Voucher Manager

1How this page works — header & toolbar #

• Name is the unique key, stored uppercase and locked after the first save — renaming a voucher type is not supported here because every setting table hangs on the name. Short Name is required and appears in compact lists. Description is a free note for your own reference.
• Category (Acc, Inv, Mfr, Pay, Ser, Stk, Trp) is the master switch: it decides which fields appear and whether the Advanced tab exists at all (Inv/Mfr/Stk/Trp only). Example: an accounting voucher (Acc) shows the single-column and narration settings but hides the whole stock & pricing block.
• Base Type hangs the voucher under the base-type hierarchy (Sale, Purchase, Receipt, AMC…). Reports and the transaction engine group vouchers by base type, and some screens list voucher types by base type rather than category — Pay Bill lists base type Payroll , Time & Attendance lists base type Attendance (see "Where each category's vouchers are entered"). Picking AMC also reveals the AMC-agreement switch. The base type also decides which licence module the voucher type belongs to (Sales, Purchase, Inventory Management, Financial Accounting and so on) — see "Integrity rules" for what happens when that module is not on the company's licence.
• Display Order sets the order of the voucher-type cards on the Transactions list for its module, and Inactive retires a type: an inactive type is left out of that list, so no new voucher of it is started from there. Both also show in the Find list.
• Toolbar: Find (F2) loads, Add (F3) starts a new type, Modify (F4) edits, Save (F5) commits, Esc cancels, and Duplicate (far right) copies the loaded type under a new name. After a save the record stays in View mode.
• Duplicate copies the loaded voucher type under a new name with every setting that belongs to it, in one step on the server: all of its own columns (including Module and the lead filter), numbering rules and branch numbering, column properties (and the finished-goods set), custom fields, linked-transaction, load-voucher and project-estimate loading properties, selection groups and transaction classes, print formats and their group settings, discount, tax and branch-pricing properties, status permissions, workflow, quality-order, TouchPOS and sharing settings, custom popups, measurement columns, standard narrations, schemes and user skins. Either all of it is copied or none of it. The copy opens in View mode, and the message says how many rows of each were copied. Vouchers themselves are never copied.
• Many fields reveal their detail fields only when switched on — e.g. Enable Locking shows Lock Type, which shows Lock Property for "After Spc. Period", which shows the day count for "Custom".
• Find a setting — the box beside the record title, next to the ID badge, searches the controls on this page rather than the data. Type two or more characters of a field's caption and every match is ringed in amber; the caption you are standing on is ringed in red and briefly flashes.
• Enter or the ▼ button moves to the next match, Shift+Enter or ▲ to the previous; the arrow keys do the same. It wraps, so Next past the last match returns to the first.
• It searches all three tabs , not just the one showing — and stepping onto a match switches to its tab for you . That is the reason it exists: this page has around two hundred settings and the browser's own Ctrl+F cannot see text on a tab that is not displayed, let alone open it.
• The counter reads 3 / 17 and the current caption is shown beside it, so with abbreviated labels you can still tell what you have landed on. Esc , or the ✕, clears the search and removes the rings.
• The title row it sits in stays put while the form scrolls , so Next and Previous are always in reach — the point of the search is to move you down a long form, and a box that scrolled away with it would take the buttons along. The record name and ID stay in view for the same reason.
• It matches field captions, switch labels, tab names, buttons and headings. Captions that begin with what you typed are listed first, so typing "rate" reaches Rate before Exchange Rate Applicable . It does not search the values inside the fields.

2Step by step #

A voucher type is the definition of a document — its numbering, columns, behaviours and gates. New types are usually copied, not built.

1. Press Add (F3) and name the type — or better, start from an existing similar type and adjust.
2. Pick the base type (its GName decides the engine: Sales, Purchase, Production Order…) and set numbering (auto/manual, prefix, suffix).
3. Configure the entry columns — which columns show, which are locked — per the raw and finished-goods grids.
4. Walk the behaviour switches ON only for what this document truly needs: discounts, serials, warehouse, card tracking, custom discount, POS. Each usually pairs with an entity-side flag.
5. Press Save (F5) and confirm. The type appears on the transaction menu, and its behaviour gates take effect at entry.

Changes here affect every user entering that voucher type from their next load — make structural changes (columns, numbering) out of hours and test on a spare type first.

3Where each category's vouchers are entered #

• Inv, Mfr, Stk and Acc vouchers are all entered on the Transaction Entry screen (open the voucher from the menu; the web page is /transaction/<voucher name> ). The screen reads this voucher type's settings the moment it opens and reshapes itself by category.
• Inv — inventory transactions : the standard party + item grid used for sales invoices, purchases, delivery/receipt notes, quotations and orders. Service billing also happens here, on an Inv voucher with Enable JobID Selection switched on.
• Mfr — manufacturing : the same screen adds the finished-goods/BOM side — the first tab becomes Raw Materials and Cost of Production and a finished-goods grid appears, with costing run per the voucher's costing settings.
• Stk — stock transfer : the same screen turns into a warehouse-to-warehouse transfer — the party and class pickers become Source Storage Space and Destination Storage Space , and the lines move stock between them.
• Acc — accounting voucher : debit–credit journal entry; the ledger pick lists come from the voucher's Debit/Credit selection groups, and the single-column settings above shape the entry style.
• Pay — payroll : entered on the Pay Bill screen, which builds employee-wise pay bills from the pay heads. Desktop only for now. Note: Pay Bill lists voucher types whose Base Type is Payroll — set both Category "Pay" and that base type for the voucher to appear there.
• Time & Attendance entry also runs on a voucher type — one whose Base Type is Attendance (the category is not what selects it). Desktop only for now.
• Ser — service : a configuration category only; no entry screen opens by it. Day-to-day service work lives in the Job Card module (open/close/spare screens), and the service bill is an Inv voucher with JobID selection. Job-card module not ported yet.
• Trp — transport : also a configuration category only. Transport details ride on inventory vouchers that have Enable Goods Transport Entry switched on; there is no separate transport voucher screen.
• On the web, the Transaction Entry screen fetches this voucher type's settings by name when it opens and saves through the transaction service — so a change saved here applies to the very next voucher opened, with no restart.

4General — Books & Entry #

• Print Voucher On Save — the print flow starts automatically the moment a voucher is saved, and Default Print Action decides where it goes: Printer prints directly, Screen opens a preview, Silent prints without any dialog (Silent is desktop only). Example: a POS bill type uses Yes + Printer so every sale prints without an extra key.
• Affect Books of Accounts — the voucher writes ledger entries and runs tax computation. When on, Type Name for Accounting appears: the posting template (Sale, Purchase…) that shapes how the entries hit the books. When off, the voucher is a stock/logistics document only — e.g. an Outward Supply invoice posts books, a Delivery Note does not.
• Track Bill-by-Bill (shown when books are off) — opens the bill-wise reference window so amounts settle against pending bills/references. On ERP builds, Include Linked-Tran Pending Value For Credit Limit makes the credit-limit check count pending linked transactions too.
• Affect Stock Register and Movement Type — whether lines move inventory, and in which direction: Inward adds stock (purchases, production receipts), Outward deducts (sales, issues), OpStock is for opening entries, and RM Only / FG Only / Both RMFG serve manufacturing vouchers (raw-material side, finished-goods side, or both). Inward and Outward MOVE stock only with Affect Stock Register on; without it the direction still sets the books' side (a Quotation, a Proforma, a Fixed Asset Sale, an Expenses voucher keep their direction for that). The direction also steers serial-number tracking, the negative-stock guard and which lot is offered first (the earliest expiry for Outward, the same rule as the desktop).
• Order-IN / Order-OUT mark an ORDER, which moves nothing itself: Order-IN is an order RECEIVED, whose stock will go out (Sales Order); Order-OUT is an order PLACED, whose stock will come in (Purchase Order, PO Production). The stock moves later, on the voucher made from the order (a Delivery Note, a GRN). An order type may not affect stock or books - the save refuses it, and the database refuses an order type that affects stock even from the desktop. Order-due schedules are kept only for Order-IN / Order-OUT types, so a Sales Order or Purchase Order type set to anything else is saved with a warning. The Production Order keeps Movement Type Outward on purpose (the desktop offers the earliest-expiry lot only for Outward); it is still treated as an order by its group. A Job Order that sends material to the job worker affects stock, so it is a stock voucher, not an order.
• Use WMS Bins (with the Warehouse Management licence) — whether the warehouse handles this type's vouchers. Off , the default, means the warehouse ignores them altogether : they move no bin, are not offered on Putaway or Picking, a linked voucher never waits for them, and Bin Stock and Bin Reconciliation do not count their stock. Optional and Required switch the warehouse on: the type's stock is put away, picked or both - which one is not asked, its stock movement says it, and the hint under the field names it - and a line of the voucher can name its bin (the Bin button in the line's Actions on the voucher screen). With Required every stock line in a storage space run by the WMS must name its bin, unless the Default Bin Rule chooses one. On an outgoing order (Sales Order, Production Order, an Order-IN type) switching on means the order is picked ahead and staged before its delivery. A company switches the warehouse on type by type. Switching a type back to Off takes its vouchers' stock out of the bins at the next save or at Bring the bins up to date.
• Post From — Voucher entry (a person types the voucher) or Warehouse confirmation (the receiving or dispatch desk creates it from what the warehouse confirmed). The second is kept for those desks, which are not built yet: until then the voucher is typed whatever is chosen here.
• Default Bin Rule — what happens to a stock line that names no bin. Ask : nothing is chosen - the stock goes to the storage space's receiving or dispatch bin and waits for Putaway or Picking (with Use WMS Bins = Required the save refuses the line instead). FEFO , FIFO , Pick sequence : the system chooses - stock coming in is placed by the storage space's putaway rules; stock going out is taken from the bin that received the lot first (FEFO and FIFO: the lot is the line's own, and the earliest-expiry lot is the one the line already offers first) or from the item's pick bin first and then in walking order (Pick sequence). What no bin can take or give stays at the dock bin. Example: Outward Supply with FIFO - a line of 5 with no bin is taken from the bin that received the item first; with Ask it leaves from the dispatch bin and shows on Picking.
• Negative Bin Stock (types whose stock leaves) — Off , By Bin: warn or By Bin: stop . At save, a line that takes more than its bin holds - or, where the Default Bin Rule chooses, more than the bins of the storage space hold - is listed: warn shows the list once and Save pressed again goes ahead; stop refuses the save. A line with no bin and the rule Ask leaves from the dispatch bin, which may go below zero until it is picked; that is not checked.
• Day Book Display — restricts this type's day-book listing to Debit Only / Credit Only / Both. Desktop only for now (the web day-book always shows both).
• Enable Tracking + Default Voucher To Track — every line captures a tracking ID (TranID), consuming IDs issued by the tracked voucher. Example: a Sales Invoice tracks GOODS INWARD so each sale line points at the inward lot it came from.
• Enable Narration by Entry (accounting categories) — adds a narration column per line; Is Narration Compulsory refuses to save while the narration is empty.
• Enable Single Column — accounting-style entry where every line posts against one fixed Default Master Account with the chosen Dr./Cr. side; Enable Bill No. Column adds the reference column. Example: a CASH PAYMENT type fixes "Cash in hand" as the credit side so the operator only picks expense heads.
• Enable Employee Allocation — lines can be allocated to employees (for incentive and performance reporting). Enable Profit-Centre Allocation does the same for profit centres, and Profit-Centre Caption renames that column (e.g. "Project").
• Enable Locking — saved vouchers of this type become read-only per the rule: Lock Type (immediately On Save, on Verification, or After a Specific Period), Lock Property (1 Hr … 1 Year, or Custom with a day count) and Lock On (which operations are blocked: Insert / Alter / Delete / Alter & Delete / All). Example: lock Alter & Delete one week after save so back-dated edits stop.
• Maximum Voucher Amt. Limit — saving is refused when the voucher total exceeds this amount; 0 disables the check. Is Ref. No & Date Compulsory refuses to save while the reference number/date is empty.

5General — Stock Group & Pricing #

• Is Disable Party Account Selection — hides the party pick entirely; useful for walk-in counter sales that never name a customer.
• Head Of Account Selection Mode — how the posting head is chosen: By Transaction Class (the tax/transaction class decides the ledgers — the usual GST setup), By Single Ledger Account , By Item-Wise Ledger Account (each product carries its own head), or None . With Transaction Class, Auto Select Transaction Class Based On Party GSTIN picks the intra-state or inter-state class automatically from the party's GSTIN state code.
• Enable Stock Group — every line carries a stock-group/category (batch-like) selection. Print Name renames the column, Enforce Expiry Check refuses expired groups, Allow Empty permits leaving it blank, and Include In Selection List When There Is Stock offers groups directly in the item pick list. Example: pharmaceutical sales enforce expiry so no expired batch can be billed.
• Cal. On Unit Price — automatic adjustment applied to every fetched rate: the value with the chosen Opr. (+ − × ÷ %), a sub-operation for "%", and Cal. Applicable To limiting it to taxable / non-taxable / all products. Example: value 5 with % adds a 5% loading to every price. 0 disables it.
• Price Source + Default Price Type To Use — where rates come from ( Product Master , Cost-Sheet , Pricelist , Stock Value , or None) and which price type feeds the rate column. The Price Source also rebuilds the price-type choices: Cost-Sheet adds the six "Costsheet …" entries, Pricelist swaps to your price lists. Example: a retail invoice uses Product Master + RETAIL PRICE; a stock transfer might use Stock Value.
• Update Price Levels — this voucher writes prices back to the product master; typical on purchase vouchers so new costs refresh selling prices.
• Enable Item-Wise Discount Col. — the discount column and its engine; Apply Default Discount In Product Master pre-fills each product's default discount, and Apply Custom Discount runs the scheme-based discount rules.
• Use Custom Price Defined For Parties — party-specific agreed prices override the price type. Use Price Range — Reserved.
• Enable Alt. Amt. Col. — a second amount column: its Caption , the Alternative Price Used feeding it (another price type or a derived value such as Tax Amount / Gross Amount), Add Alt. Amt To Amount to fold it into the line amount, and Multiply Alt. Price With Qty . Example: show MRP beside the selling price on retail bills.
• Alternative Price(s) Can Be Used — the price types the operator may switch to during entry. Price Type For Weighing Items — the rate applied to weighing-scale barcode scans.
• Require Branch-Wise Price Properties (ERP) — each branch can override the price source/type per effective date. Switch it on, save, then open Br. Pricing from the Properties & Settings panel: one row per branch and date, and the latest dated row on or before the voucher date applies.
• Enable Item-Wise Tax Column — Reserved ; item-wise taxation is handled by Enable Tax Class on the Advanced tab.
• Restrict Product Selection One-Time Only — a product may appear only once per voucher. Product Selection List Col. Option — show the pick list with or without stock and price columns (hide stock/price from counter staff). Product Filter Query — an SQL condition filtering which products this voucher can pick, e.g. ProductClassification = 'Inventory' .
• Auto-Post Sales Commission To Employee (+ account + posting method) — Reserved ; saved with the type but no engine posts commission from it yet.

6General — Statuses, Messaging & Options #

• Default Status is stamped on every new voucher, Default Posting Status decides whether it posts immediately (Posted) or waits (Unposted), and Available Statuses limits which statuses this type can take. Example: a Sales Order flows Open → Approved → Closed while an invoice is simply Posted.
• Allow Custom Fields — enables the custom-field entry window on the voucher (the fields themselves are defined in the custom-fields sub-page, coming later).
• Track Lead ID + Lead Status To Popup — links vouchers to CRM leads; the chosen statuses pop the lead window up during entry.
• Allow Cheque Printing , Track Cheque Issue/Receipt ID (+ compulsory ) and Allow RTGS Printing — bank-instrument flows on payment/receipt vouchers: print cheques, register issued/received cheques (optionally mandatory), and print RTGS/transfer advice.
• Auto-Post Referral Commission — Reserved.
• Find (F2) Active-Date Only For Operator — operator-role users can only browse vouchers of the active date. Best-Fit Transaction Grid Columns auto-fits column widths. Show Voucher #ID After Save shows the internal ID message after each save. Show As Full Screen opens the entry form maximized ( desktop shell only ).
• Enable Minimal Save — a fast save path that skips non-essential steps; Desktop only for now. Setup Quick Entry enables the quick-entry mode of the transaction page.
• Enable Work-Flow — routes the voucher through the approval workflow; Desktop only for now.
• Is Allow Manufacturing Operations / Is Show In Work-Order Manager (Advanced-Mfr licence) — manufacturing operations on this voucher; the Work-Order-Manager flag is Reserved . Is Treat This Voucher As AMC Agreement (AMC base type) — vouchers act as AMC agreements.
• Available In Lite Version / In Mobile — Reserved visibility flags. Mobile App Print Mode — Native print vs Web-API print for the mobile app. Third Party API Option (ERP) — push the voucher to an external API on save; Desktop only for now.
• Treat Bill-By-Bill Entry As Installment — each bill-by-bill entry opens a new reference installment instead of settling an existing one.
• Enable Currency Selection — multi-currency entry on the voucher. Enable Goods Transport Entry — transport/e-way details capture. Is Track Member ID and Is Track Room Check-In ID — membership / room-management links; Desktop only for now (licence-gated modules).
• Enable Pole Display — POS pole display shows item, rate and total while billing; Desktop only (it writes to a COM port). The port number/settings/idle-message fields are Reserved — the desktop reads its port from application configuration.
• ERP block: Enable Voucher Sharing (share vouchers across branches per the sharing properties), Enable Linked Transaction (load lines from source vouchers — e.g. invoice created from a sales order), Share Documents Among Branches (attachments visible everywhere), Finger Validation Required (fingerprint before save), Auto-Post Inter-Branch Tran. For Dest. Branch (the mirror entry posts automatically at the destination branch) and Track Pay-Order .

7Numbering #

• Numbering Method : System assigns the number automatically at save time; Manual lets the user type it (only Allow Duplicate applies — off refuses repeated numbers); None gives the voucher no number at all.
• Numbering Type — Common is one series company-wide; Branch (ERP) gives each branch its own series taken from the branch-numbering settings (sub-page, coming later).
• Starting Number , Prefill With Zeros and Number of Numeral Digits shape the running number — e.g. start 1 with 4 digits produces 0001, 0002…
• The generated number is prefix + running number + suffix . The Pre-Fix and Suffix grids are date-effective: from each Start Date the given text applies. Example: prefix "SI/" from 01-Apr-2024 and suffix "/24-25" produce SI/0042/24-25 ; add new rows dated 01-Apr-2025 to switch the year tag automatically.
• Restart Number For Next Year plus the Restart Numbering grid restart the running number: from each Start Date the number restarts on the chosen period (Daily, Weekly, Monthly, Quarterly, Yearly, Never). Example: Yearly from 01-Apr restarts the series every financial year.
• Grid rows save individually (add/modify/delete) — nothing is mass-rewritten, and each row needs a Start Date to take effect.
• Ref. Numbering governs the separate reference number: None / Manual / Auto / Auto Daily / Auto Monthly. Reset Ref. Numbering For Individual Branches — Reserved.

8Advanced — Columns & Stock Control #

• Enable Descriptive Column — an extra text column with its own Print Name ; the Descriptive Column Link can auto-fill it from the item description, manufacturer or part number, or leave it free (Link None).
• Enable Storage Space — warehouse/godown allocation per line, with Storage Allocation Method deciding the granularity: By Batch, By Product, or By Line Item (the web version supports By Batch and By Product today).
• Enable Material Allocation To FA — issue items against fixed assets. Enable Tax Class — tax-class based taxation on the voucher (the usual GST mechanism). Enable Contact Info captures billing contact/address details, and Is Contact Phone Compulsory makes the phone mandatory ( Desktop only for now ).
• Enable Location Selection + Party Selection Option Based On Location — pick a location on the voucher and optionally filter the party list to that location.
• Allow Group Billing , Allow Excise Details , Enable Value Allocation (apportion charges across lines), Enable Accounting Upd. (accounting sub-entries) and Track Customer Card (loyalty/discount card) switch on their respective entry windows.
• Show Alt. Unit On Item Selection — when a product has more than one unit, a unit chooser pops up at item selection; Desktop only for now.
• Action Against Neg./Zero Stock (stock-affecting vouchers only) — what happens when a line would drive stock negative: Do Nothing , Warning / Stop Against ItemName (checks the product's total stock), Warning / Stop Against TranID (checks the specific tracked lot — Stop blocks the save when that lot lacks stock), Warning / Stop By (Actual-Reserve) (counts reserved stock as unavailable), and the By Storage Space variants apply the check per selected storage space. Branches Excluded From Stock Check (ERP) exempts listed branches.
• Action Against Excess Issue — Reserved.
• Allow Stock Reservation — reserve stock from this voucher (e.g. a sales order holds stock). Auto Create Stock Reservation Entry and Allow Reserve For Zero/Negative Stock refine it — both Desktop only for now.
• Show Stock Details In Info Panel — live stock figures beside the entry grid. Discard Batch Expiry Check skips expiry validation ( Desktop only for now ). Allow Stock Value Allocation and Track Inventory Assembly — Desktop only for now.
• Use BOM — applies the bill of material on the voucher; BOM Apply Method decides whether applying again adds to the existing components or deletes and recreates them. Auto-Sync RM Dimensions copies finished-goods dimensions to raw materials (web builds). Track Measurements — measurement sheets; Desktop only for now.
• Track Item Parameters + Item Parameter Template — per-line parameter capture (size, grade, test values…) using the chosen template.
• Track Ist Weighment (weighbridge), Track Goods Inward Register ID and Track Token ID switch on their respective capture fields.

9Advanced — Guards, Costing, Jobs & Modules #

• Action Against Zero/Neg. Profit (+ basis), Action Against Price Limit Variation (+ price type to compare) and Check Item-Wise GST Availability — Reserved : saved with the type, but no engine acts on them yet.
• Show Costing Window — the costing panel on the voucher; Update Custom Price(s) For Costing writes costing results into custom prices (the price-type list for it is Reserved ), and Post Cost-Sheet Sundry posts cost-sheet sundry charges to accounts.
• Show Cash/Card Collection Window — the settlement window after save (cash/card split). Show Price History — the party's past prices for the item pop up during entry.
• Jobs (Service module): Enable JobID Selection links lines to jobs, filtered by Billing-Type ; Job Statuses To Use , Job Item Select Option , the Custom Line-Item Query and Job Card Item Allocation are Desktop only for now , as is Show Ext. Columns In Job Order . Allow Job-Order Creation creates a job order from the voucher with the chosen Job-Order Rate Option .
• Serial numbers: Serial No Track Option (Default / Enable / Disable) governs serial tracking; with Enable, Create Serial No auto-generates serials and Include Serial No As Fallback For TranID Scan lets a scanned serial resolve the TranID. Show Replacement Serial No Column adds the replaced-serial column in the tracking window.
• Create Quality Order (Quality-Management licence), Allow Loading Items From Project Plan/Estimate and Track Operation Ticket (HMS licence) — Desktop only for now.
• Enable TouchPOS — serves this voucher on the touch point-of-sale screen; its panels, tiles, fonts and group filter are then set under TouchPOS in the properties panel. Allow Load Voucher — load an existing voucher's lines into a new one per the load-voucher properties. Allow Print Label — barcode/label printing from the voucher.

10Properties & Settings panel #

• The panel beside the form is the home of the voucher type's property sub-dialogs (the legacy button bar). It works in View mode on a saved voucher type — while adding or modifying, save first. Disabled buttons are legacy sub-forms not ported yet; each becomes active as it arrives.
• Br. Pricing (ERP) — branch-wise pricing overrides. It needs Require Branch-Wise Price Properties switched on in Stock Group & Pricing; otherwise the panel tells you to enable it first, exactly like the desktop version.
• In the Branch Pricing grid every row says: from this Effective date, this Branch uses this Price Source and Default Price Type (and may switch to the listed Alternative Prices) instead of the voucher type's own pricing . One row per branch and date; the latest dated row on or before the voucher date applies. Example: branch COCHIN switches to "Price From Pricelist / SOUTH ZONE LIST" from 01-Apr-2026 while other branches keep the voucher's default.
• Br. Numbering (ERP) — per-branch voucher numbering. It needs Numbering Type = Branch on the Numbering tab; otherwise the panel tells you to change it first (the desktop message). Pick a branch, set its own numbering method, starting number, zero-fill and restart flag, plus the branch's own restart/prefix/suffix date grids — then Save (F5); the dialog stays open so the next branch can be configured. A non-System method clears the numbering fields and removes the branch's rule rows. A branch with no row here falls back to the voucher type's numbering.
• Selection Group — ties the voucher's account pick lists to ledger groups. Example: a Sale Invoice offers party accounts from Sundry Debtors . The panels follow the voucher: inventory categories tick party-account groups only; accounting vouchers tick debit-side and credit-side groups; the single-ledger head mode ticks party groups plus head-of-account groups. An empty selection means no restriction. Groups come from the Ledger Group master.
• Transaction Class — ticks which transaction/tax classes the operator may switch to while entering this voucher (classes come from the Transaction Class master). The ticked order is kept; an empty selection offers every class.
• Col. Properties — the detail-section columns of the transaction window for this voucher: caption, visible/lock/focus/compulsory, entry order (Col Index), widths (with a separate web width), Enter-key flow, column type (Text/Numeric/Date/Image/Lookup), alignment, format and the extended property (TranID and EmpName columns offer their special option lists). Advanced… on each row edits the calculation formula, the pick-list definition ( Query Properties… ), the operator message and the mobile/tablet widths. Query Properties turns a column into a lookup: the query string that fills the list, the column layout of the popup, which column supplies the stored value and which is displayed, and the popup width — Add Variable lists every placeholder, and Set Blank removes the pick list again. The first time it opens, the rows are copied from the standard column template; Mfr vouchers get a second tab for the finished-goods grid columns. Example: hide the Discount column on a Delivery Note, or make Batch compulsory on a pharma invoice.
• Custom Fields — extra header fields captured while entering this voucher (e.g. "Vehicle No" on an invoice): name, description, print name, field type (the editor — Text, Numeric, Date, Time or YesNo), std. field type (maps the field onto a standard voucher field such as Customer PO No or Delivery Note Date , so print formats and reports can read it; the list comes from the custom-field-type configuration), compulsory/read-only/multiline, length, default value and entry order; Popup… turns the field into a pick list fed by a SQL query. Needs Allow Custom Fields = Yes (the panel shows the desktop message otherwise). Values are stored per voucher and deleted with it.
• Linked Transaction (ERP) — how this voucher loads lines from its link-source vouchers (e.g. invoice from sales order): source voucher type(s), selection mode (pending items, one time, always…), quantity/rate/item edit rules, status and work-flow filters, what carries over from the source (sundries, contacts, currency, employee, profit-centre, lead, custom fields), auto set-off class/account, and the Mfr / job-order loading options. Needs Enable Linked Transaction = Yes. The source list also feeds the link pick list on the transaction page.
• Warehouse Condition (in Linked Transaction properties, with the Warehouse Management licence) — whether this voucher waits for the warehouse before it takes from a source: None (as before), Put away / picked quantity only (a source line offers only what is put away - a GRN, an Inward Supply - or picked - a Delivery Note, a Sales Order picked ahead; a GRN with 6 of 10 put away offers 6), or Put away / picked in full (a source voucher is offered only once it is done in full). The database keeps to it for the web and the desktop alike: the source is not listed, its pending quantity is cut, a save taking more is refused, and cancelling a putaway or picking entry that such a voucher relies on is refused. Only source lines the warehouse handles are affected - a line in a storage space not run by the WMS is offered as before. Example: Inward Supply made from GRN with Put away / picked quantity only bills only what reached the shelves.
• Query placeholders — wherever a SQL or formula box appears (the linked-transaction custom SQL and custom line-item query, and a column's formula or query properties under Col. Properties → Advanced… ), the Insert variable… / Add Variable button lists the available placeholders with their meaning and drops the chosen one in at the cursor. In a pick-list query every standard transaction column is also available as <column id> . They are replaced with live values when the query runs — for example becomes the party selected on the voucher, the voucher date, and $BrID the active branch.
• Voucher Sharing (ERP) — how saved vouchers are shared to other branches: everyone, specific branches (tick them) or specific users, optionally compulsory, with in-app / SMS / email notifications using the configured SMS and mail profiles. Needs Enable Voucher Sharing = Yes.
• Discount Properties — how the item-wise discount column behaves on this voucher: the display name printed and shown on the column (10 characters, e.g. “Disc %” or “Rebate”), Calculation On — the figure the discount works from (On Amount, On Rate, ON MRP, ON NET RATE, ON Qty, Rate From MRP or None) — and Calculated By , which decides whether the number the operator types is a percentage or a straight value (By Percentage / By Value / None). Needs Enable Item-Wise Discount Col. = Yes and a saved voucher. Example: a retail invoice with “Disc %” calculated On Rate By Percentage.
• Status Permissions (ERP) — what an operator may still do with a voucher of this type once it reaches each status: alter, delete, print, find, change status, post, email, SMS, share, attach documents and reserve stock. Every status starts fully allowed; untick a box to block that action while the voucher sits in that status. Example: on a Sales Order, clear Allow Alter and Allow Delete for Approved so approved orders are frozen, while Allow Print stays on. Statuses come from the Status master, so a new status appears here automatically (fully allowed until you say otherwise).
• Work-Flow Settings (ERP) — the approval work-flows this voucher type runs through, and per work-flow the branches it applies to (leave Applicable Branches empty and it applies everywhere). Work-flows themselves are built in the Work-Flow master; this page only attaches them. Needs Is Enable Workflow switched on. Example: route purchase orders above a limit through a two-step approval in the head-office branch only.
• Quality Order (ERP) — for a voucher whose base type is Quality Order : who may COMPLETE the check. Choose Users and name them, or User Groups and pick the groups — only one of the two lists is active at a time. Everyone else can raise and view the order but cannot close it. The button reports the base-type requirement if you open it on another voucher type.
• Quality Order Creation (ERP) — on a SOURCE voucher (a goods receipt, say), which quality-order voucher is raised automatically when it is saved, and the condition that decides when — blank means always. Add Transaction Variable(s) lists the voucher and line-item columns you can test, e.g. MasterSection.PartyName or LineItemSection.ItemName . On inward stock vouchers you may also name an inventory blocking voucher type, which holds the received stock until the quality order is completed. Needs Is Create Quality Order switched on.
• TouchPOS — the layout of the touch-screen till for this voucher. Tile Panel Width and Group Panel Height size the two panels (pixels); No Of Columns In Group / Item Tile Panel decide how many tiles sit side by side; Group Tile Size and Item Tile Size pick the tile shape (Default, Small, Medium, Wide, Large). Group / Item Font Properties set the typeface, size and style used on the tiles (stored as Font;Size;Style ). Group Selection Criteria is a WHERE condition that limits which product groups the group panel offers — e.g. GName IN ('Beverages','Snacks') ; leave it blank for all groups. Is Enable Payment Tab shows the payment screen at the till, Is Update Existing Row… adds the quantity to the existing line instead of starting a new one when the same item is tapped again, and Show Item Image puts the product picture on the tile. Needs Enable TouchPOS switched on (the panel shows the desktop message otherwise). Example: a counter-sale bill with 4 group columns, 6 item columns, medium tiles and images on.
• Lead Filter (CRM; the button on the Lead filter line under Lead Status To Popup) — which CRM leads a voucher of this type may name, on the voucher screen and on Pay Bill. The condition can read the lead ( {Lead.…} ), the lead's contact ( {Contact.…} ) and the customer ledger it was converted to ( {Ledger.…} ). The picker always starts from the user's reporting option (all branches, their branch, or their group company), keeps only the Lead Status To Popup statuses, and then only the leads this condition keeps. Build it with rules (a lead field, an operator, a value) or type it as an expression; a value may be a standard variable — $UserID (the signed-in user), $BrID (the selected branch), $GrpID (the selected group company), $ActRptOpt (the reporting option: 0 all, 1 branch, 2 group, 3 branch and group), $UserName , $Date , $FinBeginDate , $FinEndDate . Check asks SQL Server whether it runs; Test runs it on one lead (its Lead No) and shows every value it read. Empty = every lead the first two cuts leave. Example: {Lead.OwnerUserID} = $UserID offers each user their own leads; {Lead.BrID} = $BrID the leads of the branch they signed in to. Needs Track Lead ID ? on to be used.
• System Print — what the standard print (System Print in the print window) of this voucher type carries: the heading on the paper, the company logo, each section (company address and contact, status, entered-by, party, delivery address, line details, totals, amount in words, narration, accounting entries, bill-by-bill, cost centres, cheques, bins), the three signature captions, a footer note and the page direction. A type with nothing saved prints everything. The logo is one picture for the company; each type says whether it prints it. Where the type shows the Documents column, each line's Documents cell prints its pictures - at stamp size (25 x 30 mm) unless Pictures attached to the lines sets Passport, Small, Medium, Large or a custom width and height - and lists every file as a link that opens it (for 30 days after printing).
• Every switch and list on this page carries a line under it saying what it does on a voucher of this type. Desktop program: at the start of a line means only the desktop program reads that setting today.
• Load Voucher — which voucher types may be loaded into a new voucher of this type via the transaction page's Load Voucher , whether the same source may be loaded repeatedly, and the party filter (all parties or the selected party only). Needs Is Allow Load Voucher switched on.
• The price-type choices in each row follow that row's Price Source — Cost-Sheet adds the six "Costsheet …" entries, Pricelist swaps to your price lists — just like the main pricing block.
• Keyboard: Enter moves cell to cell and from the last cell of a row into a fresh row; F5 saves and closes, Esc closes. Rows save individually (add/modify/delete) — nothing is mass-rewritten.
• Branch-pricing rows are deleted automatically with the voucher type, and user permissions can refuse changes (the message appears in the banner).

11Why is a pick-list empty? #

• Find (F2) lists only voucher types whose base type belongs to a module on the company's licence. A voucher type you know exists but cannot find belongs to a module the licence does not include.
• The source voucher pick-lists in Linked Transaction Properties and Load Voucher Properties offer only voucher types of licensed modules. A source already saved on this voucher type stays listed and selected even when its module is not licensed, so saving the dialog never quietly erases it — but it cannot be newly picked.
• Type Name for Accounting , Job Billing Types and posting-status entries come from the application configuration (Temp) rows; Default Voucher To Track lists the standard vouchers from cfgItems.
• Ledger accounts (default master account, sales commission account) come from the Ledger Account master — the ＋ Create new ledger account footer defines a missing one inline.
• Item parameter templates come from the item-parameter template master; branches from the branch register (ERP).
• Use WMS Bins appears only with the Warehouse Management licence, on Inventory, Manufacturing and Stock-transfer categories, once the warehouse scripts have run. Post From and Default Bin Rule appear once it is switched on, for a type that moves stock (not an order); Negative Bin Stock for a type whose stock leaves. Warehouse Condition in Linked Transaction properties appears with the same licence.
• Track Lead ID ? and Lead Status To Popup appear only when the company's licence has CRM. The statuses offered are the CRM lead statuses (New, Working, Nurturing, Qualified, Converted, Disqualified); a desktop status name saved earlier (such as Closed ) matches no CRM lead and is flagged under the field.

12Integrity rules #

• Unique, locked name — the voucher name is the primary key; a duplicate name is refused and the name cannot be changed after the first save.
• Protected records — the built-in Opening Stock voucher type is protected by database triggers: renaming or deleting it is refused, and the trigger's message appears in the banner here.
• Deleting a voucher type also removes its numbering rules and clears its document links; types already used by transactions may be refused by the database.
• Licence first. A voucher type whose base type belongs to a module that is not on the company's licence is not listed in Find (F2) or in the pick-lists, and cannot be opened, saved or deleted — the refusal reads "Voucher type '…' belongs to Sales, which is not on this company's licence." Every per-voucher setting (branch pricing and numbering, columns, custom fields, linking, sharing, statuses, quality orders, workflow, discount and the rest) refuses it in the same way, even when reached directly. Saving cannot move a voucher type onto or off an unlicensed base type either.
• The licence check lets a voucher type through when the licence cannot be read, when no module at all reads as subscribed, when its base type carries no module, or when the base type's module is not one the licence sells (for example the Opening base type). User Manager's Vouchers permission tab is stricter: there, a base type whose module no licence holds is not offered to anyone.
• Orders move nothing. A Movement Type of Order-IN or Order-OUT may not go with Affect Stock Register or Affect Books of Accounts on - the save lists it, and the database itself refuses an order type that affects stock, so the desktop cannot save one either.
• Use WMS Bins is Off until it is switched on. With Off the warehouse ignores the type's vouchers - no bin movement at all - so the bins of a storage space add up to the stock of the types it handles, not to the whole books. It can be switched on only for a type that moves stock or for an outgoing order; the save refuses it on any other type and says why. A type made on the desktop starts Off.
• User permissions (_PERM triggers) can refuse a save or delete.
• Sub-page settings open from the Properties & Settings panel beside the form, in View mode on a saved voucher type. Br. Pricing is available now (ERP, needs Require Branch-Wise Price Properties on); the rest (column properties, custom fields, transaction classes, branch numbering, selection groups, linked-transaction / voucher-sharing / TouchPOS properties…) arrive one by one and show as disabled until ported. Branch-pricing rows delete automatically with the voucher type.

13If something does not work #