Units

Navigation Path

Export & Import → Units

URL

/export-import/export-units

Description

• Export and import unit/branch/location master data
• Bulk update unit information via Excel
• Manage unit details including opening and closing dates
• Configure Navision codes and billing types
• Support for both new unit creation and existing unit updates
• Filter units by client and date range
• Streamline unit master data management

1. Page Overview

What are Units?

Units represent branches, locations, offices, or business units within the payroll system. Each unit typically has:

• Unique unit code
• Unit name and address
• Associated client/company
• Opening and closing dates
• Navision code (for ERP integration)
• Billing type configuration
• Other location-specific details

Purpose:

• Organize employees by location
• Enable location-wise payroll processing
• Support multi-location operations
• Facilitate branch-wise reporting
• Integration with accounting systems

2. Top Action Links

Export Example In Excel

• Location: Top of the page, centered
• Type: Link (blue text)
• Function: Downloads a sample Excel template for unit import
• Template Contents:
  • Pre-formatted columns for all unit data fields
  • Built-in instructions explaining each column
  • Sample data showing correct format
  • Data validation rules embedded
  • Notes and guidelines

Usage:

1. Click "Export Example In Excel"
2. Download the template
3. Fill in unit data following the format
4. Upload via import section

3. Filter Section

Client Filter

Features:

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

Purpose: View or export units belonging to specific clients

Unit Filter

Features:

• Search by unit code or unit name
• Select multiple units simultaneously
• Clear selection (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: Export or view specific units only

Date Range Filters

Opening Date

Format: YYYY-MM-DD (e.g., 2025-12-01)

Purpose: Filter units that opened on or after this date

Closing Date

Format: YYYY-MM-DD (e.g., 2026-01-22)

Purpose: Filter units that closed on or before this date

Note: Units without closing dates are considered active/open

Surveillance Checkbox

Purpose: Filter units with surveillance flag for specific monitoring or reporting needs

4. Action Buttons

View and Reset Buttons

View Button:

• Generates results based on applied filters
• Displays unit data in table format
• Shows all relevant unit details
• Enables export functionality

Reset Button:

• Clears all selected filters
• Resets date fields
• Unchecks surveillance checkbox
• Returns form to initial state

5. Results Table

Table Display

After clicking the "View" button, a table displays with the following columns:

Additional columns may include:

• Unit Address
• City/State
• Contact Details
• Tax Registration Numbers
• Other unit-specific fields

Table Features

• Bulk Selection: Checkbox in header to select all displayed units
• Individual Selection: Checkbox for each unit record
• Column Filters: Filter capability for each column (dropdown with filter icon)
• Sorting: Sort by any column (ascending/descending)
• Pagination: Navigate through multiple pages of results
• Export Button: Located at top-right for exporting selected/all units

Sample Data Display

Example Records:

1. Unit Code: UNTPFS00009289

   • Name: MUNTERS INDIA HUMID...
   • Client: MUNTERS INDIA HUMID...
   • NavisionCode: (blank)
   • BillableType: (blank)

2. Unit Code: UNTPFS00009291

   • Name: BEUMER INDIA PVT LTD....
   • Client: BEUMER INDIA PVT LTD
   • NavisionCode: (blank)
   • BillableType: (blank)

3. Unit Code: UNTPFS00009290

   • Name: ATHULYA ASSISTED LIVI...
   • Client: ATHULYA ASSISTED LIVI...
   • NavisionCode: (blank)
   • BillableType: (blank)

4. Unit Code: UNTPFS00008882

   • Name: WAKEFIT INNOVATIONS ...
   • Client: WAKEFIT INNOVATIONS ...
   • NavisionCode: CC-0429
   • BillableType: (blank)

6. Export Functionality

Export Button

• Location: Top-right corner of results section
• Function: Export unit data to Excel format
• Icon: Download icon with "Export" label
• May include dropdown: Multiple format options

Export Contents:

• All columns from the results table
• Complete unit master data
• Formatted for easy import/modification
• Can be re-imported after updates

Export Options:

• Export all units (if none selected)
• Export selected units only (if some selected)
• Export filtered results based on search criteria

7. Import Sections

Section 1: Import New Units

Label: "Select File:"

Purpose:

• Create new units in the system
• Bulk unit creation
• Add units from scratch

File Requirements:

• Excel format (.xlsx or .xls)
• Follow template structure from "Export Example In Excel"
• Include all required fields
• Proper data validation

Workflow:

1. Download template via "Export Example In Excel"
2. Fill in new unit details
3. Upload file in this section
4. Click "Import" button
5. System validates and creates new units

Section 2: Import Exported Unit Data

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

Purpose:

• Update existing units
• Modify unit data in bulk
• Re-import previously exported units with changes

File Requirements:

• Must be previously exported from this page
• Contains existing unit codes
• Excel format (.xlsx or .xls)
• Maintains original structure

Workflow:

1. Export existing units using "Export" button
2. Modify unit data in the exported Excel file
3. Upload modified file in this section
4. Click "Import" button
5. System validates and updates existing units

8. Workflow: Export Units

Step-by-Step Export Process

1. Apply Filters (Optional)

   • Select specific clients if needed
   • Choose units to export
   • Set date range (opening/closing dates)
   • Check surveillance if applicable

2. Generate Results

   • Click "View" button
   • System displays matching units in table
   • Review the list of units

3. Select Units (Optional)

   • Select all units (header checkbox)
   • Or select specific units individually
   • Or export all without selection

4. Export Data

   • Click "Export" button (top-right)
   • Choose export format if prompted
   • Download Excel file

5. Use Exported Data

   • Review unit information
   • Make modifications if needed
   • Use for reporting or analysis
   • Re-import with updates

9. Workflow: Import New Units

Step-by-Step Import Process for New Units

1. Download Template

   • Click "Export Example In Excel" link
   • Save the template file
   • Open in Excel or compatible software

2. Fill Unit Data

   • Follow template structure and instructions
   • Fill all required fields:
     • Unit Code (unique identifier)
     • Unit Name
     • Client/Company
     • Opening Date
     • Address details
     • Contact information
     • Navision Code (if applicable)
     • Billing Type
   • Follow data format guidelines in template
   • Use validation rules provided

3. Validate Data

   • Check for duplicate unit codes
   • Verify all required fields filled
   • Ensure date formats correct
   • Validate client associations

4. Upload File

   • In "Select File:" section
   • Click upload area or drag and drop
   • Select your prepared Excel file
   • Verify file name displayed

5. Import Units

   • Click "Import" button (blue)
   • System processes the file
   • Validation checks performed
   • New units created

6. Review Results

   • Check success message
   • Note any errors or warnings
   • Verify units in system
   • Re-import if corrections needed

10. Workflow: Update Existing Units

Step-by-Step Update Process

1. Export Existing Units

   • Apply filters to select units to update
   • Click "View" to display units
   • Select specific units (if needed)
   • Click "Export" button
   • Download Excel file with current data

2. Modify Unit Data

   • Open exported Excel file
   • Update required fields:
     • Unit Name
     • Client assignment
     • Closing Date (to close units)
     • Navision Code
     • Billing Type
     • Address or contact changes
   • Do NOT modify Unit Code (primary key)
   • Save the modified file

3. Validate Changes

   • Review all modifications
   • Ensure data consistency
   • Check date formats
   • Verify client associations

4. Upload Modified File

   • In "Select (Unit Excel) Exported Sheet File:" section
   • Click upload area or drag and drop
   • Select your modified Excel file
   • Verify file name displayed

5. Import Updates

   • Click "Import" button (blue)
   • System processes the file
   • Matches units by Unit Code
   • Updates modified fields

6. Verify Updates

   • Check success message
   • Refresh unit list
   • Verify changes applied
   • Check affected employees or reports

11. Unit Data Structure

Required Fields

Optional Fields

Field Specifications

Unit Code:

• Unique across the system
• Cannot be changed after creation
• Usually auto-generated or follows naming convention
• Example formats: UNT00007683, UNTPFS00009289

Unit Name:

• Clear, descriptive name
• Include location if multiple units in same city
• Maximum length: Usually 100-200 characters

Opening Date:

• Date format: YYYY-MM-DD or DD-MM-YYYY
• Cannot be future date typically
• Used for reporting and employee assignment validation

Closing Date:

• Optional (leave blank for active units)
• Should be after opening date
• Affects employee assignment and payroll processing

NavisionCode:

• Integration code for Microsoft Dynamics Navision
• Used for accounting system synchronization
• Important for billing and financial reporting

12. Understanding Units

Unit Purpose

Units serve multiple purposes:

1. Employee Organization: Assign employees to specific locations
2. Payroll Processing: Process payroll location-wise
3. Statutory Compliance: Different units may have different compliance requirements
4. Reporting: Generate location-wise reports
5. Cost Center: Track costs by unit/branch
6. Billing: Bill clients based on unit-wise services

Active vs Closed Units

Active Units:

• No closing date or closing date in future
• Can have active employees
• Included in payroll processing
• Available for new employee assignments

Closed Units:

• Closing date set and passed
• Cannot assign new employees
• Existing employees should be transferred
• Retained for historical data and reporting
• Excluded from active operations

Best Practice: Don't delete units. Set closing date instead to maintain historical data.

Unit Hierarchy

Units are typically organized by:

• Client/Company: Top level
• Region: Geographic grouping
• Unit/Branch: Specific location
• Department (within unit): Functional grouping
• Cost Center (optional): Financial tracking

13. Validation Rules

During Import

System validates:

✓ Unit Code Uniqueness

• No duplicate unit codes allowed
• Case-sensitive validation
• Exact match required

✓ Required Fields

• Unit Code must be provided
• Unit Name cannot be blank
• Client Name required
• Opening Date mandatory

✓ Date Validations

• Valid date format required
• Opening date cannot be future date (typically)
• Closing date must be after opening date
• Logical date relationships

✓ Client Association

• Client must exist in system
• Valid client reference required
• Client status should be active

✓ Navision Code

• If provided, must be unique
• Format validation as per ERP requirements
• Cannot conflict with existing codes

✓ Data Integrity

• No special characters in codes (typically)
• Field length restrictions
• Data type validations
• Referential integrity

Import Validation Messages

Common validation errors:

❌ "Unit Code already exists"

• Duplicate unit code in import file
• Unit code matches existing record
• Solution: Use unique codes or use update import section

❌ "Required field missing: [Field Name]"

• Mandatory field left blank
• Solution: Fill all required fields

❌ "Invalid date format in [Field Name]"

• Date not in expected format
• Solution: Use correct date format (YYYY-MM-DD)

❌ "Closing date cannot be before opening date"

• Logical date error
• Solution: Ensure closing date is after opening date

❌ "Client not found: [Client Name]"

• Referenced client doesn't exist
• Solution: Create client first or correct client name

14. Success and Error Messages

Success Messages

✅ "Units exported successfully"

• Export completed successfully
• Excel file downloaded
• Check downloads folder

✅ "[X] units imported successfully"

• Import completed without errors
• X number of units created/updated
• Units now available in system

✅ "Units filtered successfully. [X] records found"

• Filter applied successfully
• X units match the criteria
• Results displayed in table

Error Messages

❌ "No file selected"

• Cause: Import clicked without uploading file
• Solution: Upload Excel file first, then click Import

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

• Cause: Wrong file type uploaded
• Solution: Convert file to Excel format (.xlsx or .xls)

❌ "Import failed: [Specific error details]"

• Cause: Validation errors in data
• Solution: Check error details, correct data, re-import

❌ "No units found matching the criteria"

• Cause: Filters too restrictive or no matching data
• Solution: Adjust filters, check date ranges, try broader selection

❌ "Export failed. Please try again"

• Cause: System error or no data to export
• Solution: Ensure units are displayed, retry, contact support if persists

15. Common Use Cases

Bulk Unit Creation

Scenario: Organization opening multiple new branches

Process:

1. Download template
2. Fill all new unit details (10, 20, or more units)
3. Validate data thoroughly
4. Import via "Select File" section
5. Verify all units created
6. Begin assigning employees

Closing Units

Scenario: Closing a branch or location

Process:

1. Export the unit to be closed
2. Add closing date in the exported Excel
3. Import via "Select (Unit Excel) Exported Sheet File"
4. Transfer employees to other units
5. Complete final payroll processing
6. Archive unit data

Update Unit Information

Scenario: Address change, client reassignment, or other updates

Process:

1. Export units needing updates
2. Modify required fields in Excel
3. Keep Unit Code unchanged (primary key)
4. Import modified file
5. Verify updates applied
6. Check impact on employees

ERP Integration Setup

Scenario: Configure Navision codes for accounting integration

Process:

1. Export all active units
2. Add Navision codes in exported file
3. Configure billing types if needed
4. Import modified file
5. Test integration
6. Verify data sync with ERP

Multi-client Onboarding

Scenario: Onboarding a new client with multiple locations

Process:

1. Create client master first
2. Download unit template
3. Fill all client's unit details
4. Ensure consistent client name across all units
5. Import all units together
6. Verify client-unit associations
7. Begin employee setup

16. Best Practices

Before Import

1. Download Fresh Template

   • Always use the latest template
   • Don't use old or modified templates
   • Template may have updated fields

2. Plan Unit Structure

   • Define clear naming conventions
   • Establish unit code format
   • Plan hierarchy and grouping
   • Document standards

3. Verify Client Existence

   • Ensure all clients exist in system
   • Use exact client names (case-sensitive)
   • Create clients before units

4. Validate Data Externally

   • Check data accuracy before import
   • Verify addresses and contact information
   • Confirm dates are correct
   • Review with stakeholders

During Import

1. Use Correct Import Section

   • New units → "Select File" section
   • Update existing → "Select (Unit Excel) Exported Sheet File" section
   • Don't mix new and updates in same file

2. Maintain Unit Code Integrity

   • Never change existing unit codes
   • Use system-generated codes if available
   • Follow organization's coding standard

3. Test with Small Batch First

   • Import 2-3 units first as test
   • Verify results
   • Then proceed with bulk import

4. Handle Errors Promptly

   • Read error messages carefully
   • Fix issues in Excel file
   • Don't skip validation errors

After Import

1. Verify Import Results

   • Check all units created/updated
   • Review unit details for accuracy
   • Test unit availability in other modules

2. Assign Employees

   • Update employee unit assignments
   • Transfer employees from closed units
   • Verify unit-employee associations

3. Test Integration

   • Check ERP synchronization (if Navision codes added)
   • Verify billing setup
   • Test reporting with new units

4. Maintain Documentation

   • Keep records of import files
   • Document unit changes
   • Maintain audit trail

5. Communicate Changes

   • Inform payroll team of new/closed units
   • Update HR team about unit changes
   • Notify relevant stakeholders

17. Differences Between Import Sections

Import New Units (Section 1)

Use when:

• Creating brand new units
• Units don't exist in system
• Fresh unit setup

Characteristics:

• Creates new records
• Requires unique unit codes
• All required fields must be filled
• No existing reference needed

File Source:

• Downloaded template
• Manually prepared data
• External data source

Import Exported Units (Section 2)

Use when:

• Updating existing units
• Modifying unit details
• Closing units

Characteristics:

• Updates existing records
• Matches by Unit Code (must exist)
• Only changed fields need attention
• Maintains data continuity

File Source:

• Previously exported from this page
• Contains current system data
• Modified for updates

Key Differences Summary

18. Troubleshooting

Import Issues

Problem: "Duplicate Unit Code" error

• Cause: Unit code already exists in system or duplicate in file
• Solution: Check existing units, use unique codes, or use update import section

Problem: Units imported but not visible

• Cause: Filters hiding the units or page not refreshed
• Solution: Click "Reset" to clear filters, refresh the page, check date filters

Problem: Can't update unit after import

• Cause: Unit data not updated or wrong import section used
• Solution: Ensure you used "Select (Unit Excel) Exported Sheet File" section, verify Unit Code matches exactly

Problem: Navision code not syncing

• Cause: Invalid code format or ERP integration issue
• Solution: Verify code format with ERP team, check integration settings, test sync

Export Issues

Problem: Export shows no data

• Cause: No units match filter criteria or table empty
• Solution: Click "View" first, adjust filters, ensure units exist

Problem: Exported file has incomplete data

• Cause: Not all columns exported or display settings
• Solution: Verify export settings, check if all fields are configured for export

System Issues

Problem: Page loading slowly

• Cause: Large dataset or many filters applied
• Solution: Use date range filters, filter by client, export in smaller batches

Problem: Import taking too long

• Cause: Large file size or many units
• Solution: Break into smaller batches (100-200 units at a time), ensure file not corrupted

19. Integration with Other Modules

Employee Management

• Unit Assignment: Employees assigned to specific units
• Transfer: Move employees between units
• Unit Closure: Transfer employees before closing unit
• Reporting: Employee count by unit

Payroll Processing

• Unit-wise Processing: Process payroll by unit
• Statutory Compliance: Different units may have different compliance requirements (PT, PF, etc.)
• Location-based Benefits: Unit-specific allowances or benefits
• Cost Allocation: Track payroll costs by unit

Reporting

• Unit-wise Reports: All reports can be filtered by unit
• Consolidated Reports: Combine multiple units
• Client-wise Summary: Group units by client
• Location Analysis: Analyze data by geographical location

Accounting Integration

• Navision Code: Links unit to accounting system
• Cost Centers: Unit as cost center
• Billing: Unit-wise billing to clients
• Financial Reports: Unit-wise financial data

20. Security and Permissions

Access Control

Typical permissions:

• View Units: View unit list and details
• Export Units: Download unit data
• Import Units: Create/update units via import
• Manage Units: Full control over unit master

Best Practice:

• Restrict unit creation/modification to HR/Admin only
• Allow wider access for viewing and reporting
• Audit unit changes for compliance
• Maintain change logs

Data Privacy

• Unit data may include contact information
• Handle data as per organizational policies
• Secure storage of exported files
• Limit data sharing to authorized personnel

21. Important Notes

General Considerations

• Unit Code is Primary Key: Never change unit codes after creation
• Active Units Only: Use active units for employee assignment and payroll
• Close, Don't Delete: Set closing date instead of deleting units for data integrity
• Unique Navision Codes: Each unit should have unique ERP code if used
• Template-based Import: Always use current template for consistency

Unit Closure Impact

When closing a unit:

• Transfer all active employees to other units
• Complete final payroll processing
• Generate final reports
• Update unit status in all systems
• Maintain historical data for audits
• Set closing date (don't delete)

Data Integrity

• Maintain consistent client-unit associations
• Ensure opening dates are historical
• Validate closing dates logically
• Keep Navision codes synchronized
• Regular data quality checks
• Periodic reconciliation with ERP

Compliance

• Maintain unit registration documents
• Track statutory registrations per unit (PF, ESI, PT, etc.)
• Keep address proof for statutory filings
• Update unit changes with authorities
• Comply with state-specific regulations

End of Documentation