be visible along with the data entered in each cell, you can use the snapshot
option. To obtain a snapshot of any row, select the row and press the <F9> key.
Adjusting the column widths
The individual column widths can be increased or decreased by clicking on the right edge of any
column. Once the "+" symbol appears, you can drag the mouse to the right or left to increase or
decrease the width of the columns.
The ARCC pushbuttons

The ARCC ("Apply", "Reset", "Clear" and "Cancel") pushbuttons are normally available in almost all
the screens. They are placed horizontally at the bottom of the screens. Besides these pushbuttons,
there are other pushbuttons in some screens. For example, screens used for generating reports
have the "Print" and "Save" pushbuttons. However, the functionality of the ARCC buttons across
Ramco e.Application screens is unique.
These pushbuttons are closely linked with the mode of data entry selected using the mode of data
entry drop-down list box. Depending on the mode selected, these pushbuttons appear enabled or
otherwise. For example, whenever the "View" mode is selected, the "Apply" pushbutton will be
disabled.
Select the "Apply" pushbutton either to add a record ("Add" must be the mode of data entry), to
delete a record ("Delete" must be the mode of data entry) or modify a record ("Modify" must be the
mode of data entry). Now a record is either added, deleted or modified. The screen will not close
and all the entries remain unchanged when you either add or modify a record. Only when the action
is "Delete", will all the fields in the screen be cleared. Appropriate messages appear on the status
bar, informing you whether a record has been successfully added, deleted or modified.
Select the "Reset" pushbutton to fetch the last updated record from the database. This will be done
provided a record was added during the last login session.
Select the "Clear" pushbutton to clear the data from all the fields in the screen. However, the screen
will not close.
Select the "Cancel" pushbutton to close the screen (without adding, deleting or modifying) and go
back to the earlier screen.
A-4 Version 3.1

Appendix A
Entering date details

There are many fields in Ramco e.Application screens where dates must be mentioned. You can
enter date details in the following manner.
Ø Place the cursor in the date field.

Ø Select the <F2> key to clear the field.
Ø Select the <F3> key to enter the current date, or
Ø Select the <F4> key to choose the date from a calendar.
When the <F4> key is selected, a calendar screen appears using which you can choose the year,
month and date. After choosing the date details, select the "OK" pushbutton to bring this date on
the field of the main screen.
The up/down arrow provided at the right end of the date field can be used to increment/decrement
the date.
In addition, whenever the individual numbers of the date component (year, month and date) appear
in any field, these individual elements can be changed selectively (by incrementing or
decrementing it). This is done by first clicking on the individual element till a dark triangular symbol
appears below it. Next click on the up/down spin buttons provided. When the individual elements
change, the other components of the date fields will also change. However, the validity of the date
displayed will be maintained.
Accessing other screens using tool bar buttons and screen icons
Most of the Ramco e.Applications screens can be invoked from the main screen of the individual
applications. However, each screen in an application also contains a number of buttons placed
horizontally on the tool bar. By clicking on these, you can launch the appropriate screen. These tool
bar buttons launch screens which are relevant to the screens in which they appear. The names of
the screens which will be launched from these buttons can be identified by using the "tool tip"
facility available. Place the arrow shaped cursor on any tool bar button for a second or two, till a
bubble appears containing the name of the screen it launches.
Sometimes, screen launching icons are placed inside the data entry section of a screen. These are
called as "screen icons". Usually, launching the screen through the screen icon is a part of the data
entry procedure, unlike the tool bar buttons which help you to launch screens you may like to
optionally view. The screen icons are not supported with the "tool tip" facility.
Status icons and status buttons

The Ramco e.Application screens, besides allowing you to manipulate a record (adding, modifying
and deleting) also allow you to assign a status to any record entered in a screen. Assigning
statuses, which include authorizing ("Authorized") or not authorizing ("Unauthorized") a voucher, a
sales order and a purchase order, is mainly carried out in the transaction screens.
Version 3.1 A-5

Such statuses of the record are displayed on the screen through "status icons", which are normally
placed alongside the data entry fields. Sometimes "status buttons" are available, essentially for the
same purpose.
The difference between the two is that the status icons are represented as bit mapped items
whereas the buttons are not.
Data types used in Ramco e.Applications

The following are the data types used in the data entry fields in Ramco e.Applications:
Ø Alphanumeric
Ø Integer
Ø Decimal
Ø Date format
Alphanumeric
The data entered here consists of letters of the alphabet (a-z, A-Z), numbers (0-9), special symbols
or a combination of these. The length of the fields depends on the number of characters specified
for it. The number of characters appear to the right of the data type, in the user manual. For
example, Alphanumeric, 40.
Integer
The data entered here consists of a combination of numbers (0-9). In other words, it consists of
whole integer values only.
Decimal
The data entered here consists of a combination of numbers (0-9) and allows a decimal point.
Date format and Time format
The data and time entered here is in any of the date and time formats provided to the user. The
date and time formats depend on what is specified in the "Systems Parameters" screen of the
application. A range of date and time formats are available. The default date and times which
appear will be in the format specified.
A-6 Version 3.1

Appendix B
Tool Bar and Subscreen Buttons
This chapter lists the names of the screens that the tool bar and subscreen buttons activate, in the
Accounts Payable module. When the tool bar or subscreen button activates a screen from another
module, the name of the module is also given.
Asset Details (Fixed Assets).
Attach Documents.
Authorize Invoices.
Auto Adjust.
Auto Match.
Code Help.
Convert Proforma Invoice.
Date Amount Help.
Distribution Code Help.
Formula Builder.
GUI Editor.
Invoice Reversal.
Notes.
Pending Transaction Details.
PO Details (Purchasing).
Posting Details.
Print.
Version 3.1 B-1

Receipt Details.
User Defined Screen.
Vendor Address.
Vendor Analysis Details.
View Payment Detail.
Zoom.
Zoom to Vendor Account Group.
Zoom to Vendor Details Screen.
Zoom to Vendor Inquiry.
B-2 Version 3.1

Glossary
Authorization An act that provides control within transactions. Account heads are
updated only on authorization. Authorized transactions cannot be
updated or changed.
Bank Receipt A receipt for payments received from a vendor in the form of a bank
instrument.
Budget An estimate of the cost that will be incurred for a particular period of
time, as per the yearly plans.
Cash Receipt A receipt for payments received from a vendor in the form of cash or a
money order.
Chart of Accounts A design of the company's accounts structure. Ramco Financial

enables you to define a hierarchical structure that can consist of a
maximum of thirty-two levels. Each level can have any number of
account heads in it.
Checks Checks are negotiable instruments, that is, the holder can claim
payment on them provided the holder takes them in good faith, for
consideration and before maturity.
Classification A method of allocating income/expenditure to a particular head. All

projects and activities can then be mapped to a particular income or
expenditure.
Control Accounts Accounts predefined in Ramco General Ledger to which accounts in

the Chart of Accounts are mapped. Control accounts are of these
types: Accounts Receivable, Accounts Payable, Bank Account, Cash
Account, Prepayment Account, TDS Account and Travelling Expense
Account. It is through these accounts that the transactions from the
other applications are posted to Ramco General Ledger.
Cost Center A user-defined categorization of departments or processes that

enables the analysis of income/expenditure occurring for each.
Credit Note This is an adjustment against an invoice/payment that increases the

amount to be paid by the company.
Debit Note This is an adjustment against an invoice/payment that decreases the

amount to be paid by the company.
Discount Discount is allowed to a customer in order to encourage him to buy

more at a time or to pay promptly.
Financial Period User-defined periods within the financial year which aid in streamlining
financial transactions. The system allows a maximum of ninety-nine
periods to be defined.
Version 3.1 G-1

Financial Year A statutory period used for capturing the financial data. The trial
balance and balance sheet are generated at the end of a financial
year.
General Ledger Account An account in Ramco General Ledger where the cumulative
transaction amounts are posted.
Inventory The year end closing stock of a firm consisting of finished goods, raw
materials, stores and spare parts.
Liabilities The obligations (financial/economic) of a firm.
Masters Permanent details of vendors and taxes stored in the system that
serve as a base for transactions.
Matching A process that compares the invoice quantity and value with the
quantity and value specified in the purchase order or the goods receipt
note. This ensures that both invoice quantity and value are within
specified tolerances before the invoice is authorized.
Payment Voucher Documentary evidence of a payment.
Proforma Invoice A provisional invoice that is created when goods are despatched. The
receiver is not deemed responsible to pay the amount in a proforma
invoice.
Purchase Journal A purchase journal keeps track of all purchases made for each vendor.
Recurring Payments Payments that are to be made at specific intervals.
Tax Deducted at Source Tax deducted from the amount paid to the contractor. This tax amount
is paid to the tax authorities on behalf of the contractor.
G-2 Version 3.1

Index
Debit/Credit Note, 3.115
—A—
Direct Invoice, 3.33
Account Currency, 2.15
Invoices in Bulk, 3.117
Account groups
Matched Invoice, 3.93
Vendor, 2.2
Payment Voucher Batch, 3.155
Account
Prepayment Vouchers, 3.163
Inter OGL A/C, 4.31
Purchase Order Based Invoice, 3.62
Inv. Price Var. Account, 3.58
Auto Adjust, 3.133
Variance Account, 3.148
Accounting details, 3.31 —B—
Accounts payable control accounts, 2.2 Bank details
Accounts Payable cycle, 1.2 Payment Vouchers, 3.153
Accounts Payable Bank Receipts, 3.202
Features, 1.12 Bank/cash receipt, 3.202
Functional Overview, 1.3 Base Currency, 2.15
Integration with other applications, BCM Status, 4.16
1.10 Billed Quantity, 3.92
Introduction, 1.1 Billed Value, 3.92
Maintaining master information, 1.4 Bills Transfer, 4.32
What is, 1.1 Bulk Authorization
Accounts Invoices, 3.117
Control account, 2.2 Prepayment Vouchers, 3.163
Prepayment account, 2.2
Additional details —C—
Customs/Carrier Invoices, 3.77 Cancelling
Debit/Credit Note, 3.107 Recurring Vouchers, 4.9
Direct Invoice, 3.22 Carrier invoices, 3.65
Payment Vouchers, 3.148 Taxes/Charges/Discounts, 3.84
Adjust Batch No., 3.131 Cash Receipts, 3.202
Adjusted Amount, 3.136 Closing
Adjusting payments, 1.7 Financial Period, 4.3
Adjustment voucher, 3.129 Common Components, 6.1
Authorizing, 3.137 Confirming
Automatic Adjustment, 3.133 Payment Vouchers, 3.144
Manual Adjustment, 3.135 Control Account Number
Pay group details, 3.134 Vendor Account Group, 2.4
Anchor Date, 3.9 Control accounts
App. Amount, 3.155 Accounts payable, 2.2
ARCC. See Apply, Reset, Clear, Cancel Creating payments, 1.7
Authorizing Creation of direct and purchase order
based invoices, 1.5
Adjustment Vouchers, 3.137
Credit note, 3.94
Customs/Carrier Invoices, 3.86
Payment schedules, 3.110
Version 3.1 I -1
Credit/Debit Note No., 3.97 Bank Cash Incorp., 6.5

Criteria >>, 5.7 Initial Balance, 6.6
CRN Doc Type, 4.11 Inter Unit Transfer, 6.6
Currency Recurring Vouchers, 6.6
Vendor Account Group, 2.3 User-defined, 6.5
Current O/S, 3.132 Dr/Cr Note. See debit/credit note
Current Period Transaction Summary Drill Down, 5.2
Analysis, 5.11 Views, 5.10
Customs and carrier invoices, 3.65
Authorizing, 3.86 —F—
Invoice Status, 3.87 Field level help, A-2
Item/Additional Details, 3.77 Final Invoices, 3.5
Payment Schedules, 3.72 Converting from Proforma Invoices,
3.30
Reversing, 3.87
Financial period
Customs invoices, 3.65
Closing, 4.3
—D— Formula builder, 2.16
Data types, A-6 Formula Id, 2.17
Date Four Way at GR, 3.89
Entering, A-5 Four Way at PO, 3.89
Dcube, 5.2
—G—
DD Charges
General information, A-1
Payment Vouchers, 3.147
Generating
Prepayment Vouchers, 3.125
Document serial number, 6.3
Debit note, 3.94
Glossary, G-1
Debit/credit note, 3.94
Graph, 5.6
Additional details, 3.107
Authorizing, 3.115 —H—
Taxes/charges/discounts, 3.104 Hard Delete, A-1
Default match, 3.38 Help
Deleting records, A-1 Tool bar button, A-2
Desired Pay Date, 3.149 Hold, 3.200
Direct invoice, 3.4 Holding/Releasing
Additional details, 3.22 Vouchers, 3.199
Authorizing, 3.33
—I—
Invoice Status, 3.34
Incorporating
Payment schedules, 3.16
Payment/Receipt Requests, 4.15
Reversing, 3.35
Initial balance transactions, 3.5
Taxes/charges/discounts, 3.14
Inquiries, 5.1
Direct Prepayment Invoices, 3.5
Integration, 1.10
DN/CN. See debit/credit note
Inter Unit Transfer, 4.29
Doc Sub-type, 2.20
Inter vendor journal vouchers, 4.24
Document serial number, 6.3
Analysis, 5.10
Document Type
Invoice Category
I -2 Version 3.1
Index
Miscellaneous Charges, 3.37 Pay Batch No, 3.141

Regular, 3.37 Pay group details
Invoice Status Adjustment Vouchers, 3.134
Customs/carrier invoice, 3.87 Payment Vouchers, 3.144
Direct Invoice, 3.34 Pay group master, 2.18
Purchase Order Based Invoice, 3.63 Pay Terms, 2.9
Invoice Sub-type, 2.8 Analysis, 5.11
Invoices Payment Batch. See Payment voucher
batch
Authorizing in Bulk, 3.117
Payment requests
Incorporating, 4.15
Direct Invoices, 3.4
Payment schedules
Purchase Order Based Invoices, 3.37
Credit Note, 3.110
Item Details
IVJV. See Inter vendor journal voucher
Recurring Voucher/Credit Note, 3.180
—L— Payment Term. See Pay Term
Last Voucher No., 6.7 Payment voucher batch, 3.138
Payment voucher details, 3.156
—M—
Payment Voucher Status, 3.162
Manual Adjustment, 3.135
Payment vouchers, 3.138
Masters, 2.1
Additional details, 3.148
Match Quantity, 3.92
Authorizing, 3.155
Match Value, 3.92
Bank details, 3.153
Matched Invoice
Confirming, 3.144
Authorizing, 3.93
Pay group details, 3.144
Matched Qty, 3.91
Status, 3.162
Matched Value, 3.91
Viewing Details, 3.156
Matching Option, 3.44
Pending transaction details, 4.4
Matching Type, 3.89
PO Based Invoice. See Purchase order
Matching, 3.89 based invoice
Modes of Data Entry, A-1 Postdated transactions
Multiline, A-2 Posting, 4.20
—N— Posting Details. See Accounting details
Net O/S., 3.133 Posting
No default match, 3.38 Postdated transactions, 4.20
Recurring Vouchers, 4.9
—O— Prepay Doc Type, 4.11
Options, 6.1 Prepayment Account Number
Over-invoiced Purchase Orders Vendor Account Group, 2.4
Analysis, 5.12 Prepayment accounts, 2.2
—P— Prepayment voucher, 3.121
Parameters. See System Parameters Authorizing, 3.163
Version 3.1 I -3
Processing, 4.1 —S—

Proforma Invoices, 3.5 Screen icons, A-5
Converting into Final Invoices, 3.30 Self match, 3.38
Purchase order based invoice, 3.37 Serial number generation, 6.3
Authorizing, 3.62 Soft Delete, A-1
Item details, 3.51 Start Daemon Process, 6.2
Payment Schedules, 3.45 Status buttons, A-5
Reversing, 3.64 Status icons, A-5
Status, 3.63 Status of transaction, 4.15
Taxes/charges/discounts, 3.59 Subscreen Buttons, B-1
Pushbuttons Supplier. See Vendor
Apply, A-4 System Parameters
Cancel, A-4 Defining, 6.8
Clear, A-4 Predefined, 6.9
Reset, A-4 User-defined, 6.10
—Q— —T—
Quick Shot, 5.6 T/C/D. See Tax/Charge/Discount
—R— Tax/Charge/Discount, 2.16
Receipt Amount, 3.204 Carrier Invoice, 3.84
Receipt Date, 3.204 Direct Invoice, 3.14
Receipt details, 3.208 Debit/Credit Note, 3.104
Receipt Due Date, 3.206 Purchase Order Based Invoice, 3.59
Receipt Mode, 3.206 Taxes/Charges
Receipt requests Recurring Voucher/Credit Note, 3.177
Incorporating, 4.15 Three Way at GR, 3.89
Recurring credit notes, 3.191 Three Way at PO, 3.89
Recurring payment vouchers/credit notes, Tool bar buttons, A-5, B-1
3.167 Transaction status, 4.15
Recurring payments, 3.186 Transactions to be incorporated
Recurring Voucher/Credit Note Analysis, 5.11
Payment details, 3.180 Transactions Transferred
Taxes/charges, 3.177 Analysis, 5.10
Recurring vouchers Transactions, 3.1
Cancelling, 4.9 Transferring
Posting, 4.9 Account/Vendor balances, 4.24
Viewing vouchers to be posted, 4.6 Transactions, 4.29
Release, 3.200 Two Way, 3.89
Reports, 1.10 Type of matching. See Matching Type
Reversed transactions, 3.211 Unadjusted Amount, 3.136
Reversing
—U—
User ID, 6.6
User Name, 6.6
User Registration, 6.3
I -4 Version 3.1
Index
—V— Current Period Transaction

VAT breakups, 3.28 Summary, 5.11
VAT values, 3.24 Debit Notes, 5.8
Vendor account groups, 2.2 Drill Down, 5.10
Vendor Account Opening Balances Inter Vendor Journal Vouchers, 5.10
Analysis, 5.10 Invoices, 5.9
Vendor analysis, 5.4 Over-invoiced Purchase Orders, 5.12
Vendor Code, 2.6 Pay Terms, 5.11
Vendor details, 2.5 Payment Vouchers, 5.8
Vendor initial balances, 2.13 Purchase Orders, 5.9
Vendor inquiry, 5.2 Transactions to be Incorporated, 5.11
Views, 5.7 Transactions Transferred, 5.10
Vendor status, 2.6 Vendor Account Opening Balances,
5.10
Vendor
Vendor inquiry, 5.7
Bank details, 2.9
Vendors with Priority, 5.11
Initial balances, 2.13
Vouchers
Vendors with Priority
Adjustment Vouchers, 3.129
Analysis, 5.11
Holding/Releasing, 3.199
Views
Payment Vouchers, 3.138
Credit Notes, 5.7
Prepayments, 3.121
Version 3.1 I -5

Ramco E.Applications: Accounts Payable

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All products referenced herein are trademarks of their respective companies.

Ramco e.Applications Accounts Payable is interchangeably termed Ramco Accounts Payable.

What is Accounts Payable?................................................................................. 1.1

Ramco e.Applications Accounts Payable - A Functional Overview.................. 1.3

Integration with other Ramco e.Applications ................................................... 1.10

Features of Ramco e.Applications Accounts Payable..................................... 1.12

Defining vendor account groups ........................................................................ 2.2

Defining vendor initial balances........................................................................ 2.13

Defining tax/charge/discount details ................................................................ 2.16

Defining a pay group master ............................................................................. 2.18

Recording a direct invoice................................................................................... 3.4

Recording a purchase order based invoice ..................................................... 3.37

Recording customs and carrier invoices ......................................................... 3.65

Matching invoice details with PO/GR details.................................................... 3.89

Creating a debit/credit note ............................................................................... 3.94

Authorizing invoices ........................................................................................ 3.117

Creating an adjustment voucher..................................................................... 3.129

Generating a payment voucher batch ............................................................ 3.138

Viewing payment voucher details ................................................................... 3.160

Authorizing prepayment vouchers.................................................................. 3.163

Setting up recurring payment vouchers and credit notes ............................ 3.167

Setting up recurring payment vouchers......................................................... 3.186

Setting up recurring credit notes .................................................................... 3.191

Holding/Releasing vouchers ........................................................................... 3.199

Recording a bank/cash receipt ....................................................................... 3.202

Entering receipt details.................................................................................... 3.208

Viewing reversed transactions........................................................................ 3.211

Closing the financial period................................................................................. 4.3

Viewing recurring vouchers to be posted .......................................................... 4.6

Incorporating payment/receipt requests .......................................................... 4.15

Posting postdated transactions ........................................................................ 4.20

Raising an inter vendor journal voucher .......................................................... 4.24

Accessing views and drill downs ........................................................................ 5.2

Drill down for vendor inquiry............................................................................... 5.2

Drill Down - Views .............................................................................................. 5.10

Setting up document serial number generation ................................................ 6.3

Defining system parameters................................................................................ 6.8

Appendix A........................................................................................... A-1

Appendix B........................................................................................... B-1

What is Accounts Payable?

Figure 1.1 Reasons for cash outflow

Version 3.1 1.1

The complexity of the activity is due to the following factors:

A typical accounts payable cycle within an organization is represented in Figure 1.2.

Heads of the Finance Department

Effecting payments to vendors against

Receiving, Verifying (with Purchase

Operational staff in Accounts Payable

1.2 Version 3.1

Ø Allows final invoices/prepayment invoices/credit notes to be withheld from selected vendors

Ramco e.Applications Accounts Payable - A Functional

Ø Maintaining master information

Version 3.1 1.3

Ø Incorporating payment and receipt requests made to Ramco General Ledger

Maintaining master information

Processing direct and purchase order based invoices

1.4 Version 3.1

Figure 1.3 Creation of direct and purchase order based invoices

Ø enter proforma invoices

Version 3.1 1.5