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Hand-in-Hand Teaching Guide to fill in Pvq Manual Payment Voucher Transmittal Comptroller Alabama

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Pvq Manual Payment Voucher Transmittal Comptroller Alabama Request Guide

all right in this lesson we're going to.be talking about the voucher system the.voucher system is a system in place that.aids in the cash payment activities so.the voucher system is actually a system.of tasks that have a whole bunch of.internal controls that helps to ensure.that payments that are made are accurate.appropriate and they go to the right.person rather than just payments just.being made so this is a great internal.control system overall we call it the.voucher system because it's going to be.based on different vouchers which have.to be completed and in hand in order for.a check to be issued at the end of the.day so let's talk about the cash payment.activities now what's the goal of the.internal controls for cash payment well.obviously at the end of the day the Col.goal for internal controls for cash.related to cash payments is that all.cash that is paid is for goods or.services that the company has actually.received right we don't want to make.payments if we haven't received anything.whether that service or good so we will.only want to pay for things we've.actually received or actually received.in good or actually received in services.one way we can ensure that payment is.made correctly is using a system called.the voucher system and that's what we're.going to show you in this lesson now the.voucher system is actually an approval.system that is based on a series of.documents or processes that is used to.provide evidence of the payment.requisition which leads to the payment.of cash so the payment requisition is a.request for cash to be dispersed well we.have all of these documentation Xand.paperwork and processes that must be put.in place in order for the cash.requisition to be approved and the.payment to be made so that's what we're.trying to do here now what is the.voucher system well the voucher system.is actually a set of kind of documents.that must be in place so you must have.all of these documents in place in order.for a cash check or a cheque to be cut.signed and sent to the vendor so these.represent.those documents the first one here is a.purchase requisition so a purchase.requisition will give us a requisition a.request to purchase XY & z product or.purchase a service so whoever's.requesting it needs to produce a.purchase requisition that purchase.requisition will good then go to the.purchasing department as well as the.manager in charge to sign off on the.okay to go ahead and purchase whatever.that good or services are once we've.done that we will then create from there.a purchase order so purchase requisition.is a request to purchase something a Pio.is kind of the approval to go ahead and.submit the purchase the purchase order.is kind of like a sales document that.you would give to a retailer that.retailer will then fulfill the order.based on the sales document so that's.what a Pio is then we would receive a.receiving report so what happens is the.goods would come back the goods would be.sent to our company and then the.receiving department will prepare a.receiving report it literally is just a.report of what they received in the.warehouse so the receiving department.opens up all the boxes looks at all the.invoices count all the done all the.items and then on a report says we.received $5,000 of x y&z product they.don't necessary have a little bit of the.detail about the PIO but they don't know.how much this thing the items are worth.so they're given very little information.on what they're going to receive so that.we get an independent verification at.the items they did receive or what.actually was ordered at the end of the.day so a receiving report is prepared by.the warehouse that receives goods.throughout for the company now if it's a.service there won't be a receiving.report so services don't have receiving.report you just got to know that the.services were performed then the.supplier will send it anymore so.typically what happens is if you order.something from a company the company's.going to ship you goods with a bill of.lading the building will say exactly.what's on that shipment but they will.also send in the.mail an invoice so two separate things.we've got the invoice and then we have.the bill of lading that also has all of.the goods that are being delivered the.sales invoice comes usually under a.separate cover so we'll have the.suppliers invoice under a separate cover.then we're going to attach this hold out.your package and then we have the.company cheque or the EFT if we're going.to send them an electronic payment this.is the voucher system so if I'm writing.the checks I won't write a check and I.tell I see all of these documents I need.to see a purchase requisition a Pio a.receiving report if it's goods not.services and then the suppliers invoice.once I have that voucher packaged we.call it a package because there's.multiple documents once we have those.Pat a voucher package then I can sign.off on the cheque then I can actually.approve the check then I can actually.write the check so this is an internal.controls because without let's say the.purchase order we don't know if we.actually purchased it or got approval.for it if we don't have a purchase.requisition we don't know if someone.actually requested the goods if we don't.have an invoice we don't know if we.actually are paying the right amount and.if we don't have a receiving report we.don't know if we actually receive the.goods so we need all of them to tell us.that all the steps were followed and if.all the steps are followed that we can.issue a check now what about this what.about the internal control focuses that.we talked about well here's how that all.works here so the purchase requisition.establishes responsibility who's.responsible for the items that we.purchased the purchase order restricts.access to what vendors we can use the.receiver report is a document document.sub procedures and also segregates the.duties necessary the supplier invoice.independently verifies that we're paying.was actually what we received and then.we also document those procedures and.then the company check does all three of.those document procedures because we.have the check we independently verify.because.right and check independently verify.that the voucher package is intact and.then we segregate the duty so we set the.segregation of duties someone else who's.not part of the voucher system package.creation is the one that's actually.approving it so we're actually.segregating those duties.now the voucher system provides a robust.way to ensure payments are made for.services and products that the Act.company actually receives so that's the.key here is that the voucher system.really does provide us everything that.we need to ensure that any payments that.the company makes are appropriate and.therefore were the right amount and now.we got all the goods that we were.expected to get based on a purchase.requisition and then the sales invoice.so that is a look at the voucher system.an internal control activity piece that.helps us control the amount of cash that.we pay out so I hope you enjoyed this.lesson and we'll see you in the next.video hey guys it is Patrick don't.forget to press the like button and.share this video with someone who could.get a lot of use from watching this.lesson like maybe a classmate or maybe a.friend or maybe just a parent just.because you wanted to share this video.because you're very excited about what.you saw share it with someone and if you.want to help us grow and help us make.sure that we put the very best in.accounting topics out on it YouTube make.sure you press the subscribe button and.turn on that notification bill that way.you're alerted every time we post videos.to this channel now I do this with every.one of my classes at the end of class.what did you learn from this lesson put.that in the comment section below and.I'll respond to you on what you got out.of this video so hope you enjoyed this.video and we will see you in the next.lesson.

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