Voucher

The page of one voucher: its header details, its debit and credit lines, the bills each line opens or settles, and links to its reversal. From here you post a draft to the ledger, reverse a posted voucher, or cancel or delete a draft.

Where to find it

Click a voucher number, or the Open icon, on the Vouchers list. Voucher links also appear on the Ledger report, the Day book, Outstanding bills, a demand's Sales voucher, a payment's Voucher, a commission's Accrual voucher, the demand and payment lists, and the rows of a payout run.

You need the View permission on Vouchers. Without it the page shows "No access" and "You do not have permission to view vouchers. Ask your administrator." If the voucher can't be found you see the error with a Back to vouchers link.

What you see

Header

• Title: the voucher number, or "<type name> draft" before it is posted.
• Badges: the status, the voucher type, Period locked when the voucher's accounting period is locked, and a red Unbalanced on a draft whose debits and credits differ.
• Description: "<date> · FY <name>, period <n> · <total>".

Banners

• On a reversed voucher: "Reversed by <no> dated <date>. The entries below no longer affect balances on their own." The number links to the reversal.
• On a reversal: "This voucher reverses <no> dated <date>." The number links to the original.
• On a cancelled draft: "This draft was cancelled; it never reached the ledger."

Details

Narration, Reference ("<no> · <date>"), Project (a link with the View permission on Projects), Booking (a link with the View permission on Bookings), Unit, Source (for a voucher the app raised itself, where it came from, such as demand or payment, with a short reference), Posted ("<date and time> by <email>") and Created.

Totals

Debit, Credit, Lines (how many) and Books, with an Open books link to the Books overview.

Lines

Column	What it shows
#	The line number.
Ledger	"code · name". With the View permission on Reports it links to the Ledger report. The party the ledger belongs to and a Bill-wise badge appear underneath.
Debit / Credit	The line's amount on its side.
Cost centre	"code · name", or "—".
Narration	The line narration, or "—".

Under each bill-wise line, its allocations: the type (New Ref, Against Ref, Advance or On Account), the amount, and the bill, as "bill <no> dated <date>, due <date>", with " · settled" once the bill is fully settled. On a draft, a New Ref reads "bill <no>", or "bill numbered on posting" when no number was typed. A Total row ends the table.

What you can do

History

History (hover "Who changed this record, what and when") opens the panel "History · <voucher no>" ("History · Draft voucher" before posting): who changed the voucher, what they changed and when, including changes to its lines, newest first. See History panel.

• Who: anyone with the View permission on Vouchers or on Audit Trail.
• With the View permission on Audit Trail, the panel ends with Open in the audit log, which opens Audit log filtered to this voucher. In the default roles, Administrator, Compliance Officer and Auditor have it.
• The panel starts with "<n> changes, newest first. Lines of this record (items, parties, permissions) are included." and offers Load older changes when there are more.
• With nothing recorded yet you see "No history yet" and "Changes are recorded from 28 Sep 2026; nothing has changed on this record since." If the history can't be fetched: "The history could not be loaded."

Edit

Opens Edit voucher draft.

• Who: anyone with the Edit permission on Vouchers (in the default roles, the Administrator, Finance Lead and Accountant).
• When it isn't shown: once the voucher is no longer a Draft.

Post

Posts a draft to the ledger. The confirmation "Post this voucher?" reads: "The voucher gets its number from the <code> series and becomes immutable: later corrections are reversals. Bill-wise lines open or settle their bills." Click Post to go ahead, or Cancel.

• Who: anyone with the Post permission on Vouchers. In the default roles that is the Administrator and the Finance Lead. Without it the button isn't shown.
• When it's greyed out: while debits and credits differ. Hover reason: "Debits and credits must be equal".
• What happens next: "Posted as <no>." The voucher is numbered from its type's series and becomes Posted. Each New Ref opens a bill dated on the voucher date, and each Against Ref reduces the bill it settles; a bill that reaches zero becomes settled. Every report now includes the voucher.
• If it's refused, the reason shows in the dialog:
  • "These books are inactive. Reactivate them under Books to post entries."
  • "That fiscal year is closed."
  • "Period <n> of <year> is locked"
  • "The voucher date lies outside its fiscal year."
  • "A voucher needs at least one debit and one credit line."
  • "Debits <x> and credits <y> must be equal and above zero"
  • "Account <code> <name> is retired"
  • "Line <n> (<code>) is bill-wise: allocations <x> must equal the line amount <y>"
  • "Line <n> (<code>) is not bill-wise; remove its allocations"
  • "Bill <no> has <x> outstanding, allocation is <y>"
  • "Bill <no> already exists on ledger <code>"
  • "Only a Draft voucher can be posted (this one is <status>)", when someone else has already acted on it. Refresh the page.

Reverse

Cancels out a posted voucher by posting its mirror image. The dialog "Reverse <no>?" reads: "A mirrored <type name, in lower case> is posted at once with every debit and credit swapped. Bills this voucher opened are settled back; bills it settled are reopened." (for example "A mirrored receipt is posted at once…").

• Reversal date: required. It starts on today, or on the original date if that is later, and the date picker doesn't offer earlier dates. Hint: "On or after the original date, in an open period."
• Narration: starts as "Reversal of <no>".
• Click Post reversal to go ahead, or Cancel.
• Who: anyone with the Post permission on Vouchers (in the default roles, the Administrator and the Finance Lead).
• When it isn't shown: on any voucher that isn't Posted. A posted reversal can itself be reversed.
• What happens next: "Reversed by <no>." and the reversal opens. It is a new voucher of the same type, referencing the original number and date, posted at once. The original becomes Reversed and the two link to each other.
• If it's refused: "This voucher has already been reversed.", "Only a Posted voucher can be reversed (this one is <status>)", "The reversal date cannot be before the original voucher date.", "No fiscal year covers that date. Open the next fiscal year under Books first.", or any of the posting reasons above for the reversal date, such as a locked period.

Cancel draft

Sets a draft aside without deleting it. The confirmation "Cancel this draft?" reads: "The draft stays on record as Cancelled and never reaches the ledger." Click Cancel draft to go ahead; the Cancel button closes the dialog and keeps the draft.

• Who: anyone with the Edit permission on Vouchers (in the default roles, the Administrator, Finance Lead and Accountant).
• When it isn't shown: once the voucher is no longer a Draft.
• What happens next: "Draft cancelled." The voucher's status becomes Cancelled.

Delete

Removes a draft completely. The confirmation "Delete this draft?" reads: "The draft and its lines are removed for good." Click Delete to go ahead, or Cancel.

• Who: anyone with the Delete permission on Vouchers. In the default roles that is the Administrator and the Finance Lead.
• When it isn't shown: once the voucher is no longer a Draft.
• What happens next: "Draft deleted." and you return to the Vouchers list.

Statuses

Status	Meaning	Moves on with
Draft	Being prepared; editable, unnumbered, not in any balance.	Post (to Posted), Cancel draft (to Cancelled), Delete (removed).
Posted	In the ledger; numbered and unchangeable. Counted in every report.	Reverse (to Reversed).
Reversed	Still in the ledger, but cancelled out by its reversal, so together they net to zero.	None.
Cancelled	A draft that was set aside; never counted.	None.

Things to know

• Why posted vouchers can't be edited. Once an entry is in the ledger, changing it would rewrite reports that may already have been filed or shared. A reversal leaves both the mistake and its correction on record, dated when each happened. Reverse, then enter the correct voucher as a new one.
• Correct system vouchers from where they came from. Vouchers raised by a demand, payment, commission, benefit accrual, booking cancellation or year close show their origin under Source. Reverse is still offered on them, but reversing one here doesn't update the demand or payment behind it: an issued demand stays issued with its sales voucher reversed. Use the demand's or payment's own cancel or bounce actions instead.
• A bill that has been part-settled can't be reversed away. Reversing a voucher that opened a bill settles that bill back, so it fails with "Bill <no> has <x> outstanding, allocation is <y>" once something has already been settled against it. Reverse the settling voucher first.
• Post checks only the balance before you click. Locked periods, closed years and inactive books come back as messages in the confirmation dialog.
• Posting doesn't notify anyone. If someone else is waiting on your posting, tell them.
• Ledger links from the lines open the ledger report up to the voucher date. For a voucher in an earlier fiscal year the report starts from the current year's first day and shows "date_to is before date_from"; set From to an earlier date.
• Drafts block the year close. Post, cancel or delete every draft of a fiscal year before closing it.

Related

• Vouchers
• Edit voucher draft
• Outstanding bills
• Ledger report
• Fiscal years
• History panel
• Audit log