Navigation Path Auto Mailer → Transfer Summary

URL

/automailer-transfer-summary

Description

• View consolidated salary transfer summary by branch and period
• Displays bank transfer details for processed salaries
• Supports branch-wise filtering for multi-location organizations
• Provides month and year selection for historical data
• Shows transfer status and amounts
• Helps verify salary disbursements before bank transfers
• Facilitates reconciliation of salary payments
• Generates transfer-ready reports

1. Page Overview

What is Salary Transfer Summary?

Salary Transfer Summary provides a consolidated view of all salary transfers scheduled or completed for a specific branch and time period. This page is critical for payroll administrators to review and verify bank transfer details before initiating actual salary disbursements.

Key Purpose:

• Review salary amounts to be transferred
• Verify employee bank details
• Check transfer readiness
• Identify any issues before actual transfer
• Generate bank transfer files
• Reconcile completed transfers
• Audit salary disbursement records

Typical Workflow:

1. Process salary for the month
2. Review Transfer Summary for accuracy
3. Verify bank details and amounts
4. Generate bank transfer file
5. Execute bank transfers
6. Mark as transferred/completed
7. Reconcile with bank statements

Who Uses This Page?

Primary Users:

• Payroll Administrators: Review and approve transfers
• Finance Team: Verify amounts and initiate bank transfers
• Accounts Department: Reconciliation and audit
• Branch Managers: Review branch-specific transfers
• Super Admins: Monitor all transfers across organization

Access Control:

• View access typically restricted to payroll and finance teams
• Branch-level filtering may be role-based
• Transfer execution requires special permissions
• Audit trail maintained for all actions

2. Filter Section

Branch Selection

Features:

• Dropdown selection with search capability
• Shows "Select branch..." as placeholder
• Required field (cannot proceed without selection)
• May show all branches for super admin
• Restricted to assigned branches for branch-level users

Display Format: Branch code and name

Purpose:

• Filter transfer summary to specific branch/location
• Essential for multi-branch organizations
• Each branch may have different bank accounts
• Enables branch-wise reconciliation

Common Use Cases:

• Review transfers for a specific office
• Generate branch-wise transfer files
• Verify branch-level salary disbursements
• Branch-specific reconciliation

Month Selection

Features:

• Dropdown with all 12 months
• Shows selected month (e.g., "December")
• Clear button (X) to reset selection
• Required field

Options: January, February, March, April, May, June, July, August, September, October, November, December

Purpose:

• Specify which salary month to view
• Aligns with salary processing cycle
• Historical data access for past months

Typical Selection:

• Current month for ongoing transfers
• Previous month for reconciliation
• Future month for advance planning

Year Selection

Features:

• Dropdown with available years
• Shows selected year (e.g., "2025")
• Clear button (X) to reset selection
• Required field

Options: Available years in the system (typically current year ± few years)

Purpose:

• Specify the year for salary transfer
• Access historical transfer data
• Year-end reconciliation

3. Action Buttons

Search and Reset

Search Button

Function:

• Validates that all required fields are selected
• Fetches salary transfer data for selected branch, month, and year
• Displays results in table format below
• Shows transfer details, amounts, and status
• Enables download/export options

Behavior:

• Disabled until all required fields selected
• On click, loads transfer summary data
• Shows loading indicator during data fetch
• Displays table with results or "no data" message

What It Retrieves:

• List of employees with salary transfers
• Employee bank details
• Transfer amounts (net salary)
• Transfer status (pending/completed/failed)
• Transaction reference numbers
• Transfer dates
• Bank names and account numbers

Reset Button

Function:

• Clears branch selection
• Resets month to default
• Resets year to default
• Hides any displayed results
• Returns form to initial state

Use Case:

• Start fresh search
• Clear current selections
• Switch to different branch/period quickly

4. Results Display

Table Display (After Search)

After clicking "Search" with valid selections, a comprehensive table displays with salary transfer details.

Expected Columns:

Table Features

Selection:

• Checkbox in header to select all employees
• Individual checkboxes for each employee
• Select specific employees for transfer file generation

Sorting:

• Click column headers to sort
• Sort by employee name, amount, status, etc.
• Ascending/descending toggle

Filtering:

• Filter within results
• Filter by transfer status
• Filter by bank name
• Search by employee name/code

Actions:

• Generate transfer file for selected employees
• Mark as transferred
• View transfer details
• Retry failed transfers
• Export to Excel

Summary:

• Total employees count
• Total transfer amount
• Count by status (pending, completed, failed)
• Summary by bank

No Data Message

Displayed When:

• No salary processed for selected branch/month/year
• No employees in the selected branch
• All transfers already completed and archived
• Filters too restrictive

Message Shown:

"No data found for the selected criteria"

Common Reasons:

1. Salary not processed for the selected month
2. Wrong branch selected
3. No active employees in branch for that period
4. Data archived or deleted
5. Month/year combination invalid

What to Do:

• Verify salary has been processed
• Check branch selection is correct
• Confirm month and year are valid
• Process salary if pending
• Contact administrator if issue persists

5. Transfer Status Types

Pending

Meaning: Salary processed but transfer not yet initiated

Characteristics:

• Net salary calculated
• Bank details verified
• Ready for transfer
• Awaiting transfer file generation

Next Action:

• Generate transfer file
• Initiate bank transfer
• Mark as in progress

In Progress

Meaning: Transfer file generated or bank transfer initiated

Characteristics:

• Transfer file sent to bank
• Awaiting bank processing
• Transaction in transit
• Reference number may be available

Next Action:

• Monitor bank status
• Wait for bank confirmation
• Check for completion

Completed

Meaning: Salary successfully transferred to employee's account

Characteristics:

• Bank transfer successful
• Transaction reference available
• Amount credited to employee account
• Transfer date recorded
• Confirmation received

Next Action:

• Reconciliation with bank statement
• Archive records
• Notify employees if needed

Failed

Meaning: Transfer attempt failed

Characteristics:

• Bank transfer rejected
• Invalid bank details
• Insufficient funds in company account
• Technical error
• Account blocked/closed

Next Action:

• Investigate failure reason
• Verify bank details
• Correct issues
• Retry transfer
• Contact employee if needed

Common Failure Reasons:

• Incorrect account number
• Invalid IFSC code
• Account closed
• Name mismatch
• Bank server issues
• Insufficient balance in company account

6. Workflow: Review Transfer Summary

Step-by-Step Process

1. Navigate to Transfer Summary

   • Go to Auto Mailer → Transfer Summary
   • Page loads with filter options

2. Select Branch

   • Click Branch dropdown
   • Select the branch to review
   • Required field must be filled

3. Select Month

   • Click Month dropdown
   • Choose the salary month (e.g., December)
   • Typically current or previous month

4. Select Year

   • Click Year dropdown
   • Choose the year (e.g., 2025)
   • Matches the month selection

5. Click Search

   • All required fields selected
   • Click Search button
   • System fetches transfer data

6. Review Results

   • Table displays with employee transfer details
   • Check all employees are listed
   • Verify bank details are correct
   • Review net salary amounts
   • Check transfer status

7. Verify Data Accuracy

   • Cross-check employee count
   • Verify total transfer amount
   • Ensure bank details are current
   • Identify any pending corrections

8. Take Action

   • Generate transfer file if pending
   • Mark transfers as completed
   • Retry failed transfers
   • Export for records

7. Workflow: Generate Transfer File

Step-by-Step Process

1. Review Transfer Summary

   • Follow steps to display transfer data
   • Verify all details are correct

2. Select Employees

   • Check "Select All" for all employees
   • Or select specific employees for transfer
   • Typically select all with "Pending" status

3. Click Generate Transfer File

   • Button typically available after selection
   • System validates selections
   • Checks for any errors

4. Choose Bank Format

   • Select bank-specific file format
   • Common formats: NEFT, RTGS, IMPS, UPI
   • Bank-specific formats (e.g., HDFC, ICICI, SBI)

5. Generate File

   • System creates bank transfer file
   • File format matches bank requirements
   • Contains all necessary details

6. Download File

   • Transfer file downloads automatically
   • File typically in .txt, .csv, or .xlsx format
   • Contains encrypted bank details

7. Upload to Bank Portal

   • Login to corporate banking portal
   • Navigate to salary transfer/bulk transfer section
   • Upload the generated file
   • Authorize the transfer

8. Mark as Initiated

   • Return to Transfer Summary
   • Update status to "In Progress"
   • Record transaction reference
   • Note transfer date

8. Workflow: Mark Transfers as Completed

Step-by-Step Process

1. Receive Bank Confirmation

   • Get confirmation from bank
   • Obtain transaction reference numbers
   • Note transfer completion date

2. Open Transfer Summary

   • Navigate to the page
   • Select same branch, month, year
   • Click Search

3. Filter Completed Transfers

   • Filter by "In Progress" status
   • View transfers that were initiated

4. Select Employees

   • Select employees whose transfers completed
   • Based on bank confirmation
   • Match reference numbers

5. Update Status

   • Click "Mark as Completed" action
   • Enter transaction reference
   • Enter completion date
   • Add remarks if needed

6. Save Changes

   • Confirm the update
   • System updates transfer status
   • Records completion details
   • Generates audit trail

7. Verify Update

   • Refresh the view
   • Check status changed to "Completed"
   • Verify all details recorded

9. Workflow: Handle Failed Transfers

Step-by-Step Process

1. Identify Failed Transfers

   • Review transfer summary
   • Filter by "Failed" status
   • Note failure reasons

2. Investigate Failure

   • Check bank details accuracy
   • Verify account number and IFSC
   • Check if account is active
   • Review error messages from bank

3. Correct Issues

   • Update employee bank details if incorrect
   • Contact employee for verification
   • Update in employee master
   • Re-sync data

4. Retry Transfer

   • Select failed transfer records
   • Click "Retry Transfer" action
   • System regenerates transfer entry
   • Creates new transfer file

5. Monitor Retry

   • Track retry status
   • Check for success
   • Handle if fails again

6. Alternative Payment

   • If repeated failures, consider alternative
   • Cash payment
   • Cheque payment
   • Different bank account
   • Manual transfer

7. Update Records

   • Document the resolution
   • Update status
   • Add remarks explaining situation
   • Maintain audit trail

10. Bank Transfer File Formats

NEFT (National Electronic Funds Transfer)

Characteristics:

• Batch processing
• Suitable for large volumes
• Cost-effective
• Processed in hourly batches
• Takes 2-3 hours typically

File Format:

• Fixed-width text file
• Specific field positions
• Bank-specific header and trailer
• Employee records in between

Use When:

• Bulk salary transfers
• Not time-critical
• Large number of employees

RTGS (Real Time Gross Settlement)

Characteristics:

• Real-time processing
• Individual transaction basis
• Higher charges
• Immediate transfer
• Typically for large amounts

File Format:

• Similar to NEFT
• Bank-specific format
• May require individual approvals

Use When:

• Urgent salary payments
• High-value transfers
• Individual employee payments
• Same-day requirement

IMPS (Immediate Payment Service)

Characteristics:

• Instant transfer (within seconds)
• 24/7 availability including holidays
• Lower amount limits
• Mobile and internet banking

File Format:

• May support bulk upload
• API-based integration possible
• Bank-specific formats

Use When:

• Immediate payment needed
• Weekend/holiday transfers
• Smaller amounts
• Emergency payments

UPI (Unified Payments Interface)

Characteristics:

• Instant transfer
• Uses UPI ID or mobile number
• 24/7 availability
• Lower transaction limits

Use When:

• Employees have UPI
• Small payment amounts
• Immediate transfers needed
• Alternative to bank account transfer

Bank-Specific Formats

Different banks may have proprietary formats:

HDFC Bank:

• Specific CSV format
• Field order and naming
• Validation rules

ICICI Bank:

• Excel-based template
• Specific columns required
• Macros for validation

SBI (State Bank of India):

• Text file format
• Fixed-width or CSV
• Specific header format

Axis Bank:

• Excel or CSV format
• Pre-defined template
• Upload via portal

Important: Always check with your bank for the exact file format requirements.

11. Common Transfer Issues and Solutions

Issue 1: Invalid Account Number

Symptoms: Transfer fails with "Invalid Account Number" error

Causes:

• Typo in account number
• Extra spaces
• Wrong number of digits
• Employee changed bank account

Solution:

• Verify account number with employee
• Update in employee master
• Cross-check with bank passbook/cheque
• Retry transfer

Issue 2: Invalid IFSC Code

Symptoms: Transfer rejected due to IFSC error

Causes:

• Incorrect IFSC code
• Branch changed or closed
• Typo in IFSC
• Old IFSC after bank merger

Solution:

• Verify IFSC from bank website
• Update correct IFSC code
• Check if bank branch still exists
• Update employee records

Issue 3: Account Name Mismatch

Symptoms: Bank returns due to name mismatch

Causes:

• Name in system doesn't match bank account
• Spelling differences
• Initials vs full name
• Married name vs maiden name

Solution:

• Verify exact name on bank account
• Update employee name to match
• Or update bank account
• Ensure exact match including spaces

Issue 4: Account Closed or Dormant

Symptoms: Transfer fails - account inactive

Causes:

• Employee closed account
• Account dormant due to inactivity
• Bank froze account
• Employee changed bank

Solution:

• Contact employee immediately
• Get new/active bank account details
• Update in system
• Transfer to new account
• May need alternate payment method temporarily

Issue 5: Insufficient Balance in Company Account

Symptoms: Bulk transfer fails entirely

Causes:

• Company account has insufficient funds
• Total transfer exceeds available balance
• Holds on account
• Previous transfers pending

Solution:

• Check company account balance
• Ensure sufficient funds available
• Account for bank charges
• Transfer funds to salary account
• Retry batch transfer

Issue 6: File Format Error

Symptoms: Bank portal rejects upload file

Causes:

• Wrong file format
• Incorrect template used
• Extra columns or missing columns
• Encoding issues
• Invalid characters in data

Solution:

• Download latest template from bank
• Regenerate file in correct format
• Remove special characters
• Check file encoding (UTF-8)
• Validate before upload

12. Best Practices

Before Transfer

1. Verify Salary Processing

   • Ensure salary processed for all employees
   • All records locked and finalized
   • No pending corrections

2. Review Employee Bank Details

   • Check for recent bank account changes
   • Verify all accounts are active
   • Update any changes from employees
   • Validate IFSC codes

3. Check Total Amount

   • Sum of net salaries matches expected
   • Compare with previous months
   • Check for anomalies
   • Verify budget availability

4. Verify Company Account Balance

   • Ensure sufficient funds
   • Account for total salary + bank charges
   • Transfer funds if needed
   • Check account is active

5. Test with Sample

   • For first time, test with 2-3 employees
   • Verify file format accepted
   • Check transfer completes successfully
   • Then proceed with full batch

During Transfer

1. Use Correct Bank Format

   • Download latest template from bank
   • Follow bank-specific guidelines
   • Don't modify template structure
   • Save in required format

2. Batch Wisely

   • Consider bank's batch size limits
   • Split large batches if needed
   • Group by bank if multiple banks
   • Time transfers appropriately

3. Double-Check Before Submit

   • Review file contents
   • Verify employee count
   • Check total amount
   • Look for obvious errors

4. Maintain Records

   • Save generated files
   • Document transaction references
   • Note transfer date and time
   • Keep bank confirmations

After Transfer

1. Monitor Status

   • Check bank portal for updates
   • Look for failure notifications
   • Track completion status
   • Note any rejections

2. Update System

   • Mark completed transfers
   • Record transaction references
   • Update transfer dates
   • Document any issues

3. Reconcile

   • Match with bank statement
   • Verify all amounts
   • Check all employees received
   • Identify any discrepancies

4. Handle Failures Immediately

   • Don't delay failed transfer resolution
   • Contact affected employees
   • Arrange alternate payment if needed
   • Document actions taken

5. Employee Communication

   • Notify employees of transfer date
   • Provide helpdesk for queries
   • Inform about any delays
   • Share transaction reference if asked

13. Reconciliation

Purpose of Reconciliation

Why Reconcile:

• Ensure all employees received salary
• Match amounts transferred vs processed
• Identify any failed/missing transfers
• Detect fraud or errors
• Compliance and audit requirements

When to Reconcile:

• After each salary transfer batch
• Monthly before closing books
• During audits
• When discrepancies reported

Reconciliation Process

1. Get Bank Statement

   • Download from corporate banking portal
   • Or request from bank
   • For salary transfer date range

2. Export Transfer Summary

   • From this page
   • For same period
   • Include all columns

3. Match Records

   • Compare transfer summary with bank statement
   • Match by:
     • Employee account number
     • Transfer amount
     • Transaction date
     • Reference number

4. Identify Discrepancies

   • Transfers in summary but not in bank
   • Transfers in bank but not in summary
   • Amount differences
   • Date differences

5. Investigate Differences

   • Check if transfer still pending
   • Look for failed transfers
   • Verify if different batch
   • Check for manual transfers

6. Resolve Issues

   • Retry failed transfers
   • Correct errors
   • Process missing transfers
   • Update records

7. Document Reconciliation

   • Prepare reconciliation report
   • Note all findings
   • Document resolutions
   • Get approvals
   • Archive for audit

14. Reporting and Analytics

Available Reports

Transfer Summary Report:

• Branch-wise transfer details
• Month-wise comparison
• Status distribution
• Bank-wise breakdown

Transfer Status Report:

• Pending transfers
• Completed transfers
• Failed transfers
• In-progress transfers

Failure Analysis Report:

• Failure reasons
• Frequency of failures
• Employee-wise failure history
• Bank-wise failure rates

Reconciliation Report:

• Matched vs unmatched
• Variance analysis
• Missing transfers
• Duplicate transfers

Audit Report:

• Complete transfer history
• User actions log
• Changes and modifications
• Approval trail

Key Metrics

Transfer Efficiency:

• Percentage of first-time success
• Average time to completion
• Failure rate
• Retry rate

Financial Metrics:

• Total amount transferred
• Bank charges incurred
• Average salary per employee
• Branch-wise totals

Operational Metrics:

• Number of employees paid
• Transfers per batch
• Processing time
• Manual interventions needed