VOUCHING OF EXPENSES

Sr. Telephone
Pointers Purchases Purchase Return Salaries & Wages Rent Insurance Premium Postage & Courier
No. Expense
1. Purchase Bill 1. Copy of Debit Note of 1. Pay Roll or Wage 1 .Copies of 1. Copies of Receipts 1. Copies of Bills
of the supplier the client or Credit note Sheets Rent Receipts from the Insurance from the
or copy of cash of the supplier. 2.Attendance and from the Company Telephone
memo 2. 2. Copy of Delivery Personnel Records landlord 2. Payment company.
Purchase Challan, Excise Gate 3.Statutory Returns 2. Payment Vouchers 2. Payment
Voucher Pass of the customer. filed with PF & Vouchers 3. Insurance Policy vouchers
2. Copy of 3. Transporter's Bill and Income tax 3. Rent
Delivery challan, Octroi Receipt 4.Cheque counter- Agreement
Excise Gate pass, foils
Supporting
1 3. Transporters
Documents
Bill and Octroi
Receipt
4. Goods
Received Note
5.In case of
Imported items,
Bill of Entry
Custom Duty
Receipt
Purchase Bills, on Debit Notes, Debit Pay roll should Rent Receipt, Premium Receipt, in Telephone Bill, Bill, Bank book and
Purchase Note Register and in pertain to client Rent the Insurance Policy, Bank book and Payment voucher
Name of Register and in supporting documents Agreement, payment voucher payment voucher
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the Client Supporting Bank book and and in the bank book
Documents Payment
voucher

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 Date on Date should be tally on Date is req. on Date on Rent Date on Premium Date on Telephone Date on courier bill,
Purchase Bills, Debit Note , Debit Note copies of salary Receipt, Bank Receipt, Bank book Bill, Bank book and bank book and
Purchase register and supporting slips/voucher issued. book and in and Payment payment voucher. payment voucher
Register and in doc. Pertain to current Pertain to current Payment voucher should tally. Petain to current should tally. Pertain
3 Date Supporting year year. voucher should Pertain to the year. to current year.
Documents tally. Petain to current year.
should tally. current year.
Petain to current
year.
It should be on It should be on Payroll/ Wages
Continuos basis. Continuos basis on Sheets - Examine
And tally with in Debit notes. And tally entries in
4 Sr. No. purhcase with in Debit Note payroll/wage sheets
register. Register. with reference to
personnel records of
employee.
Amt in word and Amt in word and figure Amount on Pay-rolls Amt in word Amt in word and Amt in word and Amt in word and
figure should be should be same and should be tally with and figure figure should be figure should be figure should be
same and tally tally with the amt. in the amount in should be same same and tally with same and tally with same and tally with
with the amt. in Debit Note, in register voucher. and tally with the amt. in Bank the amt. in Bank the amt. in Bank
purchase and supporting docs the amt. in payment voucher, payment voucher, payment voucher,
5 Amount
vouchers, Bank payment bank book and bank book and bank book and
purchase voucher, bank premium receipt. Telephone bill. Courier bill.
register and book and rent
supporting docs receipt.

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 Qty mentioned Qty mentioned in the Computation - Gross Period - Period Period - Period of Period - Period Period - Period
in the Purchase Debit note should tally salaries & wages of occupation insurance mentioned in mentioned in the
bills should tally with that in supporting should tally with mentioned in mentioned in the theTelephone bill Courier bill should
with that in document and entry in Attendance record Rent receipt premium receipt should pertain to pertain to current
supporting stock books. and Personnel should tally should tally with the current accounting accounting year.
document. i.e. record. Attendance with period period mentioned in year.
delivery challan, records give details mentioned in the Insurance Policy.
6 Quantity GRN, and of no.of days Rent
transporters bill present and absent. Agreement.
and entry in the Personnel record
books shows details of
basic salary,
allowances, PF,
Income tax
deduction etc.

Purchase Bills - Debit Notes- Signature of Rent Insurance Policy - Telephone Bill- Courier Bill- Signed
Authorised Authorised Official of Employee - Agreement - Signed by Signed by by Authorised
Official of the the client, Person Employee sign is Authorised Authorised Official Authorised Official Official of client and
client, Person preparing Debit note required on Pay Roll Official of the of client and of client and Courier company.
preparing bill and making entry in against his name on client. Rent insurance company. Telephone Payment vouchers
and making Register to fix revenue stamp to Receipts should Payment vouchers company. Payment should be signed by
entry in Register responsibility for any acknowledge be signed by should be signed by vouchers should be person preparing it
to fix error receipt. aurthorised person making entry signed by person and person making
Signature responsibility for official of in the bank book to preparing it and entry in the bank
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on Bills any error landlord. fix responsibility for person making book to fix
Person any error entry in the bank responsibility for
preparing book to fix any error
Payment responsibility for
voucher and any error
making entry in
Register to fix
responsibility
for any error

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 Supplier sign on Supplier sign should be Laws - Refer
a copy of bill and there on Debit note and Minimum Wages
Delivery challan. Delivery challan Act, 1948 to check
Signature Sign, stamp of indicating that goods amount of wages
8 and Stamp supplier is req. actually received by paid to labour. Refer
of Party on Transporters supplier Stamp and seal Schemes of SEBI to
bill, octroi of concerned party is check payment
receipt etc. req. on other made to senior
supporting docs management official
Auditor Ensure Auditor Ensure about Ex Employees - Auditor Ensure Auditor Ensure Auditor Ensure Auditor Ensure
about no error no error of commission Obtain List of ex- about no error about no error of about no error of about no error of
of commission and ommission. employees, who of commission commission and commission and commission and
and ommission. Attention to check cut- have retired or left and ommission. ommission. ommission. ommission.
Attention to off transaction the org during the Attention to Attention to check Attention to check Attention to check
Error and check cut-off period which comes check cut-off cut-off transaction cut-off transaction. cut-off transaction
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Frauds transaction under audit. transaction Outstanding and transaction at
Telephone exps or the year end.
Prepaid exps. Outstanding or
prepaid courier
expenses
Transaction Transaction propery Check entry whether Disclosure in Disclosure in Final
propery accounted in the books. it is correct as per Final A/c - A/c - Other
accounted in the Purchase return amt. basic principles of Other Expenses Expenses in
books. Purchase Journal Entry. accounting. Salary in Statement of Statement of Profit
Proper
10 amt. Journal A/c is debited and Profit & Loss & Loss
Accounting
Entry. Verify Cash/Bank should be
entry for credited.
unrecorded
purchase.