Import & Export Heads

Navigation Path

Export & Import → Heads

URL

/export-import/export-import-head

Page Description

• Allows bulk import and export of salary heads (earnings and deductions)
• Supports managing salary components for different units
• Provides Excel template for structured data import/export
• Enables viewing all configured salary heads across the organization
• Streamlines salary structure configuration

1. Page Components

Top Action Links

Export Example In Excel

• Location: Top-left of the page
• Function: Downloads pre-formatted Excel template
• File Format: Excel (.xlsx)
• Contents:
  • Column headers for salary head data
  • Built-in instructions for each field
  • Data format examples and validation rules
  • Sample head entries
  • Notes on head configuration

Important: The template includes comprehensive instructions on:

• Head naming conventions
• Earnings vs Deductions classification
• Calculation methods
• Tax implications
• Required and optional fields

View All Company Heads

• Location: Top-right of the page
• Style: Cyan/Blue button with eye icon
• Function: Navigate to view all salary heads
• Purpose:
  • Review existing heads configuration
  • Verify imported heads
  • Reference head codes and names
  • Audit salary structure

2. Unit Selection Section

Unit Field

Unit Field Details

• 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

3. Export Type Selection

Export Type Field

Export Type Options

Export Type Usage

• Earnings: Use when you need to export or import only salary components that add to gross salary
• Deduction: Use when working with components that reduce net salary
• Both: Most common option for complete salary structure import/export

4. Action Buttons

Search and Reset Buttons

5. Import Sections

The page has two separate import sections for different purposes:

Section 1: Import New Heads (Left Side)

Section Title: Select (Head Excel) File:

Purpose:

• Import completely new salary heads into the system
• Add heads that don't exist in the system
• Bulk creation of salary components

Use Case:

• Setting up salary structure for new units
• Adding new salary components
• Initial system configuration

Section 2: Import Exported Heads (Right Side)

Section Title: Select (Head Excel) Exported Sheet File:

Purpose:

• Re-import previously exported heads with modifications
• Update existing head configurations
• Apply changes made to exported data

Use Case:

• Modifying existing salary head properties
• Updating head calculations or formulas
• Bulk updating head configurations

6. Workflow: Export Heads

Step-by-Step Export Process

1. Select Unit(s)

   • Click on Unit dropdown
   • Search or select one or more units
   • Selected units will be checked

2. Select Export Type

   • Choose Earnings, Deduction, or Both
   • Based on which heads you need to work with

3. Search/Generate

   • Click "Search" button
   • System prepares heads data for selected criteria

4. Download Excel

   • System generates Excel file with heads data
   • File downloads automatically
   • Contains heads configured for selected units

5. Review Data

   • Open downloaded Excel file
   • Review exported heads
   • Verify data accuracy

7. Workflow: Import New Heads

Step-by-Step Import Process

1. Download Template

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

2. Fill Head Data

   • Open template in Excel
   • Read instructions provided in template
   • Add new salary head details
   • Follow format guidelines
   • Include all required fields

3. Validate Data

   • Check for duplicate head codes
   • Verify head names and types
   • Ensure calculation formulas are correct
   • Validate against existing heads

4. Upload File

   • Go to left import section
   • Drag file or click to browse
   • Select filled Excel file

5. Import Heads

   • Click "Import" button (left section)
   • Wait for processing
   • Review success/error messages

6. Verify Import

   • Click "View All Company Heads"
   • Check newly imported heads
   • Verify configurations are correct

8. Workflow: Modify and Re-import Heads

Step-by-Step Modification Process

1. Export Existing Heads

   • Select units
   • Select export type (Both recommended)
   • Click "Search"
   • Download generated Excel file

2. Modify Head Data

   • Open downloaded Excel file
   • Make necessary changes to head properties
   • Update calculations, percentages, or settings
   • Don't change head codes (primary identifier)

3. Save Modified File

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

4. Upload Modified File

   • Go to right import section
   • Drag file or click to browse
   • Select modified Excel file

5. Import Changes

   • Click "Import" button (right section)
   • System updates existing heads
   • Wait for confirmation

6. Verify Changes

   • Click "View All Company Heads"
   • Verify modifications applied
   • Test with sample salary processing

9. Head Data Structure

Common Head Fields

The Excel template typically includes:

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

10. Validation Rules

During Import

11. Success/Error Messages

Success Scenarios

Error Scenarios

12. Common Salary Heads

Typical Earning Heads

• Basic Salary
• Dearness Allowance (DA)
• House Rent Allowance (HRA)
• Conveyance Allowance
• Medical Allowance
• Special Allowance
• Performance Bonus
• Overtime Pay
• Shift Allowance
• Food Allowance

Typical Deduction Heads

• Provident Fund (PF)
• Employee State Insurance (ESI)
• Professional Tax (PT)
• Tax Deducted at Source (TDS)
• Loan Deduction
• Advance Recovery
• Canteen Charges
• Late Coming Fine
• Absence Deduction
• Other Deductions

13. Best Practices

Template Usage

1. Always Download Fresh Template

   • Get latest template from system
   • Contains updated instructions and structure
   • Reflects current system requirements

2. Read Template Instructions

   • Review all instructions within Excel file
   • Understand each field's purpose
   • Follow format examples provided

3. Maintain Consistency

   • Use standard naming conventions
   • Be consistent with head naming across units
   • Follow organizational standards

Data Preparation

1. Plan Head Structure

   • List all required earnings and deductions
   • Define calculation methods
   • Consider tax implications
   • Review compliance requirements

2. Validate Before Import

   • Check for duplicate codes
   • Verify calculation formulas
   • Test with sample calculations
   • Review with HR/Accounts team

3. Use Meaningful Names

   • Clear, descriptive head names
   • Easy to understand for employees
   • Consistent abbreviations

Import Strategy

1. Test with Small Batch

   • Import 2-3 heads first
   • Verify successful import
   • Test in salary processing
   • Then proceed with bulk import

2. Separate Imports by Type

   • Import earnings separately from deductions
   • Easier to track and verify
   • Simpler error handling

3. Keep Backup

   • Save copy of import file
   • Document changes made
   • Maintain version history

Modification Best Practices

1. Export Before Modifying

   • Always export current heads first
   • Make changes to exported file
   • Don't modify head codes
   • Use right import section for updates

2. Document Changes

   • Note what was modified
   • Keep change log
   • Communicate to stakeholders

3. Verify After Import

   • Check "View All Company Heads"
   • Run test salary calculation
   • Verify changes applied correctly

14. View All Company Heads

Purpose

The "View All Company Heads" button provides:

• Complete List: All salary heads configured in the system
• Search & Filter: Find specific heads quickly
• Head Details: View complete configuration of each head
• Verification: Confirm import success
• Reference: Quick lookup for head codes and names

Common Use Cases

• Verify newly imported heads
• Check existing head configurations
• Reference head codes for salary processing
• Audit salary structure
• Plan new head additions

15. Differences Between Two Import Sections

Left Section: New Head Import

Right Section: Exported Sheet Import

16. Troubleshooting

Cannot Export Heads

• Cause: No unit or export type selected
• Solution: Select at least one unit and choose export type before clicking Search

Import Button Disabled

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

View All Heads Shows No Data

• Cause: No heads configured in system yet
• Solution: Import heads using left section first

Import Fails with Format Error

• Cause: Modified template structure or wrong file
• Solution: Download fresh template, don't modify column structure

Heads Not Appearing After Import

• Cause: Imported as inactive or wrong unit assignment
• Solution: Check head status and unit associations in "View All Company Heads"

Exported File is Empty

• Cause: Selected units have no heads configured
• Solution: Verify units have heads assigned or import heads first

17. Related Operations

After Importing Heads

1. Assign to Employees

   • Configure individual employee salary structure
   • Map heads to employee profiles

2. Set Default Values

   • Configure default amounts/percentages
   • Set up calculation rules

3. Test Salary Processing

   • Run test payroll
   • Verify calculations
   • Check salary slips

4. Configure Formulas

   • Set up dependent calculations
   • Define formula-based heads

18. Security & Compliance

Access Control

• Only authorized users (HR/Admin) can import/export heads
• Salary structure changes are logged
• Audit trail maintained for head modifications

Data Validation

• System validates head calculations
• Prevents invalid formula entries
• Ensures compliance with tax regulations

Best Practices

• Review changes with accounts team
• Ensure compliance with labor laws
• Document all structural changes
• Maintain audit records

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 in template
• Don't modify structure - Keep column order and headers unchanged
• Use sample data - Template includes examples of correct entries

Import Considerations

• Head codes are permanent - Once created, cannot be changed (only deactivated)
• Test before bulk import - Import few heads first to verify
• Backup before changes - Export current heads before making bulk updates
• Coordinate with teams - Inform HR and Accounts before structural changes

Data Integrity

• All head-related data is organization-wide
• Changes affect all salary processing
• Ensure thorough testing before production use
• Keep master data synchronized across units

End of Documentation