Import & Export Bank Details

Navigation Path

Export & Import → Bank Details

URL

/export-import/export-import-bank-details

Description

• Allows bulk import and export of employee bank account details
• Supports updating bank information for multiple employees simultaneously
• Provides Excel template for structured data import/export
• Enables filtering by employee or unit for targeted exports
• Streamlines bank account management for salary disbursement

1. Page Components

Top Action Link

Export Example In Excel

• Location: Top-center of the page
• Function: Downloads pre-formatted Excel template
• File Format: Excel (.xlsx)
• Contents:
  • Column headers for employee and bank account data
  • Built-in instructions for each field
  • Data format examples and validation rules
  • Sample bank detail entries
  • Notes on IFSC codes and account number formats

Important: The template includes comprehensive instructions on:

• Employee identification fields
• Bank name and branch details
• Account number format requirements
• IFSC code validation
• Account type specifications
• Primary/secondary account designation
• Required and optional fields

2. Filter Section

Filter Fields

Employee Field

• Type: Multi-select dropdown with search functionality
• Features:
  • Search employees by code or name
  • Select multiple employees simultaneously
  • Clear all selections (X button)
  • Upload icon for bulk selection
• Display Format: [Employee Code] | [Employee Name]
• Examples:
  • PFSBBAN691 | GOWRAMMA
  • PFSBHYD119 | SK JAHIDUL ALMO SK JAHIDUL ALMO
  • PFSBDDN229 | BINESH DEVI
  • PFSBB5763 | RAM GOCHHAYAT
• Purpose: Export bank details for specific employees only

Unit Field

• Type: Multi-select dropdown with search functionality
• Features:
  • Search units by code or name
  • Select multiple units simultaneously
  • Clear all selections (X button)
  • Upload icon for bulk selection
• Display Format: [Unit Code] | [Unit Name]
• Examples:
  • UNT00007683 | TATA TELE SERVICES, NOIDA
  • UNTPFS00008321 | BLS INTERNATIONAL SERVICES LTD.
  • UNT004989 | GOLDEN SPARROW KESSEL MALL, KURUKSHETRA
  • UNTPFS00008316 | M/S.IBS SOFTWARE
• Purpose: Export bank details for all employees in selected units

3. Action Buttons

Search and Reset Buttons

4. Import Section

Bank Details Import

Section Title: Select (Bank Details Excel) File:

Purpose:

• Import or update employee bank account details
• Add new bank accounts for employees
• Modify existing bank information
• Bulk update bank details for salary disbursement

Use Case:

• New employee bank account setup
• Bank account changes for existing employees
• Branch/IFSC code updates
• Account number corrections
• Switching primary bank accounts
• Adding secondary/alternate accounts

Note: This page handles both new bank account additions and updates to existing accounts in a single import operation.

5. Workflow: Export Bank Details

Step-by-Step Export Process

1. Select Filters (Optional)

   • Leave blank to export all employees' bank details
   • OR select specific employees from dropdown
   • OR select one or more units to export bank details of employees from those units

2. Generate Export

   • Click "Search" button
   • System prepares bank details data based on selections
   • All bank accounts for selected employees are included

3. Download Excel

   • Excel file generates and downloads automatically
   • Contains employee-wise bank account information
   • Includes all bank fields (account number, IFSC, bank name, branch, etc.)

4. Review Data

   • Open downloaded Excel file
   • Review employee bank details
   • Verify account numbers and IFSC codes
   • Check for any missing or incorrect information

6. Workflow: Import Bank Details

Step-by-Step Import Process

1. Download Template

   • Click "Export Example In Excel"
   • Save template to local system
   • Review built-in instructions carefully

2. Fill Bank Details Data

   • Open template in Excel
   • Read instructions provided in template
   • Add/update bank account details:
     • Employee code/ID
     • Bank name
     • Branch name
     • Account number
     • IFSC code
     • Account type (Savings/Current)
     • Account holder name
     • Primary/Secondary account flag
   • Follow format guidelines strictly
   • Include all required fields

3. Validate Data

   • Check employee codes exist in system
   • Verify IFSC code format (11 characters)
   • Validate account number format
   • Ensure bank names are consistent
   • Check for duplicate entries

4. Upload File

   • Drag file to upload area or click to browse
   • Select filled Excel file
   • Verify file name appears in upload area

5. Import Bank Details

   • Click "Import" button
   • Wait for processing
   • System validates all data
   • Review success/error messages

6. Verify Import

   • Check employee master records
   • Verify bank details appear correctly
   • Confirm primary account is set correctly
   • Test with sample salary processing if needed

7. Workflow: Update Existing Bank Details

Step-by-Step Update Process

1. Export Current Bank Details

   • Select employees whose bank details need updating
   • OR select units for unit-wise updates
   • Click "Search" button
   • Download generated Excel file

2. Modify Bank Data

   • Open downloaded Excel file
   • Make necessary changes:
     • Update account numbers
     • Change IFSC codes (branch changes)
     • Modify bank/branch names
     • Switch primary account
     • Update account holder names
   • Don't change Employee Code (identifier)

3. Save Modified File

   • Save changes to Excel file
   • Keep file in xlsx/xls format
   • Use meaningful filename

4. Upload Modified File

   • Drag file to upload area or click to browse
   • Select modified Excel file

5. Import Changes

   • Click "Import" button
   • System updates existing bank details
   • Wait for confirmation message

6. Verify Changes

   • Check employee master
   • Verify updated bank details
   • Confirm changes applied correctly
   • Ensure salary processing will use updated details

8. Bank Details Data Structure

Common Fields in Template

The Excel template typically includes:

Note: Exact fields and structure are detailed in the downloadable Excel template with instructions.

9. Understanding Bank Details

Why Bank Details are Critical

• Salary Disbursement: Primary method for salary payment
• Compliance: Required for statutory payments
• Accuracy: Wrong details cause payment failures
• Employee Satisfaction: Timely salary credit depends on correct bank info

Account Types

Savings Account:

• Personal savings account
• Most common for salary credit
• Maintained by employee

Current Account:

• Business account
• Less common for employees
• Used by consultants/contractors sometimes

Primary vs Secondary Account

Primary Account:

• Default account for salary credit
• Used for all payments unless specified
• Only one primary account per employee

Secondary/Alternate Account:

• Backup account
• Used for specific payments or reimbursements
• Multiple secondary accounts possible

10. Validation Rules

During Import

IFSC Code Format

IFSC Code Structure: ABCD0123456
- First 4 characters: Bank code (alphabets)
- 5th character: Always 0 (zero)
- Last 6 characters: Branch code (alphanumeric)
- Total: 11 characters

Examples:

• SBIN0001234 - State Bank of India
• HDFC0000123 - HDFC Bank
• ICIC0001234 - ICICI Bank
• PUNB0012345 - Punjab National Bank

11. Success/Error Messages

Success Scenarios

Error Scenarios

12. Common Use Cases

Bank Account Management

1. New Employee Bank Setup

   • Download template
   • Fill employee code and bank details
   • Import to add bank account

2. Branch Transfer/Change

   • Export employees with old branch
   • Update IFSC code and branch name
   • Re-import updated details

3. Bank Switch

   • Export current bank details
   • Change bank name, account number, IFSC
   • Import new bank details

4. Account Number Correction

   • Export affected employees
   • Correct account numbers
   • Re-import to update

5. Primary Account Change

   • Export employee bank details
   • Change primary account flag
   • Re-import to switch primary account

6. Bulk Bank Updates

   • When company changes payroll bank
   • Export all employees
   • Update bank details in bulk
   • Import updated data

13. Best Practices

Template Usage

1. Download Fresh Template

   • Always use latest template from system
   • Contains current validation rules
   • Reflects any system updates

2. Read Template Instructions

   • Review all instructions within Excel file carefully
   • Understand IFSC code format
   • Follow account number guidelines
   • Pay attention to primary account rules

3. Don't Modify Template Structure

   • Keep column order unchanged
   • Don't add or remove columns
   • Don't change column headers

Data Preparation

1. Verify Bank Information

   • Get bank details directly from employees
   • Verify with cancelled cheque or passbook
   • Confirm IFSC code from bank statement
   • Double-check account numbers

2. Use Bank IFSC Finder

   • Use official bank websites to find IFSC
   • Verify IFSC matches branch location
   • Check IFSC format is correct

3. Maintain Data Quality

   • Use consistent bank name spelling
   • Include full branch name
   • Ensure account holder name matches employee name
   • Keep records up-to-date

Import Strategy

1. Test with Few Employees

   • Import 2-3 employees first
   • Verify details appear correctly
   • Test with trial salary processing if possible
   • Then proceed with bulk import

2. Verify Before Import

   • Cross-check account numbers
   • Validate IFSC codes online
   • Confirm with employees if any doubt
   • Get written confirmation for changes

3. Keep Documentation

   • Maintain copy of cancelled cheques
   • Keep bank letters/statements
   • Document date of changes
   • Get employee acknowledgment

4. Timing Considerations

   • Import before salary processing
   • Avoid changes on salary day
   • Provide lead time for bank updates
   • Notify accounts team

Modification Best Practices

1. Export Before Modifying

   • Always export current bank details first
   • Make changes to exported file
   • Keep backup of original
   • Document what was changed

2. Verify IFSC Codes

   • Use official RBI IFSC finder
   • Cross-check with bank website
   • Verify branch details match
   • Confirm with employee

3. Test After Import

   • Run test payment if possible
   • Verify bank details in system
   • Check employee portal shows correct info
   • Confirm with accounts team

14. IFSC Code Resources

Where to Find IFSC Codes

1. Official RBI Website

   • https://www.rbi.org.in (opens in a new tab)
   • IFSC code search tool
   • Most authoritative source

2. Bank Websites

   • Each bank's official website
   • Branch locator with IFSC
   • Reliable and up-to-date

3. Cheque/Passbook

   • IFSC printed on cheque leaves
   • Mentioned in passbook
   • Direct from source

4. Bank Statement

   • IFSC code shown on statement
   • Verify with recent statement

5. Third-party Tools

   • Various IFSC finder websites
   • Always verify from official source
   • Use as reference only

15. Salary Disbursement Impact

How Bank Details Affect Payments

1. Direct Salary Transfer

   • Salaries credited to employee bank accounts
   • Requires accurate bank details
   • Failed transactions cause delays

2. Payment Files Generation

   • System generates bank transfer files
   • Uses bank details from employee master
   • Wrong details cause payment rejection

3. Bank Reconciliation

   • Successful transfers recorded
   • Failed transactions tracked
   • Bank details corrected for next cycle

4. Statutory Payments

   • PF/ESI refunds need bank details
   • TDS certificates reference bank info
   • Reimbursements credit to bank account

16. Troubleshooting

Cannot Export Bank Details

• Cause: No employees match selected filters or no bank details configured
• Solution: Clear filters or add bank details to employees first

Import Button Disabled

• Cause: No file uploaded
• Solution: Upload Excel file first, then click Import

IFSC Validation Failed

• Cause: Incorrect IFSC code format or invalid code
• Solution: Verify IFSC code from bank, use correct 11-character format

Import Fails with Duplicate Account

• Cause: Same account number already exists for employee
• Solution: Update existing account instead of adding duplicate, or verify if account number is correct

Bank Name Mismatch

• Cause: Bank name doesn't match IFSC code bank
• Solution: Use consistent bank names, match with IFSC bank code

Primary Account Error

• Cause: Trying to set multiple primary accounts for same employee
• Solution: Set only one account as primary, others as secondary

Account Number Too Long/Short

• Cause: Account number not in 9-18 digit range
• Solution: Verify account number from bank statement, enter correct number

17. Integration with Salary Processing

Bank Details in Payroll Cycle

1. Salary Calculation

   • Salary calculated for employee
   • Net salary computed after deductions

2. Payment File Generation

   • System reads employee bank details
   • Generates bank transfer file
   • File format: NEFT/RTGS/IMPS as configured

3. Bank Transfer

   • File uploaded to bank portal
   • Bank processes transfers
   • Amounts credited to employee accounts

4. Reconciliation

   • Successful transactions recorded
   • Failed transactions identified
   • Employees notified of salary credit

5. Failed Transaction Handling

   • Employees contacted for bank details verification
   • Details corrected in system
   • Re-initiate transfer

18. Security and Compliance

Data Security

• Bank details are sensitive financial information
• Access restricted to authorized HR/Payroll users
• All imports/exports are logged for audit
• Maintain confidentiality of bank information

Compliance Requirements

• Accurate bank details required for statutory compliance
• Proof of bank account may be needed for audits
• Maintain documentation (cancelled cheques, bank letters)
• Follow company's data protection policies

Best Practices

• Encrypt files when sharing bank details
• Don't share bank details over unsecured channels
• Verify identity before providing bank information
• Regular audit of bank details accuracy

19. Important Notes

Template Usage

• The Excel template is your complete guide - Contains all instructions and formats
• Read instructions carefully - Each field has detailed explanation
• Don't modify structure - Keep column order and headers unchanged
• Verify IFSC codes - Use official sources to confirm IFSC

Import Considerations

• Accuracy is critical - Wrong bank details cause payment failures
• Verify with employees - Confirm details before importing
• Test before bulk import - Import few records first
• Keep documentation - Maintain proof of bank details
• Timing matters - Import before salary processing cycle

Data Integrity

• Bank details directly affect salary payments
• Incorrect details cause employee dissatisfaction
• Maintain up-to-date records
• Regular verification recommended
• Coordinate with accounts team

20. Related Operations

After Importing Bank Details

1. Verify in Employee Master

   • Check bank details appear correctly
   • Confirm primary account is set
   • Validate all fields populated

2. Update Payment Configuration

   • Ensure payment method is set to bank transfer
   • Configure payment file format if needed
   • Set up bank portal access

3. Test Payment Processing

   • Run test payment if possible
   • Verify payment file generation
   • Check file includes correct bank details

4. Employee Communication

   • Inform employees of bank details setup
   • Provide access to employee portal
   • Allow employees to verify their own details

5. Regular Maintenance

   • Periodic verification of bank details
   • Update when employees change banks
   • Annual audit of bank account information

End of Documentation