How to Add Payment/Receipt Info Maintenance

Overview:

The Payment/Receipt Info Maintenance feature in QNE AI Cloud Accounting allows users to store and manage frequently used payee or recipient information for seamless selection during voucher entry. This streamlines data entry for Payment Vouchers and Official Receipts, improving accuracy and efficiency.

Scenario:

An accountant regularly processes payments to multiple vendors. Instead of typing in vendor details each time, the user wants to predefine common payees like “ABC Trading” or individuals like “Juan Dela Cruz” in the system, so they can be quickly selected from a dropdown menu during payment voucher creation.

Solution:

1. Add Payment/Receipt Info

   • Go to General Ledger > Payment/Receipt Info.
     
   • Click Add.
     
   • In the new field, type the name of the payee or recipient (e.g., ABC Trading).
     
   • Click Save.
     
     
2. Use in Payment Voucher
   • Go to General Ledger > Payment Vouchers.
   • Click Add to create a new voucher.
     
   • In the Payee field, select the previously saved name (e.g., ABC Trading).
     
   • To add or update the person-in-charge or detailed recipient info:
     • Click the Plus icon beside the payee name.
       
     • Enter the contact name (e.g., Juan Dela Cruz).
       
     • Click Save.
   • You may continue to create the voucher or cancel/discard as needed.
     
     

3. Refresh and Reuse Info
   

   • If updates have been made to the Payment/Receipt Info, click Reload in the same module to refresh the list.
     
   • The updated names (e.g., Juan Dela Cruz) will now be available for selection in new Payment Vouchers.

Application:

For example, your company frequently makes payments to “ABC Trading” and wishes to assign “Juan Dela Cruz” as the contact person for each transaction. By saving this information under Payment/Receipt Info, you eliminate repetitive manual entry and reduce errors during voucher creation. The process improves turnaround time in accounts payable and ensures consistent naming across transactions.