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Voucher is a documentary evidence of the transaction, so it must be prepared carefully and cautiously. The voucher must be preferably printed. It should contain the following information about the transactions.

1. Name and address of the firm. Every voucher should bear the name and address of the firm at its top. It is generally printed at the top of the voucher.

2. Voucher number. Every voucher must bear its serial number, so that it can be easily identified, differentiated with other vouchers and referred in the books of accounts. Vouchers are serially numbered and their number is mentioned against the posting in the ledger, cash book and subsidiary books.

3. Date. The date of preparing the voucher must be written. It must bear the date, the month and the year of the transaction.

4. Details of party to be debited. It contains the name and address of the party, whom payment has been made. The purpose and the details of the payment is also recorded therein. In modern big business enterprises, voucher is prepared for every transaction. As such, in these enterprises the debit side may contain the name of the party to whom payment has been made. It may also contain the head of account against which the payment has been made. It may be Purchases Account, Assets Account and Expenses Account.

5. Details of party to be credited. The payment is made either through Cash or Cheque/Bank Draft, so we record Cash Account or Bank Account, with the number and date of issue of the cheque and bank draft. We may also use the account to be credited at the credit column.

6. Proof of receiving the amount. In case the payment is made through cash to someone, his signature is obtained with full details of the amount, the purpose and the date of payment received by him. In case payment is made through crossed Account payee cheque, receivers signature is not necessary. 

7. Revenue Stamp. Revenue stamp must be affixed on every payment of $ 5001- and more as per law, so that the document may be legalised. The signature of the receiver must touch certain part of the revenue stamp. 

8. Signature of the accountant and officer of the firm. Voucher must be signed by the responsible person of the firm. He may be an accountant or manager. After verification and authentication it must be signed by the proprietor of the firm or any authorised officer of the enterprise.

  • TYPES OF VOUCHERS 

Vouchers may be classified as under :

A. Supporting Vouchers

These vouchers are prepared as documentary evidence in support of transaction having taken place. These vouchers are classified as internal and external vouchers. 

1. Internal Supporting. Vouchers. These vouchers are prepared by the organisation itself but authenticated and validated by third parties, such as counter foils of pay-in-slip and challan, etc. 

2. External Supporting Vouchers. These vouchers are prepared by third parties and sent to us such as bills, cash memo and invoice received from supplier of goods. It may also be rent receipt received from land lord, debit note and credit note, etc. 

B. Accounting Vouchers

The subsidiary or secondary vouchers prepared on the basis of supporting vouchers issued by third parties is called accounting vouchers. It is prepared by the Accountant and must be signed by the authorized signatory of the enterprise. Accounting vouchers are classified as cash vouchers and non-cash vouchers. 

1. Cash Vouchers. The documentary evidence of cash payments and cash receipts is known as cash voucher. Cash vouchers are classified as debit (payments) voucher and credit (receipts) voucher.

 (i) Debit (Payment) Voucher. The documentary evidence of cash payment is known as debit voucher such as cash payment of salaries, cash purchases of goods and assets, payment to creditors, employees and bank, etc. The debit voucher may be based on supporting voucher. In case supporting voucher is not available the Receipt portion of the voucher is filled in and used as supporting voucher.

It should be noted that if the payment is worth Rs. 500 or more, revenue stamp of Re. 1 must be affixed.

(ii) Credit (Receipt) Voucher. The documentary evidence of cash receipt is known as credit voucher, such as cash receipt of interest, rent or any other income, cash sales of goods, assets and investments, amount withdrawn from bank, loans borrowed, collection from debtors, etc.