Pay Voucher

Navigation

Voucher → Pay Voucher

URL

/voucher/pay-voucher

Description

The Pay Voucher Module manages employee reimbursement vouchers from creation to final account verification.
It follows a structured approval workflow involving Pay Voucher → Process → Branch → Billing → Accounts.

Purpose

Create reimbursement vouchers for employees
Assign reimbursement heads
Manage voucher records (Edit / Delete)

Voucher Entry Form

Field	Description
Employee Code	Select employee
Employee Name	Auto-filled
Unit	Select or create unit
Designation	Auto-filled
Month	Voucher month
Year	Voucher year

Reimbursement Head Section

If no reimbursement head is mapped:

No Reimbursement Head Found

Table Columns

Column	Description
S.No	Serial number
Head Name	Reimbursement head
Pay Amount	Amount payable
PF Gross	PF applicable amount
PF	PF deduction
EPF	EPF deduction
ESI Gross	ESI applicable amount
ESI	ESI deduction
ESI EMR	Employer ESI
Other Deduction	Additional deduction

Actions

Button	Function
Save	Save voucher
Reset	Clear form

Voucher Records for Employee

Displayed after saving or selecting employee.

Table Columns

Column	Description
S.No	Serial number
Month	Voucher month
Year	Voucher year
Employee Code	Employee code
Employee Name	Employee name
Head Name	Reimbursement head
Net Amount	Net payable
Actions	Edit / Delete

API Endpoints

The Pay Voucher Master module interacts with the following API endpoints:

Base URL

export const PAYVOUCHER_URL = '/api/voucherMaster'

Endpoints

Endpoint	Method	Description	Parameters/Body
`${PAYVOUCHER_URL}`	POST	Create a new voucher	Body: `data`
`${PAYVOUCHER_URL}`	GET	Get all vouchers with pagination	Query: `page`, `limit`
`${PAYVOUCHER_URL}/:voucherId`	GET	Get voucher by ID	Path: `voucherId`
`${PAYVOUCHER_URL}/:voucherId`	PATCH	Update an existing voucher	Path: `voucherId`, Body: `body`
`${PAYVOUCHER_URL}/delete/:voucherId`	PATCH	Delete a voucher (soft delete)	Path: `voucherId`
`${PAYVOUCHER_URL}/import`	POST	Import vouchers from Excel	Body: `data` (file)
`${PAYVOUCHER_URL}/export`	POST	Export vouchers to Excel	Body: `data` (export criteria), Returns: Excel file (blob)
`${PAYVOUCHER_URL}/search`	POST	Search vouchers with filters	Body: `data` (search criteria)
`${PAYVOUCHER_URL}/process`	POST	Process vouchers	Body: `data` (process criteria)
`${PAYVOUCHER_URL}/bulk-delete`	POST	Bulk delete vouchers	Body: `data` (array of voucher IDs)
`${PAYVOUCHER_URL}/import/from-exported-sheet`	POST	Import vouchers from exported sheet	Body: `data` (file)

RTK Query Hooks

The following hooks are available for frontend integration:

useCreateVoucherMutation
useGetAllVouchersQuery
useGetVoucherByIdQuery
useUpdateVoucherMutation
useDeleteVoucherMutation
useImportVouchersFromExcelMutation
useExportVouchersToExcelMutation
useSearchVouchersMutation
useProcessVouchersMutation
useBulkVoucherDeleteMutation
useImportVouchersFromExportedSheetMutation

Field Definitions, Usage, and Calculation Logic

The Pay Voucher module manages non-salary reimbursements and specialized payments. It features a technical calculation engine that integrates statutory deductions (PF/ESI) directly into the voucher lifecycle.

1. Field Definitions

Field Name	Technical Name	Category	Description
Pay Amount	`payAmount`	Financial	The gross reimbursement amount entered by the user.
PF Detail	`pf` / `pfGross`	Statutory	Employee PF contribution and the portion of pay attracting PF.
ESI Detail	`esi` / `esiGross`	Statutory	Employee ESI contribution and the portion of pay attracting ESI.
Total Ded.	`totalDeductions`	Financial	Sum of PF, ESI, and other manual deductions.
Net Pay	`netPay`	Financial	Final payable amount after all deductions are applied.
Verified	`voucherVerified`	Workflow	Initial processing/verification flag.
Branch OK	`voucherBranchVerified`	Workflow	Branch-level approval status.
Accounts OK	`voucherAccountsVerified`	Workflow	Final finance clearance status.

2. Field Usage & Business Rules

A. Voucher Creation Scope

The Pay Voucher page is dedicated to the initial creation and entry of reimbursement data.
Workflow Note: Once a voucher is saved, it must be verified and approved through the following dedicated modules in sequence:
- Voucher Process: Initial verification.
- Voucher Branch: Branch-level approval.
- Voucher Billing: Billing/Cost center check.
- Voucher Accounts: Final financial clearance.

B. Employee Status Restriction

The system includes a Pre-Save Guard that prevents voucher creation for employees marked with a "Left" status (leftStatus: 'Y'). This prevents accidental payments to exited staff.

C. Auto-Recalculation

The recalculateHead flag is set to true by default. This ensures that any change to the payAmount automatically triggers a refresh of the statutory (PF/ESI) calculations using the latest unit configuration during the entry stage.

3. Calculation Logic

A. The "Mock Attendance" System

To satisfy the requirements of the core statutory engine, the system generates a Mock Attendance record for every voucher:

Virtual Cycle: Fixed as a 30-day period.
Purpose: Allows the PF/ESI utilities to calculate contribution percentages based on the employee's master settings even outside the regular monthly salary process.

B. Financial Formulas

Deduction Total: totalDeductions = round(pf + esi + otherDeductions).
Net Calculation: netPay = round(payAmount - totalDeductions).
Rounding: All financial results are passed through the roundAmount utility to ensure zero decimal discrepancies for bank transfers.

C. Voucher-Specific Statutory Rules

The system uses calculatePFForVoucher and calculateESIForVoucher.
Unlike regular salary heads, these utilities typically calculate contributions on the Full Gross of the voucher without applying the standard monthly capping limits (unless specifically configured in the unit master).

End of Documentation

Special Loan Voucher Process