THE ULTIMATE PRIMER ON ACCOUNTING AND INVENTORY VOUCHERS

ACCOUNTING VOUCHERS

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PURCHASE REQUISITION FORM

Place a requisition or demand to purchase.

PURCHASE INVOICE OR VOUCHER

Place a requisition or demand to purchase.

PAYMENT VOUCHER

Records the payment (cash and bank) transactions.

SALES INVOICE OR VOUCHER

An invoice is printed and submitted to the customer. A voucher records the transaction for statutory purposes only.

RECEIPT VOUCHER

Records the receipt (cash and bank) transactions.

SUPPORTING VOUCHER

Documentary evidence of a transaction.

NON-CASH, TRANSFER OR JOURNAL VOUCHER (JV)

Records the adjustment entries.

CONTRA VOUCHER

Used to withdraw cash from banks or to deposit cash in banks.

REVERSING JOURNAL ENTRY

A journal entry made in an accounting period, which reverses selected entries made in the immediately preceding period

ACCOUNT RECONCILIATION TEMPLATE

Records the account reconciliation process.

DEBIT INVOICE OR VOUCHER

Used for purchase returns. Pass as a voucher or an invoice where the inventory values also get affected.

CREDIT VOUCHER

Used generally for a sales return. While passing, you can refer to the original invoice number as well.

INVENTORY VOUCHERS

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PURCHASE ORDER VOUCHER

Place a purchase order on vendor.

PO AMENDMENT

Used to make changes to the existing Purchase order.

JOB WORK-IN ORDER VOUCHER

Order received by job order worker with details of finished goods to be manufactured, expected quantity of finished goods, raw material to be supplied by the principal manufacturer (job work giver), date of delivery of raw materials if delivered in installments, etc.

RECEIPT NOTE (GRN) VOUCHER

Acknowledges receipt and acceptance of supplies at the location designated on Purchase Order.

MATERIAL-IN VOUCHER

Records the kind of material and quantity of the material returned from production to stores.

REJECTIONS-IN VOUCHER

Record goods that are rejected and returned by the customer.

SALES ORDER VOUCHER

Voucher to record purchase order received from a customer. While passing the voucher, you can provide details such as by when would the order be processed, rates, etc. Later, as and when required, you can partially fulfill an order and track the remaining order or you can even pre-close the order.

JOB WORK-OUT ORDER VOUCHER

Order raised by the principal manufacturer that specifies the details of finished goods to be manufactured and expected quantity of finished goods, the raw material to be supplied by the principal manufacturer, date of delivery of raw materials if delivered in installments, etc.

DELIVERY NOTE OR CHALLAN VOUCHER

Records the delivery of goods. It can include transporter details such as lorry number, dispatch document number, bill of lading, etc.

MATERIAL-OUT VOUCHER

Records the kind of material and quantity of the material issued to production.

REJECTIONS-OUT VOUCHER

Records goods that are rejected and returned to a supplier.

PHYSICAL STOCK VOUCHER

Records the actual stock which is verified or counted

PHYSICAL STOCK VERIFICATION VOUCHER

Records adjustment to inventory in account books after physical stock verification on monthly, quarterly or yearly basis to match the stock in hand with stock available as per the books.

INVENTORY COUNT SHEET

Records the physical count of inventory.

FIXED ASSET COUNT SHEET

Records the physical count of fixed assets.

FIXED ASSET DISPOSAL SHEET

Records the disposal of fixed assets, including storage and disposal.

BIN CARD OR KARDEX

Identifies the location and physical balance in the designated storage space.

RETURNABLE GATE PASS IN VOUCHER

Records receipt of goods into the premises that was sent out through the returnable gate pass.

RETURNABLE GATE PASS OUT VOUCHER

Records movement of goods out of the premises on a returnable basis.

QUALITY REVIEW REGISTER

Records materials rejected upon quality inspection and reasons for the same.

PACKING MATERIAL ISSUE NOTE VOUCHER

Records the kind of packing material and quantity of the material issued to production.

PACKING MATERIAL CONSUMPTION REGISTER

Records the consumption of packing material.

OVERTIME REGISTER - DEPARTMENT WISE &  HOD'S APPROVAL

Records the overtime worked and approval thereof.

PRODUCTION REGISTER - DEPARTMENT WISE &  HOD'S APPROVAL

Records production at each department (WIP or work in progress).

MACHINE DOWNTIME & REPAIR REGISTER

Records the machine or asset downtime and repair detail including consumption of spares.

ANNUAL MAINTENANCE (AMC) REGISTER

Records the AMC details -- vendor, tenure of the contract, emergency numbers, alternate vendor.

PRODUCTION AND SCRAP REGISTER

Records the details of production, rejects, wastages, and scrap at each milestone.