Vouchers

Vouchers are the primary mechanism for recording financial transactions in JobNext. Every monetary movement — whether it is a payment to a vendor, a receipt from a customer, or an internal journal adjustment — is captured through a voucher. JobNext supports five distinct voucher types that cover all standard accounting scenarios, and vouchers can be created either automatically by system processes or manually by finance users.

Voucher Lifecycle

Voucher Types

JobNext supports five types of vouchers. Each type has predefined debit and credit account categories to ensure correct accounting treatment.

Automatic vs. Manual Vouchers

Vouchers in JobNext can originate from two sources, depending on the nature of the transaction.

Automatic Vouchers

Automatic vouchers are generated by the system when certain business processes are completed in other modules. These vouchers are created without manual intervention and reflect the financial impact of operational activities. Common examples include:

• MRN Approval — When a Material Receipt Note is approved in the SCM module, the system generates a voucher debiting the inventory/expense account and crediting the supplier liability account
• Payroll Processing — Salary processing generates vouchers for salary expenses, statutory deductions, and net payment amounts
• Bill Registration — Registering a vendor bill in Accounts Payable generates the corresponding liability voucher
• Cost Allocation — Transferring expenses from camp jobs to execution jobs creates journal vouchers automatically
• Depreciation — Recording depreciation generates a journal voucher debiting the depreciation expense and crediting the accumulated depreciation account

Manual Vouchers

Manual vouchers are created by finance users for transactions that are not triggered by automated processes. These are used for:

• Ad-hoc payments and receipts
• Adjusting entries and corrections
• Accrual and provision entries
• Inter-account transfers
• Any transaction not covered by automatic voucher generation

Creating a Manual Voucher

To create a new voucher manually:

1. Navigate to Finance > Vouchers
2. Click the Create Voucher button
3. Select the Voucher Type (Cash Payment, Bank Payment, Cash Receipt, Bank Receipt, or Journal)
4. Enter the Voucher Date
5. Select the Accounting Centre
6. Add line items with the appropriate Ledger Account, Debit Amount, and Credit Amount for each entry
7. Optionally assign the voucher to a Job for project-level cost tracking
8. Enter a Narration describing the purpose of the transaction
9. Attach any supporting documents if required
10. Click Save to create the voucher in draft status

Voucher Fields

Approval Workflow

All vouchers in JobNext — whether automatic or manual — follow the standard approval workflow before they are finalized and reflected in the books of accounts.

1. Draft — The voucher is created but not yet submitted. It can be edited or deleted at this stage.
2. Submitted — The voucher is submitted for approval. It enters the review queue for the designated approver(s).
3. Approved — The approver reviews and approves the voucher. It now affects ledger balances and appears in financial reports.
4. Rejected — If the approver finds issues, the voucher is rejected with comments and returned to the creator for correction.

Best Practices

• Always include narrations — A clear narration makes vouchers easy to audit and understand months or years later
• Assign jobs when applicable — Linking vouchers to jobs ensures accurate project-level cost reporting
• Review automatic vouchers — Even though automatic vouchers are system-generated, approvers should review them to catch any data issues from upstream processes
• Use Journal vouchers for corrections — Instead of deleting or modifying approved vouchers, create reversing journal entries to maintain a complete audit trail
• Approve promptly — Delayed approvals cause discrepancies between operational records and financial statements