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Adding, Editing, Deleting & Printing Contra Vouchers in Ginesys Web

Owned by Aparajita Basu Roy
Last updated: May 31, 2022 by Subhasree Banerjee (Unlicensed)


The Contra voucher is prepared for all the cash withdrawal from bank and cash deposits with bank. It means that the contra voucher is prepared in respect of the following types of transactions:-

  • When cash is withdrawn from the bank.

  • When cash is deposited in to bank.

  • When the amount is transferred from one bank to other bank of the same company.

Following are the source document for preparation of contra vouchers:-


  1. Bank Pay in Slips:- When the cheques or cash deposited.

  2. Cheque Book Counter Foils:- With the help of cheque book counter foils also, the contra vouchers can be prepared.

  3. Any Other Supporting Documents:- For example what happens is that company instructs the banks to transfer the money to other bank of same company, in this position, the copy of letter should be enclosed with the voucher.

 Preparing Contra Voucher

  • If the cash is deposited in to bank then the bank will be debited and the cash will be credited.

  • If the cash is withdrawn from the bank then the cash will be debited and the bank will be credited.

  • If the amount is transferred from one bank to other bank by way of issuing a cheque or by other written instructions then the bank where the cheque is deposited, will be debited and the bank from the amount is transferred, will be credited.

Important - Precautionary checks for preparing Contra Vouchers

  • Date of withdrawal or deposit of cash must be written on voucher.

  • The contra voucher must be numbered.

  • Proper account heads must be debited and credited.

  • Amount should be written both in figures and words.

  • The cashier must sign the voucher in case of cash deposit or cash withdrawal.

  • The voucher must be signed by the authorized person who can instruct the cashier to withdraw or deposit the cash.


 Add Contra Voucher

Prerequisites

  1. The users' role must have access to the Contra Voucher feature by enabling Add app operation for the feature in Admin - Security - User - Role through Finance - Operations - Vouchers.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web > Finance > Operations > Vouchers > Contra Voucher.

  2. Contra Voucher module will open.

  3. Click on Add button.

  4. Add: Contra Voucher Details window will open.



  5. You will get group of icons at the top right corner of the window.



    1. The icons name from left to right are - Expand All, Collapse All, Print Document Report, Attachments, Clear Form and Open Side Panel.

      1. Expand All: Clicking on this icon, all the sections will be Expand if they are collapsed.

      2. Collapse All: Clicking on this icon, all the sections will be Closed if they are expanded.

      3. Print Document Report: Clicking on the Down Arrow beside this icon, you will get Print Preference option with already created Report File Template. This option is used to print document.

      4. Attachments: You can Upload some required documents from this option.

      5. Clear Form: Clicking on this icon, you can Clear all the data already entered. 

      6. Open Side Panel: Clicking on this, you will get the details of the current Contra Voucher.

  6. You will get four section in the Contra Voucher main form - Document Information, Sub Ledger Information, Payment Information and User Defined Fields.

  7. Document Information:



    1. Select the Owner Site (Mandatory Field) for which you want to create the Contra Voucher.

    2. Select a Voucher No. (Mandatory Field) which is already created.

    3. System Date will be populated in the Date field (Mandatory Field).

    4. You can put in Reference.

  8. Cash/Bank Details:



    1. Select From Cash/Bank.

    2. Select To Cash/Bank.

    3. Put in Amount. You can increase or Decrease Amount.

    4. You can select Narration from drop-down list.

  9. Payment Information:



    1. Select the Payment Mode from the drop down list. 

    2. Put in the Instrument No., Cheque Level and Instrument Date.

  10. Click on the Save button to save Contra Voucher. You will get a message - "<Contra Voucher No.> Created Successfully."

 Copy Voucher

You can copy vouchers from existing voucher in only Add mode. Steps are as follows:

  1. Click on the Copy button.

  2. A Copy Voucher window will open. 



    Copy Voucher LOV population logic and details displayed

    Note: Only Contra vouchers belonging to the connected site's OU within the accounting year of the entry date will be displayed. The following details of the previous Contra vouchers will be displayed - 

    • Voucher Number

    • Voucher Date

    • From Cash/Bank Name

    • To Cash/Bank Name

    • Amount

    • Created On

      Sample: 08/04/2020 12:25:27 PM

  3. On selecting the transaction to copy, you will get a message: ”This action will clear the transaction and all details (excluding payment details) will be copied. Do you want to proceed?”

  4. If you click on Yes (default selected), the existing data will be cleared.

  5. The selected voucher details will be populated in the following fields - 

    1. Document Information Section-

      1. Reference

    2. All detail rows-

      1. From Cash/Bank

      2. To Cash/Bank

      3. Amount

      4. Narration

    3. All UDF Details (if currently enabled)

 Edit Contra Voucher

Prerequisites

  1. The users' role must have access to the Contra Voucher feature by enabling Edit app operation for the feature in Admin - Security - User - Role through Finance - Operations - Vouchers.

  2. Contra Voucher must be created.

  3. Voucher must be Un-Posted.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web> Finance > Operations > Vouchers > Contra Voucher.

  2. Contra Voucher module will open.

  3. Previously created vouchers will be listed here.

  4. Select the Voucher No. from the list.

  5. Go to Action > Edit.

  6. All others details will be populated in the particular fields. 

  7. Modify the required fields as per your requirement.

  8. Click on the Save button to save modified Contra Voucher. You will get a message - "<Contra Voucher No.> Updated Successfully."

 Delete Contra Voucher

Prerequisites

  1. The users' role must have access to the Contra Voucher feature by enabling Delete app operation for the feature in Admin - Security - User - Role through Finance - Operations - Vouchers.

  2. Contra Voucher must be created.

  3. Voucher must be Un-Posted.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web> Finance > Operations > Vouchers > Contra Voucher.

  2. Contra Voucher module will open.

  3. Previously created vouchers will be listed here.

  4. Select the Voucher No. from the list.

  5. Go to Action > Delete.

  6. You will get a message - "Document once deleted cannot be retrieved. Do you want to delete this document?"

  7. If you click on Yes, you will get a confirmation message "<Contra Voucher No.> - Deleted Successfully".

 Release Contra Voucher

Prerequisites

  1. The users' role must have access to the Contra Voucher feature by enabling Release app operation for the feature in Admin - Security - User - Role through Finance - Operations - Vouchers.

  2. Contra Voucher must be created.

  3. Voucher must be Un-Posted.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web> Finance > Operations > Vouchers > Contra Voucher.

  2. Contra Voucher module will open.

  3. Previously created vouchers will be listed here.

  4. Select the Voucher No. from the list.

  5. Go to Action > Release.

  6. You will get a message - "Document(s) once released cannot be modified. Do you want to proceed?"

  7. If you click on Yes, you will get a confirmation message "<Contra Voucher No.> - Released Successfully".

 Revert Contra Voucher

Prerequisites

  1. The users' role must have access to the Contra Voucher feature by enabling Revert app operation for the feature in Admin - Security - User - Role through Finance - Operations - Vouchers.

  2. Contra Voucher must be created.

  3. Voucher must be Posted.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web> Finance > Operations > Vouchers > Contra Voucher.

  2. Contra Voucher module will open.

  3. Previously created vouchers will be listed here.

  4. Select the Voucher No. from the list.

  5. Go to Action > Revert.

  6. You will get a message - "Finance postings of the selected document(s) will be reverted. Do you want to proceed?"

  7. If you click on Yes, you will get a confirmation message "<Contra Voucher No.> - Reverted Successfully".

 Print Contra Voucher

Prerequisites

  1. The users' role must have access to the Contra Voucher feature by enabling Print app operation for the feature in Admin - Security - User - Role through Finance - Operations - Vouchers.

  2. Contra must be created.

  3. Printer must be connected and installed.

Step-by-step guide

The process is divided in the following steps:

  1. Go to Ginesys Web> Finance > Operations > Vouchers > Contra Voucher.

  2. Contra Voucher module will open.

  3. Previously created vouchers will be listed here.

  4. Select the Voucher No. from the list.

  5. Go to Action > Print.

  6. You will get previously created template.

  7. Click on the required template to print.

  8. A new window will open.

  9. The document will be printed. 

    Note: You can print using Print Preference.

Online Printing option is now available from version 12.6.6 onwards.