Introduction
In Xero, there is no direct “Payment Voucher” feature — instead, Xero uses a document called Remittance Advice, which serves the same purpose.
By renaming the Remittance Advice in your branding settings, you can make it appear as a Payment Voucher when sending or printing supplier payment records.
This is especially useful for Malaysian businesses that require payment vouchers for vendor payments, audit documentation, or internal approvals.
How to Rename Remittance Advice to “Payment Voucher”?
Step 1: From the dashboard, go to Sales, choose Sales Settings.
Step 2: Go to the Sales Section, choose Invoice Settings.
Step 3: Choose your Branding Theme (e.g., Standard Template). Click Option, then choose Edit.
Step 4: Scroll down to Remittance Advice Title.
Step 5: Replace “Remittance Advice” with “Payment Voucher”.
Step 6: Click Save.
How to Generate a Payment Voucher? or How to Print or Email the Payment Voucher?
Step 1: Ensure the bill has been fully/partially paid. Xero can only generate a Payment Voucher (Remittance Advice) after a payment is recorded.
Step 2: From the dashboard, go to Purchases, choose Bills.
Step 3: Locate the bill and click to open it.
Step 4: Scroll down and select the payment line to open the payment transaction.
Step 5: Click Options. Choose Send Remittance, or choose View Remittance (PDF) to save a copy.
Step 6: The Payment Voucher will be downloaded to your laptop for printing or internal filing.
Step 7: If you choose Send Remittance, a pop-up window will appear. Fill in the following details:
Enter the supplier’s email address, confirm the branding theme, choose the email template.
Review the subject and message. You may also tick “Send me a copy” if you want to receive a copy of the email.
Step 8: Click Send to email the Payment Voucher to the supplier.
How to Customize Layout for Payment Voucher?
The layout of the Payment Voucher (Remittance Advice) cannot be customized. Xero only allows changes to your company logo, address, and basic branding details. The structure and columns of the document cannot be edited.
Frequently Asked Questions (FAQs) about Xero Payment Voucher
Q: Does Xero have a Payment Voucher feature?
A: No. Xero does not provide a direct Payment Voucher function, but you can rename the Remittance Advice to act as one.
Q: Will the Payment Voucher layout follow my branding theme?
A: Yes, it will apply your selected branding theme, but the layout itself cannot be customised beyond logo and company details.
Q: Can I email the Payment Voucher to suppliers?
A: Yes. After renaming the Remittance Advice, you can email it using the same steps as sending a normal remittance.
Q: Does the Payment Voucher show which invoices were paid?
A: Yes. It lists the bill(s) included in the payment and the amount applied.
Conclusion
Xero does not have a built-in Payment Voucher module. However, by renaming the Remittance Advice, you can generate a document that functions the same way for supplier payments, supporting internal approval workflows and audit requirements.