Printing payment vouchers
Print or download a payment voucher on your organisation's letterhead — and understand the internal and external copies, signatures, and what each one shows.
A payment voucher is the formal paper record of a single expense: who is being paid, how much, from which categories, and who signed it off. WAQAF renders it on your organisation's own letterhead so you can print it for a signature folder, attach it to the file, or send a clean copy to the recipient. You'd do this once a voucher has been coded — typically when it's awaiting approval, or once it has been paid.
This page covers how to produce the document and what appears on it. Creating the voucher itself is a separate task — see Creating a payment voucher.
Who can do this. You need a finance role that grants read — that's the Accountant, Finance Manager, CEO, or Auditor. Any of these can open a voucher and print or download it. If you don't see the Finance section at all, your role doesn't include it; see Why can't I see a button?.
Where to find it. Finance → Expenses → open a voucher.
Open the voucher
The print and download controls live inside a voucher's detail panel, not on the list itself.
Go to the expenses list
In the sidebar, open Finance, then Expenses. You'll see every voucher for your organisation with its reference, payee, amount, and status.
Open the one you want
Click the voucher's row. A panel slides in from the side showing its full detail — the approval progress, the allocation lines, the payee, and the document tools at the bottom.
Find the document tools
At the foot of the panel is a small toolbar: a language toggle (English / العربية), a copy toggle (Internal / External), a Download PDF button, and a Print voucher button.
The document toolbar appears once a voucher has reached a settled state — when it's coded (awaiting approval), paid, or rejected. A voucher still being drafted won't show it yet.
Choose the copy: internal or external
Before you print, decide which copy you need. WAQAF produces two versions of the same voucher, and the toggle defaults to Internal for staff.
- Internal — the full working copy for your own files. It carries a small internal copy ribbon and can include the approval log (who signed and when), who recorded the voucher, the available balance of each category, and any internal notes.
- External — the clean recipient-facing copy. The sensitive blocks above are never printed on it, no matter how your organisation has configured its documents.
The external copy's protection is enforced by WAQAF itself, not just by hiding a section on screen — sensitive figures such as category balances and the approval log can never appear on an external voucher. So if you're handing a copy to the person being paid, choose External with confidence.
Choose the language
Use the English / العربية toggle to set the language of the printed document. This is independent of the language you're using the dashboard in, so you can be working in English and still print an Arabic voucher (or vice versa). The whole document — titles, labels, and signature lines — switches to the language you pick, and an Arabic voucher lays out right-to-left.
Print or download
Set the copy and language
Pick Internal or External, then choose the language. Both apply to whatever you produce next.
Print, or save a PDF
Click Print voucher to open the document in a print window — your browser's normal print dialog takes it from there, so you can send it to a printer or save it as a PDF. Or click Download PDF to save the file directly; it's named after the voucher's reference.
Sign and file
If signatures haven't already been captured electronically, the printed voucher leaves a ruled box for each signatory to sign by hand. File the signed copy alongside the expense's supporting documents.
Both buttons produce the same document — Print sends it to a print window, Download saves it as a PDF. Use whichever suits the moment.
What's on the voucher
Every voucher is built on your organisation's letterhead, so it carries the same masthead and footer as your receipts and reports. From top to bottom you'll see:
- The letterhead masthead — your organisation's logo and full legal name, with the voucher's reference and date on the opposite side.
- The payee and amount — who is being paid and how much, shown in Omani Rial to three decimals (for example, 200.000).
- Optional detail lines — the project, location, due date, payment method, and the expense label, where your organisation chooses to show them.
- The allocation table — each category the payment is split across, with its amount, and a bold total at the bottom. A line drawn from a category's overflow (a "deduct split") is marked, with the split reason shown beneath when present.
- Signature blocks — a block for the Finance Manager, the CEO, and, when the recipient has acknowledged the payment electronically, the Recipient. Where a signatory has a saved signature it's filled in automatically; otherwise the block is a blank ruled box to sign by hand.
- The footer — your contact details, any bank accounts you've chosen to show on the letterhead, social links, and a validation QR code (when enabled) that confirms the document is genuine.
The internal copy adds, on top of all of the above, the internal-copy ribbon and — depending on your organisation's settings — the approval log, the recorder's name, internal notes, and the available balance of each category.
Category balances on the internal copy are doubly protected: they only appear if your organisation has turned them on and your own role is allowed to see balance figures. A role that may only see whether a category has "enough" — not the exact figure — won't have the balances printed for it. See Balance privacy.
The voucher is a faithful snapshot of the expense as it stands — it isn't an editable document. The amounts and signatures come straight from the record. If a voucher was issued in error, you don't edit or delete it; the underlying expense is corrected with a reversing entry, and you print a fresh voucher. See The expense approval workflow.
For a fuller tour of letterheads, signatures, and the validation QR — which apply to receipts and reports as well as vouchers — see Documents & printing.
See also
Creating a payment voucher
Record a new expense and split it across categories.
The expense approval workflow
How a voucher moves from coded to approved to paid.
Documents & printing
Letterheads, signatures, and the validation QR across all WAQAF documents.
Expenses & vouchers
Everything in the expenses and vouchers section.