Export & Import Unit Config

Navigation Path

Export & Import → Unit Config

URL

/export-import/export-and-import-unit-config

Description

• Manage unit-specific configuration settings via import/export
• Configure payroll, statutory, and operational parameters for units
• Bulk update unit settings using Excel templates
• Export existing configurations for modification
• Standardize settings across multiple units
• Maintain unit-wise compliance and operational rules
• Support for both new configuration import and update of exported data

1. Page Overview

What is Unit Config?

Unit Config contains critical configuration parameters that govern how payroll, attendance, statutory compliance, and other HR operations function at each unit/branch/location level.

Key Configuration Areas:

• Payroll Settings: Salary calculation rules, pay cycles, payment dates
• Statutory Settings: PF, ESI, PT applicability and registration numbers
• Attendance Rules: Working hours, shift timings, overtime rules
• Leave Policies: Leave types applicable, accrual rules
• Holiday Calendar: Unit-specific holidays and working days
• Tax Settings: State-specific tax configurations
• Bank Details: Unit bank account for salary disbursement
• Reporting Structure: Hierarchical reporting at unit level

Why Unit Config Matters:

• Different units may have different compliance requirements (different states)
• Branch-specific operational rules
• Location-specific statutory registrations
• Varied salary structures and allowances by location
• Different working hours and shift patterns

2. Top Action Link

Export Example In Excel

Location: Top-center of the page (purple/blue text)

Function:

• Provides pre-formatted Excel template
• Shows all configurable fields with proper structure
• Includes built-in instructions and validation rules
• Contains sample configuration data for reference
• Guides proper data format for import

Template Contents:

• Pre-formatted columns for all unit configuration parameters
• Field-level instructions and descriptions
• Data validation rules embedded
• Sample configuration rows
• Required vs optional field indicators
• Format specifications for dates, numbers, codes
• Notes and guidelines section

Best Practice: Always download and review this template before creating new unit configurations

3. Filter Section

Unit Selection

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 from screenshot:

• UNT00007683 | TATA TELE SERVICES, NOIDA
• UNTPFS00008321 | BLS INTERNATIONAL SERVICES LTD.
• UNT004989 | GOLDEN SPARROW KESSEL MALL, KURUKSHETRA
• UNTPFS00008316 | M/S IBS SOFTWARE, SHANTINKETAN, WHITEFIELD, BANGALORE

Purpose:

• Filter to view specific unit configurations
• Export selected unit settings for modification
• Search to verify existing configurations

4. Action Buttons

Search and Reset

Search Button Behavior:

• Validates that at least one unit is selected
• Fetches configuration data for selected units
• Displays results in table format below
• Shows all configuration parameters
• Enables export functionality

Reset Button Behavior:

• Clears unit selection
• Hides results table
• Resets any filters or selections
• Returns page to initial state

5. Search Results Table

Table Display

After clicking the "Search" button, a table displays with configuration details for selected units.

Common Columns:

Additional Configuration Fields:

• Overtime applicable (Yes/No)
• Overtime calculation method
• Shift timings
• Grace period for attendance
• Half-day calculation rules
• Leave policy template
• Holiday calendar assignment
• Bonus applicability
• Gratuity applicability
• Notice period rules

Table Features

• Bulk Selection: Checkbox in header to select all records
• Individual Selection: Checkbox for each unit record
• Export Selected: Export button to download selected configurations
• Column Sorting: Sort by any column
• Column Filters: Filter within results
• Pagination: Navigate multiple pages if many units
• Edit Action: Icon/button to edit configuration inline or in modal

No Data Message

If no units are selected or no configuration found:

"Please select units and click Search to view configurations."

Or if selected units have no configuration:

"No configuration found for selected units."

6. Import Sections

Section 1: Import New Unit Config

Label: "Select (Unit Config Excel) File:"

Purpose: Import brand new unit configurations that don't exist in the system

Upload Area:

• Drag-and-drop zone with dashed border
• Upload icon
• Text: "Upload or drag and drop (.xlsx, .xls)"
• Accepts Excel files (.xlsx, .xls)

Import Button:

• Color: Purple/Blue
• Label: "Import"
• Action: Processes and imports new unit configurations

Use Case:

• Setting up new branches/units
• Initial configuration for newly added locations
• Bulk setup of multiple new units
• First-time configuration import

Section 2: Import Modified Config

Label: "Select (Unit Config) Exported Sheet File:"

Purpose: Import modifications to existing unit configurations that were previously exported

Upload Area:

• Drag-and-drop zone with dashed border
• Upload icon
• Text: "Upload or drag and drop (.xlsx, .xls)"
• Accepts Excel files (.xlsx, .xls)

Import Button:

• Color: Purple/Blue
• Label: "Import"
• Action: Updates existing unit configurations with modified data

Use Case:

• Modifying existing unit settings
• Bulk update of configuration parameters
• Correcting configuration errors
• Updating statutory registration numbers
• Changing operational parameters

7. Workflow: Export Unit Config

Step-by-Step Process

1. Select Units

   • Use Unit dropdown to select one or more units
   • Search by unit code or name
   • Select all units needing configuration export

2. Search to View

   • Click "Search" button
   • System displays table with current configurations
   • Review configuration parameters

3. Export Selected Configurations

   • Select units to export (individual checkboxes)
   • Or select all using header checkbox
   • Click "Export" button (typically top-right of table)

4. Download Excel File

   • System generates Excel file with all configuration parameters
   • File downloads automatically
   • Contains complete configuration data for selected units

5. Review Exported Data

   • Open downloaded Excel file
   • Verify all configuration fields
   • Check statutory details, payroll settings, operational rules

Output: Excel file with complete unit configuration ready for modification

8. Workflow: Import New Unit Config

Step-by-Step Process

1. Download Template

   • Click "Export Example In Excel" link at top
   • Download the sample template
   • Review structure and required fields

2. Prepare Configuration Data

   • Open downloaded template
   • Fill in unit details:
     • Unit code (must be unique)
     • Unit name
     • State/location
     • Address details
   • Configure statutory settings:
     • PF applicability and registration
     • ESI applicability and registration
     • PT applicability and registration
     • LWF applicability
   • Set payroll parameters:
     • Pay cycle
     • Payment date
     • Salary calculation rules
   • Define operational settings:
     • Working hours
     • Week off days
     • Shift timings
     • Attendance rules
   • Add bank details:
     • Bank name
     • Account number
     • IFSC code

3. Validate Data

   • Ensure all required fields are filled
   • Verify data formats (dates, numbers, codes)
   • Check registration numbers are correct
   • Validate IFSC codes
   • Confirm state-specific settings

4. Upload File

   • Go to "Select (Unit Config Excel) File" section
   • Click upload area or drag-and-drop Excel file
   • File name appears after selection

5. Import Configuration

   • Click "Import" button
   • System validates file format and data
   • Creates new unit configurations
   • Shows success/error messages

6. Verify Import

   • Search for newly imported units
   • Verify all configuration parameters saved correctly
   • Check statutory settings applied
   • Confirm operational rules set properly

9. Workflow: Modify and Re-import Config

Step-by-Step Process

1. Export Existing Configurations

   • Select units to modify
   • Click Search to view current settings
   • Select units from table
   • Click Export button
   • Download Excel file with current configurations

2. Modify Configuration Data

   • Open exported Excel file
   • DO NOT change Unit Code (identifier)
   • Modify configuration parameters:
     • Update statutory registration numbers
     • Change payroll settings
     • Adjust operational rules
     • Update bank details
     • Modify attendance rules
   • Common modifications:
     • New PF/ESI registration numbers
     • Changed payment dates
     • Updated working hours
     • New bank account details
     • Modified shift timings

3. Save Modified File

   • Save Excel file with changes
   • Keep original structure intact
   • Don't add/remove columns

4. Upload Modified File

   • Go to "Select (Unit Config) Exported Sheet File" section
   • Upload the modified Excel file
   • File name appears after selection

5. Import Updates

   • Click "Import" button in second section
   • System matches units by Unit Code
   • Updates existing configurations
   • Shows success/error messages

6. Verify Updates

   • Search for updated units
   • Verify changes reflected correctly
   • Check all modified parameters
   • Confirm no unintended changes

Important: Always use the exported file for modifications to ensure proper unit matching

10. Unit Configuration Data Structure

Basic Unit Information

Statutory Settings

PF (Provident Fund) Configuration

ESI (Employee State Insurance) Configuration

PT (Professional Tax) Configuration

LWF (Labour Welfare Fund) Configuration

Payroll Configuration

Attendance & Leave Configuration

Bank Details

Other Settings

11. Understanding Unit Config vs Master Data

Unit Config (This Page)

Purpose: Configure HOW the unit operates

Examples:

• Whether PF/ESI applies at this unit
• What are the working hours
• When is salary paid
• Which leave policy to follow
• What attendance rules apply

Nature: Operational and compliance rules

Unit Master (Different Page)

Purpose: Define WHAT the unit is

Examples:

• Unit code and name
• Unit address
• Unit hierarchy
• Unit status (active/inactive)
• Unit type (HO/Branch/Factory)

Nature: Basic identification data

Relationship

1. Unit Master creates the unit entity
2. Unit Config defines how that unit functions
3. Both are essential for complete unit setup
4. Config depends on Master - unit must exist first

12. Validation Rules

File Validation

✓ File Format

• Must be Excel file (.xlsx or .xls)
• File size within system limits (typically up to 10MB)
• Not corrupted or password-protected
• Proper encoding maintained

✓ Template Structure

• All required columns present
• Column headers match template exactly
• No extra columns in required sections
• Data starts from correct row

Data Validation

✓ Unit Code

• Required field
• Must be unique (for new import)
• Must exist in system (for update import)
• Alphanumeric, no special characters except hyphen/underscore
• Maximum length limits

✓ Statutory Settings

• If "PF Applicable" = Yes, PF Registration No is required
• If "ESI Applicable" = Yes, ESI Registration No is required
• Registration numbers follow state-specific formats
• Wage ceilings match statutory limits
• Contribution rates within permissible range

✓ Payroll Configuration

• Payment Date between 1-31
• Working Hours > 0
• Pay Cycle from allowed values
• Round-off settings are consistent

✓ Bank Details

• IFSC Code follows standard format (11 characters)
• Account Number is numeric
• Bank details complete if provided

✓ Dates and Numbers

• Dates in correct format (DD/MM/YYYY or as specified)
• Numeric fields contain valid numbers
• Percentages between 0-100
• No negative values where not allowed

Business Logic Validation

• State-specific statutory settings match unit's state
• PT applicable only in PT states
• ESI applicable only if employees < ESI ceiling
• Working hours and shift timings don't conflict
• Payment date feasible within pay cycle
• Holiday calendar and leave policy exist in system

13. Success and Error Messages

Success Messages

New Config Import:

✅ "Unit configurations imported successfully. X unit(s) configured."

Config Update:

✅ "Unit configurations updated successfully. X unit(s) modified."

Export:

✅ "Configuration exported successfully. Downloading file..."

Error Messages

No File Selected:

❌ "Please select a file to import."

Invalid File Format:

❌ "Invalid file format. Please upload Excel file (.xlsx or .xls)."

Template Mismatch:

❌ "File structure doesn't match template. Please use correct template."

Duplicate Unit Code (New Import):

❌ "Unit code 'UNT12345' already exists. Use exported file to update existing units."

Unit Not Found (Update Import):

❌ "Unit code 'UNT12345' not found in system. Use new import section for new units."

Missing Required Fields:

❌ "Required fields missing in row X: Unit Name, State. Please fill all required fields."

Invalid Registration Number:

❌ "Invalid PF Registration Number format in row X. Expected format: XXXXX1234567890."

Invalid IFSC Code:

❌ "Invalid IFSC Code 'HDFC123' in row X. IFSC must be 11 characters."

Validation Errors:

❌ "Validation failed for X record(s). Please check error details and correct the file."

State Mismatch:

❌ "PT configuration doesn't match unit state in row X. PT slab must be for same state."

Partial Import:

⚠️ "Partial import completed. X unit(s) configured, Y unit(s) failed. Check error log."

14. Common Unit Configuration Scenarios

Scenario 1: Setting Up New Branch

Configuration Needed:

• Basic unit details (code, name, address, state)
• Statutory settings based on state (PF, ESI, PT, LWF)
• Payroll parameters (pay cycle, payment date)
• Attendance rules (working hours, week offs)
• Bank account for salary disbursement
• Holiday calendar assignment
• Leave policy assignment

Steps:

1. Download template
2. Fill unit details
3. Configure state-specific statutory settings
4. Set operational parameters
5. Import via "New Unit Config" section
6. Verify all settings

Scenario 2: Updating PF/ESI Registration

Common When:

• New registration obtained
• Registration transferred to new location
• Correction in registration number
• Change in statutory limits

Steps:

1. Export configuration for the unit
2. Modify PF/ESI registration numbers and settings
3. Update wage ceilings if changed
4. Re-import via "Exported Sheet" section
5. Verify updated registration details

Scenario 3: Changing Payment Date

Common When:

• Management decision to change salary date
• Client requirement change
• Cash flow optimization
• Bank transfer schedule change

Steps:

1. Export configuration for affected units
2. Change Payment Date field
3. Re-import via "Exported Sheet" section
4. Communicate change to employees
5. Update salary processing schedule

Scenario 4: Multi-state Setup

Challenge:

• Different states have different statutory requirements
• PT applicable in some states, not in others
• Different PF/ESI limits may apply
• State-specific LWF rules

Solution:

1. Create separate configuration for each state's units
2. Use state-specific statutory settings
3. Apply correct PT slabs per state
4. Set state-specific holiday calendars
5. Configure state-wise LWF where applicable
6. Bulk import state-wise in batches

Scenario 5: Standardizing Configuration

Purpose: Ensure consistent settings across similar units

Steps:

1. Export configuration from template unit (best configured)
2. Modify only unit-specific fields (code, name, address, registrations)
3. Keep standard fields same (working hours, policies, rules)
4. Import for all units
5. Verify standardization achieved

15. Best Practices

Before Import

1. Always Use Template

   • Download latest template from system
   • Don't reuse old templates (structure may change)
   • Review template instructions carefully

2. Verify Statutory Details

   • Confirm PF/ESI/PT registration numbers are accurate
   • Check registration numbers with official documents
   • Verify applicable wage ceilings as per current rates
   • Ensure state-specific settings are correct

3. Validate in Small Batches

   • For bulk setup, test with 2-3 units first
   • Verify import works correctly
   • Then proceed with full batch

4. Maintain Backup

   • Export and save current configurations before updates
   • Keep backup of working configurations
   • Document what changes are being made

During Configuration

1. State-specific Settings

   • Ensure PT settings match unit's state
   • Apply correct statutory registrations
   • Use state-appropriate holiday calendar

2. Consistent Naming

   • Follow standard naming conventions
   • Use consistent unit code format
   • Standardize unit name structure

3. Complete All Required Fields

   • Don't leave required fields empty
   • Provide default values where applicable
   • Mark optional fields clearly if not used

4. Logical Settings

   • Payment date should be realistic (not 31 for all months)
   • Working hours should match labor laws
   • Week off should have at least one day

After Import

1. Verification

   • Search and review all imported/updated units
   • Check each configuration parameter
   • Verify statutory settings especially
   • Test with sample salary calculation

2. Communication

   • Inform relevant stakeholders of new units
   • Communicate any changes to existing configs
   • Update documentation

3. Testing

   • Run test salary for new unit
   • Verify all deductions apply correctly
   • Check attendance rules working
   • Validate leave calculations

4. Documentation

   • Maintain record of configurations
   • Document unit-specific settings
   • Keep import files archived
   • Log all changes with dates

16. Troubleshooting

Import Fails Completely

Symptoms: Error immediately on import, no records processed

Possible Causes:

• File format wrong (not Excel)
• File corrupted
• Template structure completely different
• File too large

Solutions:

• Re-download template and create fresh file
• Ensure file saved as .xlsx or .xls
• Check file size (compress if needed)
• Try smaller batch

Partial Import Success

Symptoms: Some units imported, others failed

Possible Causes:

• Data validation errors in specific rows
• Duplicate unit codes
• Missing required fields in some rows
• Invalid statutory settings

Solutions:

• Review error log/messages carefully
• Check failed rows for missing data
• Verify unit codes are correct
• Fix errors and re-import only failed records

Configuration Not Reflecting

Symptoms: Import successful but settings not applied

Possible Causes:

• Used wrong import section (new vs update)
• Unit code mismatch
• System cache issue
• Background processing delay

Solutions:

• Verify correct import section used
• Check unit code exact match
• Refresh page and search again
• Wait a minute and check (processing delay)
• Contact system admin if persists

Statutory Deductions Not Working

Symptoms: PF/ESI/PT not deducting in salary

Possible Causes:

• Applicability set to "No"
• Missing registration numbers
• Wage ceiling configuration wrong
• Contribution rates not set

Solutions:

• Export and verify statutory settings
• Check "Applicable" flags are "Yes"
• Confirm registration numbers present
• Verify wage ceilings and rates
• Update and re-import if needed

IFSC Code Errors

Symptoms: Bank details import fails

Possible Causes:

• IFSC code not 11 characters
• Invalid IFSC format
• Typos in IFSC code

Solutions:

• Verify IFSC from bank official source
• Ensure exactly 11 characters
• Check for spaces or special characters
• Use proper case (usually uppercase)

17. Integration with Other Modules

Salary Processing

Impact:

• Unit config determines which statutory deductions apply
• Pay cycle and payment date govern salary schedule
• Working hours affect per-day salary calculation
• Bank details used for NEFT/RTGS file generation

Dependency:

• Salary cannot be processed without unit configuration
• Changes to config affect next salary cycle
• Historical salary uses config at time of processing

Attendance Management

Impact:

• Working hours define full day
• Half-day hours determine half-day marking
• Grace period affects late arrival
• Week off configured for attendance calendar

Dependency:

• Attendance rules apply as per unit config
• Changes affect future attendance only
• Past attendance unaffected

Leave Management

Impact:

• Leave policy template assigned via config
• Leave types available per policy
• Accrual rules from policy
• Leave calendar from unit config

Dependency:

• Leave application uses unit's policy
• Changes to policy assignment affect new applications

Statutory Compliance

Impact:

• PF/ESI applicability checked from config
• Registration numbers used in returns
• Wage ceilings determine contribution calculation
• PT and LWF settings drive state returns

Dependency:

• Compliance reports pull data from unit config
• Return generation uses registration numbers
• Changes should sync with official registrations

Reports

Impact:

• Unit-wise reports filter by config
• State-wise consolidation uses unit state from config
• Statutory reports use registration numbers
• Bank transfer reports use bank details

Dependency:

• Accurate config essential for correct reports
• Unit grouping based on config attributes

18. Security and Access Control

Who Can Access?

Typical Access Levels:

• Super Admin: Full access - view, export, import
• HR Admin: View and export for assigned units
• Payroll Admin: View only (may need for processing)
• Unit Manager: View only for own unit
• Regular Users: No access

Data Sensitivity

Sensitive Information:

• Statutory registration numbers
• Bank account details
• Company structure (cost centers, departments)
• Payroll calculation methods

Security Measures:

• Access restricted to authorized personnel
• Audit log of all changes
• Export/import activities tracked
• Data encryption for sensitive fields

Best Security Practices

1. Limit access to minimal required users
2. Review and approve config changes
3. Maintain change log with business justification
4. Regularly audit configurations
5. Secure export files (password protect if sharing)
6. Don't share registration numbers unnecessarily

19. Important Notes

Critical Considerations

• Statutory Compliance: Incorrect statutory settings can lead to compliance issues and penalties
• State-specific: Many settings are state-specific; ensure correct state assigned
• Impact on Salary: Config changes affect salary calculations; plan changes carefully
• Historical Data: Changes don't affect past processed salaries
• Testing: Always test configuration with sample salary before full rollout
• Documentation: Maintain documentation of all unit configurations

Configuration Changes

• Plan Carefully: Config changes impact operations
• Timing: Make changes before salary processing month
• Communication: Inform all stakeholders of changes
• Backup: Always export current config before making changes
• Verification: Thoroughly verify changes post-import
• Testing: Test with sample data before production use

Common Mistakes to Avoid

1. Wrong Import Section: Using new import for updates or vice versa
2. Incomplete Statutory Details: Missing PF/ESI registration when applicable
3. Invalid IFSC Codes: Incorrect bank IFSC leading to payment failures
4. State Mismatch: Applying wrong state's PT slab
5. Unrealistic Payment Dates: Setting payment date as 31 (not valid for all months)
6. Missing Required Fields: Leaving required fields blank
7. Format Errors: Not following date/number formats
8. No Backup: Making changes without exporting current config first

20. Related Pages

Before Unit Config

1. Unit Master - Create the unit entity first
2. State Master - Ensure states are defined
3. Bank Master - Bank should exist in master

After Unit Config

1. Employee Assignment - Assign employees to configured units
2. Holiday Calendar - Create/assign holiday calendars
3. Leave Policy - Create/assign leave policies
4. Salary Structure - Define salary structures per unit
5. Attendance Rules - Configure detailed attendance rules

Related Operations

1. PF & ESI Master - Define contribution rates and ceilings
2. PT Slab Master - Configure state-wise PT slabs
3. LWF Configuration - Set up LWF state-wise
4. Salary Processing - Uses unit config for calculations
5. Statutory Reports - Uses registration numbers from config

End of Documentation