Export & Import Voucher Detail

Navigation Path

Export & Import → Voucher

URL

/export-import/export-import-voucher

Description

• Export existing voucher details for employees
• Import new voucher data in bulk
• Modify and re-import exported voucher details
• Support for various voucher types (allowances, reimbursements)
• Filter by employee, unit, time period, and voucher type
• Streamline voucher data management across the organization
• Facilitate bulk voucher updates and corrections

1. Page Overview

What are Vouchers?

Vouchers are non-salary payments or reimbursements made to employees for specific purposes. They can include:

• Allowances (travel, conveyance, meal, etc.)
• Reimbursements (medical, education, etc.)
• Bonuses and incentives
• Special payments
• One-time payments

This page allows bulk import/export of voucher details, making it easier to:

• Add vouchers for multiple employees
• Update existing voucher amounts
• Correct voucher data
• Track voucher history
• Prepare voucher payments

2. Top Action Link

Export Example In Excel

Purpose:

• Download a pre-formatted template with the correct structure
• Template includes column headers and instructions
• Shows required data format
• Contains validation rules
• Includes sample data for reference

Template Location: Top-right of the page, prominently displayed

Template Contents:

• Pre-formatted columns for all voucher data fields
• Built-in instructions explaining each field
• Data validation rules embedded in Excel
• Sample rows showing correct format
• Color-coded headers (required vs optional)
• Notes section with guidelines

3. Filter Section

Employee Filter

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:

• PFSBBAN691 | GOWRAMMA
• PFSBHYD119 | SK JAHIDUL ALMO SK JAHIDUL ALMO
• PFSBDDN229 | BINESH DEVI
• PFSBB5763 | RAM GOCHHAYAT

Purpose: Export voucher data for specific employees only

Unit Filter

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

Purpose: Export vouchers for specific locations or branches

Month Filter

Options: All 12 months (e.g., DECEMBER)

Purpose: Filter vouchers by payment/applicable month

Year Filter

Options: Available years in system (e.g., 2025)

Purpose: Filter vouchers by year

Type Filter

Options:

• All Types (default: "-- Select Type --")
• Specific voucher types configured in system
• May include: Allowances, Reimbursements, Bonuses, etc.

Purpose: Filter by specific voucher category for targeted export/import

4. Action Buttons

Search and Reset Buttons

5. Results Table

Table Display

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

Visible Columns:

Additional Columns (Scroll Right):

• Voucher Amount
• Voucher Date
• Reference Number
• Remarks
• Status
• Payment Mode
• Voucher Period
• Approval Status

Table Features

• Bulk Selection: Checkbox in header to select all records
• Individual Selection: Checkbox for each row
• Column Filters: Filter icon in each column header
• Sorting: Sort by any column (ascending/descending)
• Horizontal Scrolling: Additional columns accessible via scroll
• Pagination: Navigate through multiple pages
• Export Button: Top-right corner with dropdown for export options

Sample Data

Based on the screenshot, typical voucher records include:

Example Records:

• Employee: PFSBBAN691 | GOWRAMMA
  • Unit: TATA TELE SERVICES, NOIDA
  • Vouchers:
    • Travelling Allowance
    • Conveyance Allowance
    • Bonus Allowance

6. Export Functionality

Export Button

• Location: Top-right corner of results section
• Type: Button with dropdown
• Icon: Download/Export icon
• Label: "Export"

Export Options:

• Export to Excel (.xlsx)
• Export to CSV
• Export selected rows only
• Export all filtered results

Export Contents:

• All columns from the results table
• Employee-wise voucher details
• Complete voucher information
• Formatted for easy re-import or record-keeping

Purpose:

• Download voucher data for offline review
• Modify voucher details in Excel
• Re-import updated data
• Create backup records
• Share with stakeholders

7. Import Sections

Two Import Options

The page provides two separate import sections side by side:

Section 1: Import New Voucher Data

Label: "Select (Voucher Excel) File:"

Purpose:

• Import brand new voucher records
• Add vouchers for multiple employees at once
• Bulk creation of voucher entries
• First-time voucher data upload

Upload Area:

• Drag-and-drop zone
• Click to browse files
• Supported formats: .xlsx, .xls
• Text: "Upload or drag and drop (.xlsx, .xls)"

Import Button:

• Color: Purple/Blue
• Label: "Import"
• Action: Processes the uploaded Excel file

Use Case:

• Adding new allowances for employees
• Creating vouchers for new payment period
• Bulk voucher entry at month start
• Initial voucher setup

Section 2: Import Exported Voucher Data

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

Purpose:

• Re-import previously exported voucher data
• Update existing voucher records
• Modify voucher amounts or details
• Correct errors in existing vouchers

Upload Area:

• Drag-and-drop zone
• Click to browse files
• Supported formats: .xlsx, .xls
• Text: "Upload or drag and drop (.xlsx, .xls)"

Import Button:

• Color: Purple/Blue
• Label: "Import"
• Action: Processes the uploaded Excel file and updates existing records

Use Case:

• Modifying exported voucher amounts
• Updating voucher status
• Correcting errors in bulk
• Adjusting voucher details after review

8. Workflow: Export Vouchers

Step-by-Step Process

1. Apply Filters

   • Select Employee(s) - optional
   • Select Unit(s) - optional
   • Choose Month and Year
   • Select Type (if specific voucher type needed)

2. Search

   • Click "Search" button
   • System retrieves matching voucher records
   • Results display in table below

3. Review Results

   • Check the displayed voucher records
   • Verify employee list and voucher types
   • Use column filters for refined view
   • Select specific rows if needed

4. Export Data

   • Click "Export" button (top-right)
   • Choose export format (Excel recommended)
   • Download file to your system
   • Open in Excel for review or modification

Result: Excel file with all voucher details ready for review or modification

9. Workflow: Import New Vouchers

Step-by-Step Process

1. Download Template

   • Click "Export Example In Excel" link
   • Download the sample template
   • Review template structure and instructions

2. Prepare Excel File

   • Open the downloaded template
   • Read the instructions in template
   • Fill in voucher data:
     • Employee codes
     • Unit codes
     • Voucher type/head name
     • Voucher amount
     • Voucher date
     • Reference numbers
     • Remarks (if any)
   • Follow the format exactly as shown in template
   • Ensure required fields are filled
   • Validate data (check for errors)

3. Upload File

   • Go to "Select (Voucher Excel) File:" section (left side)
   • Click upload area or drag file
   • Select your prepared Excel file
   • Verify file name appears

4. Import Data

   • Click "Import" button (blue/purple)
   • System processes the file
   • Validation checks run automatically
   • Wait for confirmation message

5. Verify Import

   • Check success/error message
   • If errors, review the error details
   • Fix issues in Excel and re-import
   • Search for imported records to confirm

Result: New voucher records created in the system

10. Workflow: Modify and Re-import Vouchers

Step-by-Step Process

1. Export Existing Data

   • Follow "Export Vouchers" workflow (Section 8)
   • Download current voucher data as Excel

2. Modify Data in Excel

   • Open exported Excel file
   • Make necessary changes:
     • Update voucher amounts
     • Change voucher dates
     • Modify reference numbers
     • Update remarks
     • Correct errors
   • Do NOT change: Employee Code, Unit Code (identifiers)
   • Save the modified file

3. Upload Modified File

   • Go to "Select (Voucher Excel) Exported Sheet File:" section (right side)
   • Click upload area or drag file
   • Select your modified Excel file
   • Verify file name appears

4. Import Updated Data

   • Click "Import" button (blue/purple)
   • System matches records by employee/unit/voucher identifiers
   • Updates existing records with new values
   • Wait for confirmation message

5. Verify Updates

   • Check success message
   • Search for updated records
   • Verify changes applied correctly
   • Export again to confirm if needed

Result: Existing voucher records updated with new values

11. Voucher Data Structure

Required Fields (Typical)

Optional Fields (May Include)

Data Format Guidelines

Employee Code:

• Format: Alphanumeric
• Case-sensitive
• Must match existing employee records
• No spaces

Voucher Amount:

• Format: Numeric only
• No currency symbols
• Decimals allowed (e.g., 1500.50)
• Positive values only

Dates:

• Format: DD-MM-YYYY or YYYY-MM-DD
• Valid calendar dates
• Within reasonable range
• Not future dates (typically)

Head Name:

• Must match existing voucher head names
• Case-sensitive
• No typos
• Check master data for valid head names

12. Understanding Voucher Types

Common Voucher Categories

Allowances:

• Travelling Allowance: For business travel expenses
• Conveyance Allowance: For daily commute
• Meal Allowance: Food expenses
• Mobile Allowance: Phone usage
• Special Allowance: Any other regular allowance

Reimbursements:

• Medical Reimbursement: Healthcare expenses
• Education Reimbursement: Child education
• Fuel Reimbursement: Vehicle fuel costs
• Internet Reimbursement: Home internet costs

Bonuses and Incentives:

• Performance Bonus: Reward for performance
• Festival Bonus: Special occasion payments
• Retention Bonus: Long-term incentives
• Joining Bonus: New joiner incentive

One-time Payments:

• Relocation Allowance: Moving expenses
• Marriage Gift: Employee marriage
• Spot Award: Immediate recognition
• Project Completion Bonus: Milestone rewards

Voucher vs Salary Head

Key Differences:

13. Validation Rules

Pre-import Validation

Employee Validation:

• Employee code must exist in system
• Employee must be active
• Employee assigned to selected unit
• No duplicate voucher entries for same employee/head/period

Amount Validation:

• Amount must be numeric
• Amount must be positive
• Amount within reasonable limits
• No zero or negative amounts

Date Validation:

• Valid date format
• Date not in distant past or future
• Voucher date within allowed period
• Not in locked/closed period

Voucher Head Validation:

• Head name must exist in master data
• Head must be active
• Head applicable for the employee's unit
• Spelling and capitalization exact match

Unit Validation:

• Unit code must exist
• Unit must be active
• Employee must belong to unit

Import Error Handling

Common Errors and Fixes:

14. Success and Error Messages

Success Messages

After Successful Export:

✅ "Voucher data exported successfully. [X] records downloaded."

After Successful Import (New Data):

✅ "Vouchers imported successfully. [X] records added."

After Successful Import (Updated Data):

✅ "Vouchers updated successfully. [X] records modified."

No Data Found:

ℹ️ "No voucher records found matching the criteria."

Error Messages

Import Errors:

❌ "Import failed. [X] errors found. Please check the error log."

File Format Error:

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

Empty File:

❌ "No data found in uploaded file. Please check the file."

Validation Failed:

❌ "Data validation failed. [X] rows have errors. Please review and fix."

Duplicate Entries:

⚠️ "[X] duplicate vouchers detected and skipped."

Permission Denied:

❌ "You don't have permission to import voucher data."

15. Common Use Cases

Monthly Allowance Distribution

Scenario: Distribute monthly allowances to all employees

Process:

1. Download template
2. Fill employee codes, allowance types, and amounts
3. Set Month and Year
4. Import using "Select (Voucher Excel) File" section
5. Verify import success

Result: All employees receive their monthly allowances

Travel Expense Reimbursement

Scenario: Reimburse travel expenses for multiple employees

Process:

1. Collect travel bills and details
2. Prepare Excel with travel allowance data
3. Include reference numbers (bill numbers)
4. Add remarks (destination, purpose)
5. Import new voucher data
6. Process for payment

Result: Travel expenses reimbursed via voucher

Bonus Distribution

Scenario: Distribute festival or performance bonus

Process:

1. Prepare list of eligible employees
2. Calculate bonus amounts
3. Create Excel with bonus voucher data
4. Import for specific month
5. Verify amounts
6. Process in salary or separate payment

Result: Bonuses distributed as vouchers

Correction of Voucher Amounts

Scenario: Correct errors in previously entered vouchers

Process:

1. Export existing voucher data
2. Filter by month/year where errors exist
3. Open exported Excel
4. Correct amounts or details
5. Re-import using "Exported Sheet File" section
6. Verify updates

Result: Voucher errors corrected

Bulk Voucher Update

Scenario: Update voucher status or add remarks for multiple records

Process:

1. Export current vouchers
2. Add/modify remarks column
3. Update status fields
4. Save modified file
5. Re-import to update
6. Verify changes

Result: Bulk updates applied

16. Best Practices

Before Import

1. Verify Master Data

   • Confirm all employee codes are active
   • Check voucher head names in master
   • Verify unit codes
   • Ensure period is not locked

2. Use Template

   • Always download and use the official template
   • Don't create your own format
   • Follow the structure exactly
   • Read template instructions carefully

3. Validate Data

   • Check for duplicate entries
   • Verify amounts are correct
   • Ensure dates are valid
   • Confirm employee-unit assignments

4. Test with Small Batch

   • Import 5-10 records first
   • Verify import success
   • Check data accuracy
   • Then proceed with full import

During Import

1. Choose Correct Section

   • New vouchers → Left section (Voucher Excel File)
   • Updates/modifications → Right section (Exported Sheet File)
   • Don't mix up the two sections

2. Monitor Progress

   • Wait for import to complete
   • Don't refresh page during import
   • Watch for success/error messages
   • Note any error details

3. Review Error Messages

   • Read error messages carefully
   • Note which rows have errors
   • Fix issues systematically
   • Re-import corrected data

After Import

1. Verify Import

   • Search for imported records
   • Check employee list
   • Verify amounts
   • Confirm dates and voucher types

2. Reconcile Counts

   • Match imported count with Excel row count
   • Check for any skipped records
   • Verify no duplicates created
   • Confirm all intended records imported

3. Export and Compare

   • Export data again
   • Compare with original Excel
   • Check for discrepancies
   • Verify all fields correct

4. Document Changes

   • Keep backup of imported files
   • Note date of import
   • Record any issues encountered
   • Maintain audit trail

Template Best Practices

1. Don't modify template structure
2. Fill data in existing columns only
3. Don't add extra columns (they'll be ignored)
4. Use consistent date formats
5. No empty rows in between data
6. Remove sample data before filling yours
7. Save as .xlsx format
8. Check spelling of head names
9. Verify employee codes before import
10. Add remarks for clarity

17. Troubleshooting

Import Not Working

Issue: Import button doesn't respond or errors out

Possible Causes:

• File format incorrect (not .xlsx or .xls)
• File is corrupt or damaged
• File size too large
• Browser/network issue

Solutions:

• Verify file format
• Try re-saving Excel file
• Reduce file size (import in batches)
• Clear browser cache
• Try different browser
• Check internet connection

Data Not Appearing After Import

Issue: Import shows success but data not visible

Possible Causes:

• Wrong filters applied in search
• Data imported for different month/year
• Records went to different unit

Solutions:

• Clear all filters and search again
• Check month/year selection
• Export all data to verify import
• Contact system admin if still not visible

Some Records Skipped

Issue: Not all records imported, some skipped

Possible Causes:

• Duplicate records
• Validation errors in some rows
• Employee codes don't exist
• Voucher head names incorrect

Solutions:

• Check import message for details
• Review error log (if available)
• Verify skipped records in Excel
• Fix issues and re-import those records

Amount Shows Incorrectly

Issue: Imported amounts don't match Excel

Possible Causes:

• Excel cell formatted as text
• Decimal separator issues
• Currency symbols included
• Formula instead of value

Solutions:

• Format Excel cells as Number
• Remove currency symbols
• Use period (.) for decimals
• Convert formulas to values before import

"Period Locked" Error

Issue: Cannot import for selected month/year

Possible Causes:

• Salary period is locked
• Month is closed for entries
• Admin restrictions

Solutions:

• Contact admin to unlock period
• Import for current open period
• Request special permission

18. Integration with Salary Processing

How Vouchers Affect Salary

1. Voucher Processing in Salary

   • Vouchers can be included in monthly salary
   • Appears as separate line item
   • Added to gross salary or net pay
   • Can be taxable or non-taxable based on voucher type

2. Voucher vs Salary Timing

   • Vouchers can be processed separately or with salary
   • May have different payment dates
   • Can be urgent (ad-hoc) or regular (monthly)

3. Reporting

   • Vouchers appear in salary slips
   • Included in salary registers
   • Part of Form 16 (if taxable)
   • Separate voucher reports available

4. Payment Methods

   • Same as salary (bank transfer typically)
   • Can be separate payment run
   • May support cash/cheque for some voucher types

19. Security and Permissions

Access Control

Who Can Use This Page:

• Payroll administrators
• HR managers
• Finance team members
• Users with voucher import/export permissions

Permission Levels:

• View: Can see voucher data
• Export: Can download voucher data
• Import: Can upload new vouchers
• Modify: Can update existing vouchers
• Delete: Can remove voucher records (limited)

Data Security

Sensitive Information:

• Employee personal details
• Payment amounts
• Bank information (if included)
• Salary-related data

Best Practices:

• Limit access to authorized personnel only
• Don't share exported files via unsecured channels
• Delete downloaded files after use
• Use password-protected Excel files for sensitive data
• Follow organization's data security policy

20. Important Notes

General Considerations

• Backup Before Import: Always keep backup of current data before importing updates
• Test Environment: Test imports in staging environment if available
• Peak Hours: Avoid large imports during peak system usage
• File Size: For very large datasets, consider importing in batches
• Excel Version: Use Microsoft Excel 2010 or later for best compatibility

Voucher Types

• Voucher head names must exactly match master data
• Case-sensitive matching
• No extra spaces or special characters
• Contact admin to add new voucher types if needed

Time Periods

• Cannot import for future months (typically)
• Cannot import for locked periods
• Some vouchers may be month-specific
• Year-end may have restrictions

Amount Limits

• Check if voucher types have maximum limits
• Some vouchers may be tax-exempt up to certain limits
• Verify company policies on voucher amounts
• Large amounts may require approval

Approvals

• Some voucher types may require manager approval
• Imported vouchers may go to pending status
• Check approval workflow after import
• Ensure approvers are notified

End of Documentation