The Invoice Voucher is a fundamental financial document used in Philippine business operations to facilitate and document payment processing. It serves as an essential internal control tool that bridges the gap between receiving an invoice and making the payment. When a company needs to process a payment against received invoices, an Invoice Voucher is created to document the authorization process and maintain a clear audit trail. The document must comply with Philippine tax laws, particularly BIR regulations, and typically includes detailed information about the transaction, tax considerations, and multiple levels of verification and approval. It's particularly important for maintaining accurate financial records, ensuring proper payment authorization, and supporting tax compliance requirements in the Philippine business environment.
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1. Company Header: Official company letterhead including registered name, TIN, address, and contact details
2. Invoice Voucher Number: Unique identification number for the voucher following company's numbering system
3. Date: Date of voucher preparation
4. Payee Information: Complete details of the payee including name, TIN, address, and contact information
5. Invoice Reference: Reference to the original invoice(s) being paid, including invoice numbers and dates
6. Payment Details: Amount to be paid, both in figures and words, including currency denomination
7. Transaction Description: Clear description of the goods/services being paid for
8. Tax Information: Applicable tax details including VAT, withholding tax, or other relevant tax information
9. Authorization Section: Space for required signatures including prepared by, checked by, and approved by fields
10. Payment Terms: Specification of payment method and any relevant payment conditions
11. Accounting Codes: Relevant accounting codes and cost centers for internal processing
1. Purchase Order Reference: Reference to related purchase orders when applicable for procurement tracking
2. Delivery Receipt Details: References to delivery receipts when payment is for goods received
3. Project Codes: For project-specific expenses, include relevant project codes and details
4. Foreign Exchange Details: For international transactions, include exchange rate and foreign currency amounts
5. Special Instructions: Any special payment instructions or conditions
6. Supporting Documents Checklist: List of required supporting documents attached to the voucher
1. Schedule A - Invoice Details: Detailed breakdown of multiple invoices if payment covers more than one invoice
2. Schedule B - Tax Computation: Detailed computation of taxes, especially for complex tax scenarios
3. Schedule C - Item Breakdown: Detailed listing of individual items or services being paid for
4. Appendix 1 - Supporting Calculations: Any relevant calculations such as partial payments, adjustments, or deductions
5. Appendix 2 - Payment History: For partial payments, history of previous payments made against the same invoice(s)
Relevant legal definitions
Clauses
Relevant Industries
Manufacturing
Retail
Services
Construction
Technology
Healthcare
Education
Financial Services
Transportation
Real Estate
Energy
Agriculture
Mining
Telecommunications
Government Services
Relevant Teams
Accounts Payable
Finance
Accounting
Treasury
Internal Audit
Procurement
Financial Control
General Accounting
Financial Planning & Analysis
Tax
Relevant Roles
Accounts Payable Clerk
Accountant
Finance Manager
Chief Financial Officer
Financial Controller
Treasury Manager
Accounts Payable Supervisor
Finance Director
Internal Auditor
Procurement Officer
Department Head
General Manager
Managing Director
Bookkeeper
Financial Analyst
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