Payment orders and Cash Payment Vouchers (CPV)

In Ethiopian financial accounting, direct cash and bank disbursements require strict pre-authorization before checks are signed or cash is paid out. SmartERP Payment Orders & CPV (payment_order_and_cpv) provides the formal requisition and authorization documents required by internal audit and external tax auditors.

Payment Order workflow#

A Payment Order (account.payment.order) groups one or more vendor bills, employee claims, or contract milestones into a single formal disbursement requisition:

flowchart LR
    A[Accountant: Draft Payment Order] --> B[Finance Head: Verification]
    B --> C[Managing Director / CFO: Approval]
    C --> D[Cashier / Treasury: Generate CPV or Bank Check]

Steps to create a Payment Order#

1. Navigate to Accounting $\rightarrow$ Payments $\rightarrow$ Payment Orders.
2. Click New and select the Payment Type (Bank Transfer, Check, Cash, CPO).
3. Select the beneficiary Partner and add line items referencing the specific bills or expense requests.
4. Verify the net payable amount after deducting applicable Withholding Tax (WHT).
5. Click Submit for Approval.
6. Once authorized by the designated financial signatory, the order transitions to Approved and unlocks disbursement voucher generation.

Cash Payment Voucher (CPV) generation#

When settling expenditures via cash or petty cash reserves:

1. Open the approved Payment Order and click Generate CPV.
2. The system assigns a sequential voucher identifier (e.g., CPV/2026/00482).
3. The voucher records:
   • Beneficiary: Name and physical identification of recipient.
   • Amount in Words & Figures: Automatically spells out ETB amount in English and Amharic.
   • GL Accounting Distribution: Debit expense / Credit cash safe.
   • Quadruple Signature Block: Prepared by (Accountant), Checked by (Internal Auditor), Approved by (Finance Manager), and Received by (Payee).
4. Click Print CPV to print the official voucher for signature archiving.