Import New Units

Navigation Path

Units → New Unit Import

URL

/export-import/new-unit-import

Description

• Import new units (branches/locations) into the system
• Supports bulk unit creation via Excel upload
• View existing units before import
• Validate unit data before adding to system
• Export example template for correct data format
• Helps onboard new branches/locations efficiently
• Maintains unit hierarchy and client associations

1. Page Overview

What is a Unit?

Unit represents a branch, location, office, or division of an organization where employees work.

Key Points:

• Location identifier: Unique code for each unit
• Client association: Units belong to specific clients
• Employee assignment: Employees are mapped to units
• Statutory compliance: Different units may have different tax rules (PT, LWF)
• Reporting: Payroll and reports are often generated unit-wise
• Hierarchy: Supports organizational structure

Common Unit Types:

• Branch offices
• Regional offices
• Manufacturing plants
• Service centers
• Warehouses
• Retail stores
• Project sites

2. Top Action Link

Export New Units Example In Excel

Template Contents:

• Pre-formatted columns with all required unit data fields
• Built-in instructions explaining each column and data format
• Data validation rules embedded in the Excel file
• Sample rows showing correct data format
• Color-coded headers indicating required vs optional fields
• Notes section with important guidelines

Purpose: Ensures users follow correct format and include all necessary unit information

Best Practice: Always download and use this template to avoid import errors

3. Filter Section

Client Filter

Features:

• Search clients by company code or name
• Select multiple clients simultaneously
• Clear all selections (X button)
• Upload icon for bulk selection
• Shows "NULL" for units without client assignment

Purpose: View existing units for specific clients before importing new ones

Example Selection:

• NULL (units not assigned to any client)
• MUNTERS INDIA HUMID...
• BEUMER INDIA PVT LTD

Unit Filter

Features:

• Search units by unit 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 ,SHANTINIKETAN, WHITEFIELD ,BANGALORE

Purpose: Review existing units to avoid duplicates and understand current structure

4. Action Buttons (Filter Section)

View and Reset Buttons

5. Results Table (After View)

Table Structure

After clicking "View", the system displays existing units in a table:

Additional columns may include:

• State/Region
• Address details
• Contact information
• Active status
• Creation date

Table Features

• Pagination: Navigate through multiple pages (shown: Page 1 of 54)
• Sorting: Click column headers to sort
• Filter per column: Individual column filters
• Bulk selection: Checkbox in header to select all
• Individual selection: Checkbox for each unit record
• Scroll: Horizontal scroll for additional columns

Sample Data Display

S.No  Unit Code         Unit Name                           Client Name              NavisionCode  BillableType
1     UNTPFS00009289   MUNTERS INDIA HUMID...              MUNTERS INDIA HUMID...   -            -
2     UNTPFS00009291   BEUMER INDIA PVT LTD....           BEUMER INDIA PVT LTD     -            -
3     UNTPFS00009290   ATHULYA ASSISTED LIVI...           ATHULYA ASSISTED LIVI... -            -
4     UNTPFS00009292   VERTIV ENERGY PRIVATE...           VERTIV ENERGY PVT. LTD.  -            -
5     UNTPFS00008882   WAKEFIT INNOVATIONS ...            WAKEFIT INNOVATIONS ...  CC-0429      -

6. Import Section

Select File (New Units)

Supported Formats:

• .xlsx (Excel 2007 and later)
• .xls (Excel 97-2003)

Upload Methods:

1. Click to Browse: Click the upload area to open file picker
2. Drag and Drop: Drag Excel file from your computer and drop in the upload area

Display Text:

"Upload or drag and drop (.xlsx, .xls)"

Import and Reset Buttons

7. Workflow: View Existing Units

Step-by-Step Process

1. Navigate to Page

   • Go to Units → New Unit Import
   • Page loads with filter section

2. Apply Filters (Optional)

   • Select Client(s) to view their units
   • Select Unit(s) to view specific units
   • Or leave empty to view all units

3. Generate View

   • Click "View" button
   • System displays table with existing units

4. Review Units

   • Check existing unit codes
   • Verify unit names and client associations
   • Note Navision codes if applicable
   • Understand current unit structure

5. Use Information

   • Avoid duplicate unit codes in import
   • Understand naming conventions
   • Verify client assignments
   • Prepare for import with correct data

8. Workflow: Import New Units

Step-by-Step Process

1. Download Template

   • Click "Export New Units Example In Excel" link
   • Excel template downloads to your computer
   • Open template in Excel

2. Review Template

   • Read instructions in template
   • Understand required vs optional fields
   • Note data format requirements
   • Review sample data rows

3. Prepare Unit Data

   • Fill in unit information:
     • Unit Code (unique identifier)
     • Unit Name (full name)
     • Client Code/Name
     • Address details
     • Contact information
     • State/Region (important for statutory compliance)
     • Navision Code (if applicable)
     • Active status
   • Follow format exactly as shown in template
   • Ensure all required fields are filled

4. Validate Data

   • Check for duplicate unit codes
   • Verify client codes exist in system
   • Confirm address completeness
   • Validate state names (important for PT, LWF)
   • Remove sample data rows

5. Save Excel File

   • Save as .xlsx or .xls format
   • Use descriptive filename
   • Keep backup copy

6. Upload File

   • Click upload area or drag file
   • Select saved Excel file
   • File name appears in upload area

7. Import Units

   • Click "Import" button
   • System validates data
   • Processing message appears

8. Review Results

   • Success message shows units imported
   • Error messages show validation failures
   • Correct errors if needed and re-import

9. Verify Import

   • Use View button to see newly added units
   • Verify unit codes and names
   • Check client associations
   • Confirm all data imported correctly

9. Unit Data Structure

Required Fields

Optional Fields

10. Understanding Units

Why Units are Important

Organizational Structure:

• Represents physical locations
• Defines reporting hierarchy
• Groups employees by location
• Supports multi-location operations

Statutory Compliance:

• Professional Tax: Different states have different PT rules
• Labour Welfare Fund: LWF varies by state
• ESI/PF: Registration codes specific to locations
• State-specific compliance: Units enable state-wise reporting

Payroll Processing:

• Salary processed unit-wise
• Reports generated per unit
• Deductions calculated based on unit location
• Bank transfers grouped by unit

Operational Management:

• Cost center allocation
• Budget management
• Performance tracking
• Resource allocation

Unit vs Client

Client:

• Company/organization being serviced
• May have multiple units/branches
• Top-level entity

Unit:

• Specific branch/location of a client
• Belongs to one client
• Location-specific details

Relationship:

• One Client → Many Units
• Example: Client "TCS" might have units in Bangalore, Mumbai, Pune, etc.

11. Validation Rules

During Import

Unit Code Validation:

• Must be unique across system
• No duplicate unit codes allowed
• Alphanumeric characters only
• Length: 5-20 characters
• Case-sensitive

Unit Name Validation:

• Required field, cannot be empty
• Length: 3-200 characters
• Special characters allowed

Client Validation:

• Client must exist in system
• Invalid client codes will cause import failure
• Check client name spelling

State Validation:

• Must be valid Indian state name
• Critical for statutory compliance
• Affects PT, LWF calculations
• Check spelling carefully

Address Validation:

• Address Line 1 is mandatory
• Pin code must be 6 digits (if provided)
• City field recommended for accurate location

Contact Validation:

• Email must be valid format (if provided)
• Mobile number must be 10 digits (if provided)
• Contact person name should be text only

Statutory Codes:

• PT Registration: Format varies by state
• ESI Code: Numeric, typically 8 digits
• PF Code: Alphanumeric, specific format
• Validate codes before import

Common Validation Errors

12. Success and Error Messages

Success Messages

Import Successful:

✅ "Units imported successfully! [X] units added to the system."

Partial Success:

✅ "[X] units imported successfully. [Y] units failed. Download error report for details."

Error Messages

No File Selected:

❌ "Please select a file to import."

Invalid File Format:

❌ "Invalid file format. Please upload .xlsx or .xls file only."

Empty File:

❌ "The uploaded file is empty or contains no data rows."

Duplicate Unit Code:

❌ "Unit code '[CODE]' already exists in the system. Row [X]."

Invalid Client:

❌ "Client '[CLIENT_NAME]' not found in the system. Row [X]."

Missing Required Field:

❌ "Required field '[FIELD_NAME]' is missing in Row [X]."

Invalid State:

❌ "Invalid state name '[STATE]' in Row [X]. Please use valid Indian state names."

Template Format Error:

❌ "The uploaded file does not match the template format. Please use the provided template."

System Error:

❌ "An error occurred during import. Please try again or contact support."

13. Common Use Cases

Onboarding New Client with Multiple Branches

Scenario: New client with 20 branches across 5 states

Process:

1. Download unit import template
2. Fill details for all 20 branches
3. Ensure state information is accurate (for PT, LWF)
4. Include statutory registration codes (PT, ESI, PF)
5. Import all units in one go
6. Verify import success
7. Proceed to employee onboarding

Expanding Existing Client

Scenario: Existing client opens new branch

Process:

1. View existing units for the client
2. Note naming convention and unit code format
3. Download template
4. Add new unit details following same format
5. Import single new unit
6. Configure unit-specific settings
7. Add employees to new unit

Branch Relocation

Scenario: Branch moves to different state

Process:

1. Create new unit in new state location
2. Import new unit with correct state info
3. Transfer employees to new unit
4. Update statutory codes (PT, LWF for new state)
5. Inactivate old unit (don't delete for history)

Bulk Unit Setup

Scenario: Initial system setup with 100+ units

Process:

1. Download template
2. Prepare master unit list
3. Fill all unit details systematically
4. Group by client for easy verification
5. Validate data thoroughly
6. Import in batches (e.g., 50 units at a time)
7. Verify each batch before next import
8. Document any errors and corrections

14. Best Practices

Before Import

1. Plan Unit Structure

   • Define unit code naming convention
   • Plan hierarchy (region → state → city → unit)
   • Standardize unit naming
   • Prepare list of all required units

2. Collect Complete Information

   • Gather all unit addresses
   • Collect statutory registration numbers
   • Get contact information
   • Verify state names
   • Confirm client associations

3. Use Template

   • Always download latest template
   • Don't modify column headers
   • Follow format exactly
   • Remove sample data before filling

4. Check for Duplicates

   • View existing units first
   • Ensure unit codes are unique
   • Verify unit names don't conflict
   • Check if unit already exists

During Data Preparation

1. Unit Code Conventions

   • Use systematic naming (e.g., UNT[STATE][CITY][NUMBER])
   • Maintain consistency
   • Make codes meaningful
   • Document your convention

2. State Information Accuracy

   • Critical for compliance: State drives PT, LWF rules
   • Double-check state spelling
   • Use official state names
   • Verify union territory classification

3. Address Completeness

   • Include complete address
   • Add pin code for accuracy
   • Specify city clearly
   • Include landmark if helpful

4. Data Validation

   • Verify client codes exist
   • Check contact number format (10 digits)
   • Validate email format
   • Confirm statutory code formats

5. Batch Processing

   • Import in manageable batches
   • Test with 5-10 units first
   • Verify before importing large batches
   • Keep backup of Excel file

After Import

1. Verification

   • Use View button to see imported units
   • Check unit codes generated correctly
   • Verify all fields imported properly
   • Confirm client associations

2. Post-Import Configuration

   • Configure unit-specific payroll settings
   • Set up PT slabs for the state
   • Configure LWF if applicable
   • Set up attendance integration

3. Documentation

   • Maintain list of all units
   • Document unit codes and their meanings
   • Keep record of statutory codes
   • Update organizational chart

4. Employee Mapping

   • Assign employees to units
   • Verify location-wise headcount
   • Update employee records
   • Generate unit-wise reports

15. Troubleshooting

Import Fails Completely

Symptoms:

• No units imported
• Error message appears immediately

Possible Causes:

• Wrong file format
• Template columns modified
• File is empty or corrupted

Solutions:

• Download fresh template
• Re-check file format (.xlsx or .xls)
• Don't modify column headers
• Ensure data rows exist

Some Units Import, Others Fail

Symptoms:

• Partial success message
• Some rows have errors

Possible Causes:

• Duplicate unit codes
• Invalid client references
• Missing required fields
• Invalid state names

Solutions:

• Download error report
• Fix errors row by row
• Verify data against existing records
• Re-import only failed rows

Duplicate Unit Code Error

Symptoms:

• Error: "Unit code already exists"

Possible Causes:

• Unit code matches existing unit
• Previously imported same file

Solutions:

• View existing units to check
• Use different unit code
• Verify if unit already exists
• Update existing unit instead

Invalid Client Error

Symptoms:

• Error: "Client not found"

Possible Causes:

• Client code misspelled
• Client doesn't exist in system
• Case sensitivity issue

Solutions:

• Verify client code in system
• Check exact spelling
• Import client first if needed
• Use correct client code format

Wrong State Affects Statutory Calculations

Symptoms:

• PT not calculated correctly
• LWF issues
• Wrong statutory rates applied

Possible Causes:

• State name misspelled during import
• Wrong state selected

Solutions:

• Critical: Update unit state immediately
• Re-configure PT slabs for correct state
• Update LWF settings
• Recalculate affected salaries
• Prevention: Double-check state during import

16. Integration with Other Modules

Employee Module

Unit Assignment:

• Employees are assigned to units
• Unit location affects statutory deductions
• Transfer employees between units
• Unit-wise employee reports

New Joiner Import:

• Requires valid unit code
• Employee inherits unit's state for PT/LWF
• Location-based attendance rules

Payroll Module

Salary Processing:

• Salaries processed unit-wise
• State-specific deductions based on unit location
• Unit-wise payroll reports
• Bank transfer grouping by unit

Statutory Deductions:

• Professional Tax: Unit's state determines PT slab
• LWF: Applicable only if unit's state has LWF
• ESI/PF: Unit's registration codes used

Attendance Module

Shift Configuration:

• Shifts can be unit-specific
• Attendance rules per unit
• Location-based attendance tracking

Reports Module

Unit-wise Reporting:

• All reports can be filtered by unit
• Monthly statements per unit
• Cost center analysis
• Headcount reports
• Salary summaries

17. Data Security and Compliance

Access Control

Who Can Import Units:

• Only authorized administrators
• HR operations team
• System administrators

Recommendation: Restrict unit import access to senior HR personnel

Data Privacy

Sensitive Information:

• Unit addresses
• Contact details
• Statutory registration numbers

Best Practices:

• Limit access to unit data
• Audit unit creation activities
• Secure Excel files with unit data
• Don't share unit files publicly

Audit Trail

System Tracking:

• Unit creation date and time
• Created by user
• Modification history
• Import batch tracking

Purpose: Maintain accountability and track changes

18. Important Notes

Critical Considerations

1. State Information is Critical

   • State determines PT, LWF applicability
   • Wrong state = wrong statutory calculations
   • Always verify state name carefully
   • Update immediately if incorrect

2. Unit Code is Permanent

   • Unit code cannot be changed after creation
   • Choose carefully and follow convention
   • Make codes meaningful
   • Document your naming system

3. Client Must Exist First

   • Import or create client before units
   • Verify client codes before unit import
   • Cannot import units for non-existent clients

4. Statutory Codes

   • PT registration varies by state
   • ESI/PF codes specific to location
   • Obtain codes before import if possible
   • Can be updated later if not available

5. Template Updates

   • Always use latest template
   • Template format may change with system updates
   • Download fresh template each time
   • Don't reuse old templates

Common Mistakes to Avoid

❌ Modifying template structure - Don't add/remove columns ❌ Duplicate unit codes - Always check existing units first ❌ Wrong state names - Affects PT/LWF calculations significantly ❌ Missing client - Ensure client exists before importing units ❌ Inconsistent naming - Follow standard unit naming convention ❌ Incomplete address - Provide full address for better management ❌ Ignoring validation errors - Fix all errors before re-import

Performance Tips

For Large Imports:

• Import in batches of 50-100 units
• Verify each batch before next
• Avoid importing 500+ units in one go
• Close other applications during import
• Use stable internet connection

19. Related Operations

After Unit Import

1. Configure Unit Settings

   • Set up PT slabs for unit's state
   • Configure LWF if applicable
   • Set attendance rules
   • Define shift patterns

2. Import Employees

   • Use new unit codes in employee import
   • Assign employees to units
   • Verify unit assignments

3. Set Up Payroll

   • Configure statutory codes (ESI, PF)
   • Set up bank details for unit
   • Define cost centers
   • Configure approval workflows

4. Generate Reports

   • Unit-wise headcount
   • Location analysis
   • Statutory compliance report
   • Organizational structure

20. Additional Resources

Related Pages

• Unit Config: Configure unit-specific settings
• Employee Import: Import employees with unit assignment
• PT Slab Master: Configure state-wise PT slabs
• Client Master: Manage clients
• Reports: Generate unit-wise reports

Support

For Assistance:

• Check template instructions
• Review error messages carefully
• Verify data format
• Contact system administrator
• Refer to user manual

End of Documentation