VauPrime DocsTransactionsPayment Voucher
TransactionsCurrent app behaviorVauPrime 4.x

Payment Voucher

Payment Voucher is used to record money going out of the business while keeping the accounting entry balanced. VauPrime supports multiple Debit/Credit rows, account selection, row narration, voucher narration, automatic voucher numbering and a complete list/edit/view workflow.

Voucher series

PV_01, PV_02…

The next Payment voucher number is generated automatically

Entry model

Multi-row Debit / Credit

Starts with one Debit row and one Credit row

Balance rule

Debit = Credit

The voucher cannot be saved while the totals are different

Existing view

Payment List

Search, open, edit, delete and manage saved payments

What is Payment Voucher?

Understand when this voucher is used and how VauPrime structures it.

Use Payment Voucher when the business is paying a supplier, expense, person or another account. The screen records the accounting effect through Debit and Credit rows instead of storing only a single amount, so the payment remains part of the complete account ledger.

A Payment Voucher can contain more than two entries. VauPrime starts a new voucher with one Debit row and one Credit row, and additional rows can be added or inserted when a payment needs to be split across more accounts.

Android UI structure

Screen-by-screen layout, tabs, touch interactions, list expansion and button behavior on Android.

Android uses the compact Payment Management layout without the Windows sidebar. The screen keeps the same accounting engine, but entry rows and the saved-voucher list are optimized for touch.

Two tabs

Payment Management opens with two working areas.

Add Payment — create a new Payment Voucher or edit an existing one.
Payment List — search, refresh, expand and manage saved Payment vouchers.

Add Payment — screen sections

The Add tab is a vertical, scrollable form on compact screens.

New/Edit Payment Voucher header — shows the current mode; edit mode also shows an EDIT MODE badge.
Payment Information — Payment Date and the read-only, auto-generated Voucher Number.
Transaction Entries — compact rows with row number, Account, active Debit/Credit amount and a delete control.
Payment Description — Long Narration for the complete voucher.
Payment Summary & Actions — Total Debit and Total Credit; an imbalance message appears when both totals do not match.
Bottom action card — Save on mobile, Clear Form, and Cancel Edit when the voucher is being edited.

Transaction Entries on Android

The compact entry table is designed around touch instead of desktop columns.

Tap Account to open account selection for that row.
Tap the amount area to work with the row's Debit/Credit amount and row narration.
Add Entry creates another transaction row.
Long-press an entry row to open Insert Above / Insert Below actions.
Delete removes that row; at least one entry must remain.
Debit rows use the Debit side and Credit rows use the Credit side; the running auto-balance can prepare the next untouched row.

Payment List — header and cards

Saved payments use VauPrime's expandable Android list component.

Search bar — searches payments by voucher, party or notes.
Refresh button — reloads Payment List data for the active financial-year range.
Each card shows Voucher Number as the title, Long Narration as the subtitle and Total Debit as the trailing amount.
Tap a card to expand or collapse it.
Long-press a card to open the voucher detail view directly.

Expanded Payment actions

These buttons appear after a Payment card is expanded.

Detail — opens the complete voucher detail with entries and narration.
Share — prepares the supported Payment receipt/share output. The receipt-style share requires exactly one Debit and one Credit entry.
Edit — loads the voucher back into Add Payment and switches the screen into edit mode.
Delete — opens confirmation and deletes the selected Payment Voucher when confirmed.

Windows UI structure

Desktop layout, full entry tables, list columns, row actions, filters and multi-select behavior on Windows.

Windows keeps the same two tabs but uses the full desktop shell: left sidebar, global header, wider form sections and a data-table based Payment List.

Desktop frame and tabs

The wide layout is optimized for keyboard and mouse.

Left Sidebar remains visible beside the working area.
Global Header appears above Payment Management.
Tabs remain Add Payment and Payment List.

Add Payment — wide layout

The form uses more horizontal space instead of stacking every section.

Payment Information stays across the top with Payment Date and Voucher Number.
Transaction Entries are placed on the left side on wide screens.
Payment Description and Payment Summary & Actions are placed in the right-side column.
The bottom action card contains Save Payment, Clear Form, and Cancel Edit while editing.

Windows transaction-entry table

Desktop exposes the complete accounting row as columns.

Columns: #, D/C, Account, Debit, Credit, Narration and Delete.
D/C buttons switch a row between Debit and Credit; the unused amount side is cleared.
Right-click a row for Insert Above / Insert Below.
Keyboard support includes Left/Right for D/C selection and Enter to continue into account selection.
Add Entry appends a new row; the delete button removes a row.

Payment List — Windows table

The saved-voucher tab changes from expandable cards to a desktop table.

Table columns: Voucher No., Date, Debit Account, Credit Account, Debit, Credit and Narration.
Search — searches by voucher, party or notes.
Refresh — reloads the saved payments.
Filter — opens Filter Options. The current Payment filter can toggle Show Total Row.
Click a row to open voucher detail.
Per-row actions: View, Share, Edit and Delete.
Multi-select mode supports selecting multiple vouchers and Bulk Delete.
When Show Total Row is enabled, the table can display record count plus total Debit and Credit at the bottom.

Fields and voucher layout

The main information available while creating or editing the voucher.

Payment DateRequired voucher date. VauPrime checks that the selected date belongs to the active financial year.
Voucher NumberAutomatically generated in the PV_ sequence, such as PV_01. Existing vouchers keep their number while being edited.
D / CChoose whether the row is a Debit or Credit accounting entry.
AccountSelect the enabled account affected by this row. A supported opening context can prefill the first account.
Debit AmountAmount posted on the Debit side of the selected row.
Credit AmountAmount posted on the Credit side of the selected row. A row must use either Debit or Credit, not both.
Short NarrationOptional note attached to an individual transaction row.
Long NarrationOptional voucher-level narration describing the complete payment.
SummaryShows the running Total Debit and Total Credit so you can see whether the voucher is balanced before saving.

How Debit and Credit work here

VauPrime keeps the voucher balanced while still allowing multiple accounting rows.

A new Payment Voucher begins with one Debit row and one Credit row.
When an amount is entered and the following row has not been filled manually, VauPrime can auto-balance the next row using the running Debit/Credit difference.
Changing a row from Debit to Credit, or Credit to Debit, moves its current amount to the selected side and clears the opposite side.
The same account cannot be used on both Debit and Credit sides within the same voucher.
Example: an expense or supplier may be Debited and the Cash/Bank account used to pay it may be Credited for the same amount.

Create and manage the voucher

The normal flow from opening the screen to saving and reviewing the voucher.

01

Choose the payment date

Start with the date. If the current date falls outside the active financial year, VauPrime keeps the voucher inside the valid financial-year range.

02

Review the voucher number

The next PV number is generated automatically. You normally do not need to type the voucher number manually.

03

Enter Debit and Credit rows

Choose D/C, select the account and enter the amount. Add a short narration when a row needs its own explanation.

04

Add or insert more rows

Use Add Entry for another line. On supported desktop row actions, a new row can also be inserted above or below an existing row.

05

Check the totals

Confirm Total Debit equals Total Credit. VauPrime blocks saving when the voucher is not balanced.

06

Save and continue

After a successful create, the form is cleared, a fresh two-row voucher is prepared and the next Payment voucher number is generated.

Validation and common errors

Checks VauPrime applies before the voucher can be saved.

At least one account must exist before a Payment Voucher can be saved.
Payment Date is required and must be inside the active financial year.
Every row needs a Debit/Credit selection and an account.
The same account cannot appear on both Debit and Credit sides.
Total Debit must equal Total Credit.
Each row needs an amount in either Debit or Credit; both fields cannot be filled on the same row.
At least one transaction row must remain in the voucher.
If a voucher number already exists, VauPrime asks you to use a different number instead of creating a duplicate.

Existing vouchers and actions

Review previously created vouchers and continue working with them.

Payment ListShows existing Payment vouchers for the active financial-year range. The list loads additional records as needed.
SearchUse the list search to find existing Payment vouchers without changing the underlying accounting data.
Open VoucherSelecting a saved payment can open its voucher details, including its Debit/Credit entries and narration.
EditLoads the saved date, voucher number, Debit/Credit rows, amounts and narrations back into the Add Payment form.
DeleteDeletes the selected voucher after a confirmation step. Multi-select bulk delete is also available for managing several vouchers.
Share Payment ReceiptA Payment receipt can be prepared when the voucher has exactly two entries: one Debit entry and one Credit entry. More complex voucher structures are not accepted by this specific sharing format.

Important behavior and notes

Details worth knowing before using the voucher in daily accounting.

Payment Voucher supports multiple accounting rows; it is not limited to one party and one cash/bank row.
Auto-balance only fills a following row when that row has not already been entered manually, so manually prepared splits are preserved.
The Payment List is loaded within the active financial-year period, helping keep the screen focused on the selected books period.
On the Lite plan, the current Payment Management screen applies its plan limit after 25 created Payment vouchers and can ask for an upgrade before creating more.
Budget-level blocking is not currently enforced by the Payment Management screen, so do not rely on this voucher screen itself to stop an over-budget payment.