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Export & Import
Export to Excel

Export to Excel

Navigation Path

Export & Import → Export to Excel

URL

/export-import/export-to-excel

Description

  • Provides centralized access to multiple export types in Excel format
  • Supports exporting various employee-related data sets
  • Allows filtering by employee, client, unit, month, and year
  • Generates downloadable Excel reports for different purposes
  • Streamlines data export operations across the organization

1. Page Overview

The Export to Excel page serves as a central hub for exporting different types of employee and organizational data. Instead of navigating to multiple pages, users can access various export types from one location.

2. Filter Section

Filter Fields

Field NameTypeDescription
EmployeeMulti-select DropdownSelect one or more employees to filter export data
ClientMulti-select DropdownFilter by client/company
UnitMulti-select DropdownFilter by unit/branch
MonthDropdownSelect month for time-based exports
YearDropdownSelect year for time-based exports
Export TypeDropdownSelect the type of data to export

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:
    • PFSB JAI88 | OM PRAKESH
    • PFSBAMD65 | UNDER CHANDAN
    • PFSBN01627 | ROZADDIN ANSARI
    • PFSBGUR1092 | DEBABRATA DAS
  • Purpose: Limit export to specific employees

Client Field

  • Type: Multi-select dropdown with search functionality
  • Features:
    • Search clients by company name
    • Select multiple clients simultaneously
    • Clear all selections (X button)
    • Upload icon for bulk selection
  • Display: Shows "NULL" if no client assigned
  • Purpose: Filter data by client association

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
  • Purpose: Export data for specific units/branches

Month Field

  • Type: Single-select dropdown
  • Default: Current month (e.g., DECEMBER)
  • Options: All 12 months
  • Purpose: Filter time-based data exports

Year Field

  • Type: Single-select dropdown
  • Default: Current year (e.g., 2025)
  • Options: Available years in system
  • Purpose: Filter time-based data exports

Export Type Field

  • Type: Single-select dropdown
  • Location: Right side of the page
  • Default: First option or "-- Select Export Type --"
  • Purpose: Choose which type of data to export

3. Export Types Available

Complete List of Export Types

Export TypeDescription
NEW JOINEE DETAILDetails of newly joined employees
CTC MANAGEMENTCost to Company management data
CTC COMPLIANCECTC compliance reports
CTC PAYROLL FOR CHECKINGCTC payroll verification data
UNPAID CTC PAYROLLUnpaid CTC payroll records
VOUCHER CTCVoucher-related CTC information
SALARY CTCSalary CTC breakdown
ATTENDANCE DETAILEmployee attendance records
UPLOAD DED DETAILUpload deduction details
DEDUCTED DED DETAILDeducted deduction details
BELOW 10 DAYS ATTENDANCE DETAILEmployees with less than 10 days attendance
TRUST DEDUCTION DED DETAILTrust deduction details
LEFT EMPLOYEE DETAILDetails of employees who have left
ALL EMPLOYEE DETAILComplete employee information
NEW JOINEE DETAILNew joiner details (alternate)

Export Type Categories

Employee Information:

  • NEW JOINEE DETAIL
  • ALL EMPLOYEE DETAIL
  • LEFT EMPLOYEE DETAIL

CTC & Payroll:

  • CTC MANAGEMENT
  • CTC COMPLIANCE
  • CTC PAYROLL FOR CHECKING
  • UNPAID CTC PAYROLL
  • SALARY CTC

Attendance:

  • ATTENDANCE DETAIL
  • BELOW 10 DAYS ATTENDANCE DETAIL

Deductions & Vouchers:

  • VOUCHER CTC
  • UPLOAD DED DETAIL
  • DEDUCTED DED DETAIL
  • TRUST DEDUCTION DED DETAIL

4. Action Buttons

Search and Reset Buttons

ButtonColorDescription
SearchPurple/BlueGenerates and downloads Excel file based on selected filters and export type
ResetGrayClears all filter selections and resets to default

5. Workflow: Export Data to Excel

Step-by-Step Export Process

  1. Select Export Type

    • Click on "Export Type" dropdown (right side)
    • Scroll through available options
    • Select the type of data you want to export
    • This is the most important selection

  2. Apply Filters (Optional)

    • For All Data: Leave all filters blank
    • For Specific Employees: Select from Employee dropdown
    • For Specific Clients: Select from Client dropdown
    • For Specific Units: Select from Unit dropdown
    • For Time-based Data: Select Month and Year

  3. Generate Export

    • Click "Search" button
    • System processes the request based on selections
    • Excel file is generated

  4. Download File

    • Excel file downloads automatically
    • File name typically includes export type and date
    • Save file to desired location

  5. Review Data

    • Open downloaded Excel file
    • Review exported data
    • Verify information is complete and accurate
    • Use for intended purpose (analysis, reporting, etc.)

6. Export Type Details

NEW JOINEE DETAIL

Purpose: Export details of newly joined employees

Data Included:

  • Employee personal information
  • Joining date
  • Department and designation
  • Contact details
  • Document information

Common Use Cases:

  • Onboarding reports
  • New hire analysis
  • Probation tracking
  • HR documentation

Filters Applicable: Employee, Client, Unit, Month, Year

CTC MANAGEMENT

Purpose: Export Cost to Company management data

Data Included:

  • Employee CTC breakdown
  • Salary components
  • Annual cost
  • Grade-wise CTC
  • Increment details

Common Use Cases:

  • Budget planning
  • Cost analysis
  • Compensation reviews
  • Management reporting

Filters Applicable: Employee, Client, Unit, Year

CTC COMPLIANCE

Purpose: Export CTC compliance reports

Data Included:

  • Statutory compliance data
  • PF/ESI calculations
  • Minimum wage compliance
  • Overtime regulations
  • Leave encashment

Common Use Cases:

  • Audit preparation
  • Compliance verification
  • Government submissions
  • Legal documentation

Filters Applicable: Employee, Client, Unit, Month, Year

SALARY CTC

Purpose: Export salary CTC breakdown

Data Included:

  • Monthly salary details
  • Earnings breakdown
  • Deductions breakdown
  • Net salary
  • CTC components

Common Use Cases:

  • Salary slips generation
  • Payment processing
  • Salary analysis
  • Employee queries

Filters Applicable: Employee, Client, Unit, Month, Year

ATTENDANCE DETAIL

Purpose: Export employee attendance records

Data Included:

  • Daily attendance
  • Present/Absent days
  • Leave details
  • Late arrivals
  • Early departures
  • Overtime hours

Common Use Cases:

  • Attendance reports
  • Salary processing
  • Leave management
  • Performance reviews

Filters Applicable: Employee, Client, Unit, Month, Year

BELOW 10 DAYS ATTENDANCE DETAIL

Purpose: Export employees with attendance less than 10 days

Data Included:

  • Employees with low attendance
  • Actual days present
  • Reasons for absence
  • Leave status
  • Performance flags

Common Use Cases:

  • Absenteeism tracking
  • Performance management
  • Leave policy enforcement
  • HR interventions

Filters Applicable: Client, Unit, Month, Year

LEFT EMPLOYEE DETAIL

Purpose: Export details of employees who have left

Data Included:

  • Employee information
  • Joining date
  • Leaving date
  • Reason for leaving
  • Exit formalities
  • Final settlement details

Common Use Cases:

  • Attrition analysis
  • Exit documentation
  • Final settlement processing
  • HR records

Filters Applicable: Client, Unit, Month, Year

ALL EMPLOYEE DETAIL

Purpose: Export complete information for all employees

Data Included:

  • All employee fields
  • Personal information
  • Employment details
  • Salary information
  • Bank details
  • Statutory information

Common Use Cases:

  • Master data export
  • Data backup
  • System migration
  • Comprehensive reporting

Filters Applicable: Employee, Client, Unit

DEDUCTION DETAILS (Multiple Types)

UPLOAD DED DETAIL: Details to be uploaded for deductions

DEDUCTED DED DETAIL: Already deducted amounts

TRUST DEDUCTION DED DETAIL: Trust-related deductions

Data Included:

  • Deduction heads
  • Employee-wise deductions
  • Amounts
  • Deduction dates
  • Status

Common Use Cases:

  • Loan tracking
  • Advance recovery
  • Special deductions
  • Statutory deductions

Filters Applicable: Employee, Client, Unit, Month, Year

VOUCHER CTC

Purpose: Export voucher-related CTC information

Data Included:

  • Voucher allowances
  • Special payments
  • Reimbursements
  • One-time payments
  • Voucher deductions

Common Use Cases:

  • Voucher processing
  • Payment verification
  • Accounts reconciliation
  • Audit trails

Filters Applicable: Employee, Client, Unit, Month, Year

7. Best Practices

Before Exporting

  1. Choose Correct Export Type

    • Understand what data each export type provides
    • Select the most appropriate type for your need
    • Don't use generic exports when specific ones exist

  2. Apply Appropriate Filters

    • Use filters to reduce data volume
    • Export only necessary data
    • Consider performance for large datasets

  3. Verify Time Period

    • Ensure correct month and year selected
    • Check if export type is time-based
    • Confirm data availability for selected period

During Export

  1. Wait for Processing

    • Don't click multiple times
    • Allow system to generate file
    • Large exports may take time

  2. Check Downloads

    • Verify file downloaded successfully
    • Check file size is reasonable
    • Ensure file is not corrupted

After Export

  1. Verify Data

    • Open Excel file immediately
    • Check column headers
    • Verify data completeness
    • Look for any errors or blanks

  2. Data Security

    • Store files securely
    • Don't share sensitive data over email
    • Delete files when no longer needed
    • Follow data protection policies

  3. Data Usage

    • Use exported data for intended purpose only
    • Maintain confidentiality
    • Don't modify original export
    • Keep audit trail if needed

8. Common Use Cases

HR Operations

  1. New Hire Reporting

    • Export Type: NEW JOINEE DETAIL
    • Filters: Month, Year
    • Purpose: Track new joiners monthly

  2. Employee Master List

    • Export Type: ALL EMPLOYEE DETAIL
    • Filters: None or Unit-wise
    • Purpose: Master data management

  3. Attrition Analysis

    • Export Type: LEFT EMPLOYEE DETAIL
    • Filters: Month, Year
    • Purpose: Track employee exits

Payroll Operations

  1. Salary Processing

    • Export Type: SALARY CTC
    • Filters: Month, Year
    • Purpose: Verify salary calculations

  2. Deduction Processing

    • Export Type: DEDUCTED DED DETAIL
    • Filters: Employee, Month, Year
    • Purpose: Track deductions

  3. Payment Verification

    • Export Type: CTC PAYROLL FOR CHECKING
    • Filters: Month, Year
    • Purpose: Pre-payment verification

Compliance Operations

  1. Statutory Compliance

    • Export Type: CTC COMPLIANCE
    • Filters: Month, Year
    • Purpose: Government submissions

  2. Attendance Compliance

    • Export Type: ATTENDANCE DETAIL
    • Filters: Unit, Month, Year
    • Purpose: Statutory registers

  3. Audit Preparation

    • Export Type: ALL EMPLOYEE DETAIL or CTC MANAGEMENT
    • Filters: Year
    • Purpose: Annual audits

9. Troubleshooting

No Data in Export

  • Cause: No records match selected filters
  • Solution: Clear filters or adjust selection criteria

Download Not Starting

  • Cause: Export type not selected or processing error
  • Solution: Select export type and try again; check browser settings

File is Empty or Blank

  • Cause: No data for selected period or filters too restrictive
  • Solution: Verify data exists for selected criteria

Export Takes Too Long

  • Cause: Large dataset or server load
  • Solution: Apply more specific filters, try during off-peak hours

Wrong Data Exported

  • Cause: Wrong export type selected
  • Solution: Verify export type matches requirement

Excel File Won't Open

  • Cause: File corrupted or browser issue
  • Solution: Try downloading again, check Excel installation

10. Performance Considerations

For Large Exports

  1. Use Specific Filters

    • Don't export all employees if not needed
    • Filter by unit or department
    • Limit time period

  2. Schedule Large Exports

    • Perform during off-peak hours
    • Avoid month-end or payroll processing time
    • Coordinate with IT team for very large exports

  3. Split Exports

    • Export unit-wise instead of all at once
    • Break down by time periods
    • Process in batches

11. Data Privacy and Security

Handling Exported Data

  1. Access Control

    • Only authorized users should export data
    • Different export types may have different access levels
    • Maintain audit logs

  2. Data Protection

    • Encrypt files if sharing
    • Use secure channels for transmission
    • Password-protect sensitive exports
    • Delete files after use

  3. Compliance

    • Follow GDPR/data protection regulations
    • Maintain data export logs
    • Limit data retention period
    • Respect employee privacy

12. Tips for Efficient Usage

Quick Export Tips

  1. Save Common Filters

    • Note frequently used filter combinations
    • Create standard operating procedures
    • Document export types for team

  2. Name Downloaded Files

    • Rename files with descriptive names
    • Include date in filename
    • Use consistent naming convention
    • Example: "Salary_CTC_Dec2025_UnitA.xlsx"

  3. Organize Exports

    • Create folder structure for exports
    • Separate by type and period
    • Archive old exports regularly

13. Integration with Other Processes

How Exports Support Operations

  1. Salary Processing

    • Export salary data for verification
    • Check calculations before payment
    • Generate backup records

  2. Attendance Management

    • Export attendance for payroll
    • Verify leave calculations
    • Track absenteeism

  3. Compliance Reporting

    • Generate statutory reports
    • Prepare audit documents
    • Submit government returns

  4. HR Analytics

    • Analyze workforce data
    • Track KPIs
    • Generate management reports

14. Important Notes

General Considerations

  • Export Type Selection is Mandatory: Always select appropriate export type first
  • Filters are Optional: Can export all data by leaving filters blank
  • Time-based Exports: Month and Year are crucial for time-based exports
  • Data Accuracy: Exported data reflects current system state
  • File Format: All exports are in Excel (.xlsx) format
  • No Import: This page only exports; use specific import pages for uploading data

Limitations

  • Very large exports may timeout
  • Some exports may be restricted by user role
  • Historical data availability depends on system retention
  • Real-time data may have slight delays

Best Results

  • Select most specific export type for your need
  • Apply appropriate filters
  • Export during off-peak hours for large datasets
  • Verify data immediately after export
  • Follow data security protocols

End of Documentation

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