Payment Voucher

About the payment voucher tool

How to record a vendor payment with a voucher

1. 1

   Choose the payee

   In Paid to, pick a saved vendor to settle their bills, or type any party for a one-off payment such as a refund or a contractor.

2. 2

   Link the bill

   Use Against purchase bill to select the bill being paid. Open the bill and choose Payment Voucher under Create from this bill to skip this step.

3. 3

   Enter amount and mode

   Fill Amount paid, pick Payment mode (Cash, UPI, Bank transfer, Cheque, Card, Other) and enter the UTR or cheque number in Reference / transaction ID.

4. 4

   Record purpose and approval

   Write what the payment is Towards and the name in Approved by. Add remarks in Notes.

5. 5

   Create and file

   Click Create voucher. The vendor's balance updates and the bill is marked paid or partially paid. Download PDF for your records.

What a payment voucher should contain

• Voucher number (PV/26-27/0001) and date of payment.
• Name of the payee and their GSTIN or PAN where applicable.
• Amount paid in figures and words.
• Payment mode and reference: UTR, cheque number and bank, or UPI ID.
• The purchase bill or invoice number being settled, and any TDS deducted with section (194C, 194J, etc.).
• Purpose of the payment.
• Name and signature of the approver and the person who made the payment.
• For reverse-charge purchases from unregistered suppliers, Rule 52 requires a payment voucher with tax details.

Who uses the payment voucher

Payment Voucher: frequently asked questions

What is a payment voucher used for?

A payment voucher is the internal record of money paid out: to a supplier against a bill, to a contractor, to a transporter, or to a customer as a refund. It captures amount, mode, reference, purpose and approval, so the payment can be traced in the bank statement and matched to a bill during audit.

Does a payment voucher reduce what I owe the vendor?

Yes, when the voucher is raised for a saved vendor. VyaparKit posts it to the vendor's ledger as a payment and, if linked through Against purchase bill, marks that bill paid or partially paid. The payables statement then shows the remaining balance per vendor.

Can I pay several purchase bills with one voucher?

A voucher links to one purchase bill so the bill status stays accurate. For a lump-sum transfer covering many bills, either create one voucher per bill with the same UTR, or leave Against purchase bill empty; the amount still reduces the vendor's overall balance in the ledger, though individual bills will not be marked paid.

Should I deduct TDS before paying a vendor?

If you are liable to deduct TDS, yes: 1% or 2% under Section 194C for contractors, 10% under 194J for professional fees, 2% for technical services, and 5% under 194I(b)/2% under 194I(a) for rent above ₹2.4 lakh a year, subject to thresholds. Pay the net amount, record the TDS in Notes, and deposit it by the 7th of the next month. Confirm your obligation with your CA.

Is a payment voucher required under GST?

Rule 52 of the CGST Rules requires a registered person paying tax under reverse charge to issue a payment voucher when paying an unregistered supplier, showing the supplier's details, description, amount, tax rate and amount, and place of supply. For ordinary payments to registered vendors, GST does not require a voucher, though good bookkeeping does.

Who should sign a payment voucher?

The person who approves the payment (owner, partner or manager) signs in Approved by, and the person making the payment signs as prepared by. Where the payee receives cash, take their signature or thumb impression on the printed voucher as acknowledgement. Bank and UPI payments are evidenced by the transaction reference.