How Do You Write a Receipt Voucher?

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Published Date:  16-01-2024   Author:   kiruthika-as
captainbiz how do you write a receipt voucher
how do you write a receipt voucher

Creating receipt vouchers is an easy but essential part of keeping accurate financial records for every business transaction. An adequately documented receipt voucher is tangible documentation of the exchange, independent of payment received for goods sold, services rendered, or any other transaction. 

The essential components and procedures for creating a thorough receipt voucher will be covered in this lesson. Creating a receipt voucher guarantees accuracy, accountability, and openness in financial transactions and lays the groundwork for efficient record-keeping.

Understanding Receipt Vouchers Components

A payment voucher, also called a receipt voucher, certifies the validity of the payment. It acts as proof of ownership in the case of goods. Thus, it is a legally binding document certifying that products or services have been received and paid for. 

An invoice differs from a receipt voucher; thus, they should be distinct. When a sales agreement is struck, it is recorded in the invoice as a mutual understanding between the customer and the supplier. Whereas invoices are used to document sales transactions, receipts are used to report payments. In short, the invoice is issued first, followed by the receipt voucher.

Let’s look at the different components that form the receipt voucher. According to the clause (d) in section 31 or subsection (3) of the GST act, the following is the receipt voucher format:

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  • Supplier’s information, such as name, address, and GSTIN
  • A unique serial number for the respective financial year
  • Date of issuance of the receipt voucher
  • Buyer’s information, such as name, address, GSTIN, or UIN if unregistered
  • Goods or services description
  • Payment amount
  • Mode of payment, such as cash, card, or online
  • Remaining balance, if any
  • Tax details along with the breakdown – CGST, SGST, UTGST, IGST, or any other cess
  • Place of supply along with code and state name
  • Reverse charges, if applicable
  • Signature of the authorized person or the supplier

Types of Receipt Vouchers

Different types of vouchers are used in the accounting world, including the receipt voucher. Within receipt vouchers, there are two types of categories:

  • Cash receipt vouchers – These are documents with information related to the cash received.
  • Bank receipt vouchers – This document describes the payment received in all other modes, such as cheques, demand drafts, etc. Nothing is received in cash, and everything is credited to the bank account.

A receipt voucher is prepared under different circumstances, such as:

  • Cash sales
  • Refund of taxes
  • Customer advance received
  • Receipt of rent, interest, etc.

These receipt vouchers are recorded in the accounting system as per below:

  • Bank or cash account is debited
  • The debtor’s account is credited

Additionally, you can provide an advance receipt voucher to someone who pays in advance. The tax obligation will become due before the invoice is sent out and the goods or services being delivered if they provide an advance payment. Hence, this payment must be recorded in the accounting books as the bank would have already registered the payment.

If the customer doesn’t pay tax separately during the payment time, it is assumed the advance payment includes taxes. Moreover, per the GST law, the supplier must issue an advanced payment receipt voucher to the consumer when the payment is received. This voucher will also assign a unique serial number for that fiscal year.

To better comprehend this, let’s examine an example:

On March 15, 2023, Yash signed a deal with Alpha Pvt. Ltd. to deliver particular goods in exchange for a 50% advance of Rs. 15,000. Yash received the products from Alpha Pvt. Ltd. on April 1, 2023. On April 25, 2023, Alpha Pvt. Ltd. issued a final invoice for the supplied Rs. 30,000 commodities. Yash paid the remaining balance on the invoice on May 15, 2023. Thus, in this case, April 25, 2023, the earliest of the two dates, will be the supply time for taxing the amount of Rs. 30,000.

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Importance of Accurate Receipt Voucher Writing

An incorrect receipt voucher can result in several circumstances, and they are an essential component of the accounting system. Let’s understand the importance of receipt voucher accuracy below:

  • One of the primary reasons is receipt vouchers are integral to the internal accounting control mechanism. This mechanism ensures that payment is correctly authorized and goods or services purchased are also received.
  • These vouchers are critical for audit purposes as well. They are the essential proof that whatever goods or services are recorded in the books exist.
  • These vouchers are also needed to match the company’s payment with other parties, such as vendors.
  • Accurate writing of receipt vouchers also serves as a checking tool and ensures that no employee is misusing the system. 
  • These vouchers are also used for tax purposes. Because of this, enterprises risk paying the government the wrong amount of taxes if they are improperly reported.
  • A deceptive impression of the company’s financial situation may also be presented via inaccurate documents. It may show the company suffering or blooming, whereas the truth can differ.
  • From a business perspective, issuing correct receipt vouchers will tell the expenses in any period. If the vouchers are accurate, companies can determine the costs and make efficient strategies for the future.

Step-By-Step Guide to Writing a Receipt Voucher

In the digital world, you can find many software online to help you write an accurate receipt voucher. However, we are still sharing the receipt voucher writing guide. You can check the below steps for writing receipt vouchers to enhance your understanding of how to write one:

  1. Determine which type of receipt voucher needs to be created.
  2. You can select or create the template.
  3. Start by assigning a unique serial number to your voucher.
  4. Fill in the below-mentioned details:
    1. Date of issuance
    2. Amount – in words and figures
    3. Your details
    4. Buyer’s details
  5. Debit the account’s head properly.
  6. Credit the cash account if payment is made by cash or credit the bank account if done through any other mode.
  7. Carefully cross-check all the details to avoid any errors.
  8. Sign the receipt voucher and ask the customer or buyer to sign the same.

You can create and write your receipt vouchers by following the easy steps above. Just remember to always cross-check the information entered for accuracy to avoid any problems in the future.

Technologies and Tools for Efficient Receipt Voucher Generation

With so many tools and technologies available today, receipt voucher software is an excellent option instead of doing everything manually. There are many reasons why online tools or technologies can benefit a company. Let’s look at some of them below:

  • Businesses may stay ahead of the competition by embracing technology.
  • It will also enable them to save on valuable resources and let your employees focus on more critical tasks.
  • Moving to technology will mean eliminating manual work and doing everything automatically.
  • Automatic data entry will remove the likelihood of all human errors, thus ensuring accuracy.
  • Moving towards software will also allow you to search for any entry and not go through tons of paperwork.
  • Automatic entries save time and resources.
  • It will enable companies to access reports and analyses instantly to make informed business decisions.
  • Companies can decide based on valuable insights into expenditures, trends, patterns, and budget allocations.
  • Receipt vouchers updated using software will ensure reduced risk of damage, tampering, or loss compared to paper vouchers.
  • Companies can also add extra security features to enhance the safety of their financial data.
  • Using technology will also help support the environment and reduce the carbon footprints of using paper.
  • Companies will be able to follow the sustainability and corporate social responsibility goals.

Understanding Legal and Compliance Aspects of Receipt Vouchers

Receipt vouchers are needed per GST laws, and companies must also adhere to its legal and compliance aspects. As per the law, businesses meeting a specific annual turnover must issue an e-invoice. These invoices are electronically generated and stored on the GST portal. 

Businesses must also adhere to all the GST rules and regulations, especially those designed for maintaining receipts and vouchers. It will ensure they get everything necessary.

Here are a few things one must follow to be compliant with the rules and regulations of GST laws:

  • Always remember to include all the mandatory details. These are invoice number, supplier’s name, date of issue, GSTIN, HSN or SAC code, description of goods or services, taxable value, comprehensive breakdown of total amount, and applicable GST rates.
  • Ensure everything mentioned in the receipt voucher is easy to understand. Always avoid using any jargon or abbreviations that others may not understand. 
  • Remember to mention the unique serial number concerning the financial year. It is good practice to form the numbers systematically, as it will help in effective record maintenance and tracking.

Another crucial aspect is adhering to tax laws. When it comes to accurately documenting income and expenses, receipt vouchers are essential. Businesses must appropriately classify transactions, apply the applicable tax rates, and keep audit-ready records to comply with tax rules. Tax rules are complex, and firms must stay current and include them in their receipt voucher procedures or face penalties and legal ramifications for noncompliance.

Additionally, companies that operate in particular industries could be bound by certain regulatory specifications. For example, healthcare providers and banking institutions frequently have strict compliance requirements. Receipt voucher content and retention may be affected by industry-specific requirements, which should be understood. Therefore, businesses should always pay attention to the current rules and regulations.

Also Read: Understanding the Difference Between Receipt Vouchers and Invoices

Conclusion

To sum up, writing a receipt voucher demands a keen awareness of legal and compliance concerns to ensure that a receipt voucher is effective in financial transactions. By placing a high priority on completeness, correctness, and compliance with tax laws, companies may produce solid and legally sound documentation. Receipt voucher security is further improved by adhering to industry-specific requirements and easily integrating digital solutions. 

Organizations must adapt to the constantly changing financial technology landscape while maintaining moral and regulatory obligations. Creating a receipt voucher shows a dedication to financial integrity, transparency, and compliance and goes beyond simple documentation. Businesses may strengthen their financial processes and establish trust with stakeholders by consistently following best practices and being informed about regulatory revisions. This creates the foundation for long-term success in an increasingly complicated business environment.

FAQs

  • What is a receipt voucher?

A receipt voucher is essential to record financial transactions and offer concrete evidence of services or money received.

  • To comply with the GST Act, what essential elements must a receipt voucher have?

The essential elements of a receipt voucher are the buyer and supplier information, the date of issuance, the unique serial number, the payment details, the tax breakdown, and the signatures.

  • What are the advantages of utilizing receipt voucher software, and how many technologies and tools aid in effectively generating receipt vouchers?

Technology and receipt voucher software save time, minimize errors and offer immediate access to financial facts to assist in making effective business decisions.

  • What legal and regulatory requirements, particularly about GST rules, should businesses consider when producing receipt vouchers?

Aspects related to legislation and compliance include following GST regulations, ensuring all necessary information is provided, and organizing numbers.

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Kiruthika AS

Kiruthika is passionate about writing and keen on writing articles related to tax, accounting, audit, and other finance-related topics. She has authored numerous articles, from personal finance and investing for ETmoney, Equirius, and ABSL health insurance. She enjoys staying up-to-date with the latest financial world developments and exploring new investment opportunities.

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