Supplier Payments in TouteGestion: Payment Voucher and Treasury Release
TouteGestion separates 'we owe this supplier' from 'money is authorised to leave this account'. Supplier bills establish the payable. Payment Vouchers create the governed settlement instruction. In Segregated mode, direct supplier payment is disabled so AP approval and Treasury control remain distinct.
1. Start from an outstanding supplier bill
The bill detail exposes the Payment Voucher action when an Issued or Partially paid bill remains outstanding and the user has voucher-preparation authority. This keeps the payment connected to an existing supplier obligation instead of asking Treasury to create an unexplained cash transaction.
2. Prepare the voucher
The implemented voucher draft captures supplier, voucher date, payment account, payment method, optional payment reference, narration, bill applications, deductions and supporting references. At least one positive bill application is mandatory. The selected payment account identifies where the settlement is intended to come from, while the applications identify what supplier debt it is intended to settle.
3. Deductions remain explicit
Voucher deductions are recorded by deduction type, amount and optional reference rather than reducing the supplier payment invisibly. TouteGestion validates that total deductions cannot exceed the gross bill settlement. This preserves the distinction between gross settlement, deductions and the amount ultimately released.
4. Submit for approval
A prepared voucher remains editable while it is in its preparation stage. Submission is a separate permission-controlled action. Approval can include a comment; rejection requires a reason. In organisations using the stronger access-control model, the database workflow applies the configured approval and segregation rules rather than relying only on whether a button is visible.
5. Treasury preparation is a separate handoff
After AP approval, Prepare for Treasury is protected by accounting:treasury.prepare. This is intentionally different from preparing the original voucher: AP establishes and approves the payable settlement request; Treasury prepares the actual payment for release.
6. Authorization is not release
Authorize Payment Voucher is another workflow action. TouteGestion does not treat authorization as proof that money has already left the bank. The release step remains separate so an organisation can require different people or authority levels for preparation, authorization and final release.
7. Release records the payment event
Release requires the payment date and can capture the final payment reference. It is protected by accounting:treasury.release. The release RPC performs the governed settlement; the application then refreshes Payment Vouchers, Treasury, Bills and Cash Book and opens the resulting posted journal when one is returned.
8. The result is one traceable chain
After release, Finance can follow the transaction from supplier bill → Payment Voucher → approval → Treasury preparation → authorization → release → supplier settlement → Cash Book → journal. This is materially different from typing a payment into a spreadsheet and separately marking a bill as paid.
9. Reversal is controlled
If a released supplier payment must be corrected, Reverse Payment Voucher requires journal-reversal authority and a mandatory reason. The reversal procedure updates the connected financial records rather than deleting the released payment. Standard-mode voucher cancellation also requires a reason; Segregated mode deliberately refuses that cancellation path until dedicated cancellation authority is configured.
Worked example
An organisation has an approved supplier bill with 10,000 outstanding. AP prepares a Payment Voucher applying 10,000 to that bill, chooses the intended bank account and records the payment method and narration. A 500 statutory or contractual deduction is entered separately, so the gross settlement and deduction remain visible. AP submits the voucher and an authorised checker approves it. Treasury prepares it, another authorised actor authorizes it, and the releaser records the actual payment date/reference. TouteGestion settles the supplier obligation and connects the release to Cash Book and the posted journal. If the bank later rejects the payment and accounting reversal is required, Finance uses the controlled reversal with a reason rather than deleting the transaction.
Practical configuration checklist
- outstanding supplier obligation identified
- correct supplier and bill applications
- payment account selected
- payment method and narration recorded
- deductions do not exceed gross settlement
- supporting references attached where required
- voucher submitted rather than treated as released
- AP approval completed under configured policy
- Treasury preparation completed by authorised user
- authorization kept separate from release where required
- actual payment date/reference recorded at release
- Cash Book, bill settlement and journal checked after release
- reversal used for released-payment corrections
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