Revert Voucher Process

Navigation Path

Voucher → Revert Voucher

URL

/voucher/revert-voucher

1. Revert Voucher Process Page

Page Description

Allows authorized users to revert already processed voucher records
Used when voucher processing needs correction after approval
Supports reverting vouchers by Month, Year, Employee, Client, and Unit
Revert action requires a mandatory reason
Essential for correcting errors in voucher workflow

2. Search & Filter Section

Search Fields

Field Name	Type	Description
Month	Dropdown	Select voucher month
Year	Dropdown	Select voucher year
Employee	Multi-select Search	Filter by employee(s)
Client	Multi-select Search	Filter by client(s)
Unit	Multi-select Search	Filter by unit(s)

Search Field Details

Month Field

Default: Current month (e.g., DECEMBER)
Options: All 12 months
Required: Yes

Year Field

Default: Current year (e.g., 2025)
Options: Available years in system
Required: Yes

Employee Field

Type: Multi-select dropdown with search
Features:
- Search employees by name or code
- Select multiple employees
- Clear all selections
- Upload icon for bulk selection
Display Format: [Employee Code] | [Employee Name]
Example: PFSBBAN691 | GOWRAMMA

Client Field

Type: Multi-select dropdown with search
Features:
- Search clients by company name
- Select multiple clients
- Clear all selections
- Upload icon for bulk selection
Display: Shows "| NULL" if no client assigned
Default: All clients

Unit Field

Type: Multi-select dropdown with search
Features:
- Search units by name or code
- Select multiple units
- Clear all selections
- Upload icon for bulk selection
Display Format: [Unit Code] | [Unit Name]
Example: UNT00007683 | TATA TELE SERVICES, NOIDA

Actions

Action	Color	Description
Search	Red	Loads voucher records matching selected filters
Reset	Gray	Clears all filters and resets the page

3. Voucher Records List Table

Table Description

Displays processed voucher records eligible for revert
Allows selecting one or multiple records for revert
Shows current approval status at each workflow stage

Table Columns

Column Name	Description
S.No	Serial number with checkbox for selection
Employee Code	Unique employee identifier
Employee Name	Employee full name
Head Name	Voucher type/head (e.g., Travelling Allowance, Bonus Allowance)
Month	Voucher month
Year	Voucher year
Amount	Voucher amount
Unit	Assigned unit name
Branch Verified	Branch approval status (Yes/No)
Billing Verified	Billing approval status (Yes/No)
Account Verified	Accounts approval status (Yes/No)
Status	Current voucher status
Actions	Revert action trigger (icon)

Table Features

Bulk Selection: Checkbox in header to select all visible records
Individual Selection: Checkbox for each voucher record
Column Sorting: Click column headers to sort
Status Indicators: Visual indicators for verification status
Pagination: Navigate through multiple pages of records
Row Highlighting: Selected rows are highlighted

4. Revert Voucher Action

Triggered From

Selecting one or more voucher records
Clicking Revert Selected button (appears at bottom when records are selected)

Pre-conditions

At least one voucher record must be selected
User must have appropriate permissions
Vouchers must be in processed state

5. Revert Confirmation Modal

Modal Title

Revert Voucher Process

Modal Fields

Field Name	Type	Mandatory	Description
Reason for Revert	Text Area	Yes	Enter detailed reason for reverting voucher

Modal Actions

Action	Color	Behavior
Revert	Red	Confirms and reverts selected voucher records
Cancel	Gray	Closes modal without any action

Reason Field Details

Minimum Characters: 10 characters
Maximum Characters: 500 characters
Purpose: Audit trail and documentation
Validation: Cannot be empty or whitespace only
Examples:
- "Incorrect amount entered for travelling allowance"
- "Employee transferred, voucher needs recalculation"
- "Duplicate voucher entry, reverting to correct"

6. Revert Behavior

What Happens During Revert

Voucher process flags are rolled back for selected records
Reverted vouchers return to previous voucher workflow stage
Status changes from current state to Unprocessed or Previous Stage
All approval flags (Branch, Billing, Accounts) are cleared
Revert action is auditable using the provided reason
Vouchers must be reprocessed and reapproved after revert
System records revert timestamp and user details

Status Rollback Examples

Current Status	After Revert
Processed	Unprocessed
Billing	Branch
Accounts	Billing
Account Verified	Accounts
Locked	Cannot Revert (requires admin intervention)

7. Validation Rules

Selection Validation

At least one voucher record must be selected
Cannot select locked vouchers
Cannot select already reverted vouchers

Reason Validation

Reason for revert is mandatory
Minimum 10 characters required
Cannot contain only special characters
Must be meaningful and descriptive

Access Validation

Revert is allowed only for processed voucher records
Unauthorized users cannot access this page
Users can only revert vouchers within their permission scope

Business Rules

Cannot revert vouchers that have been paid
Cannot revert locked vouchers without admin approval
Revert action is logged for audit purposes

8. User Flow Summary

Step-by-Step Process

Navigate to Page
- Go to Voucher → Revert Voucher
Select Time Period
- Select Month (e.g., DECEMBER)
- Select Year (e.g., 2025)
Apply Filters (Optional)
- Filter by Employee
- Filter by Client
- Filter by Unit
Search Records
- Click Search button
- Review displayed voucher records
Select Vouchers
- Select individual vouchers using checkboxes
- Or select all using header checkbox
Initiate Revert
- Click Revert Selected button
Provide Reason
- Modal appears
- Enter detailed reason for reverting
- Minimum 10 characters
Confirm Action
- Review selected vouchers
- Click Revert to confirm
- Or click Cancel to abort
Verify Result
- Success message appears
- Vouchers status updated
- Records removed from current workflow stage

9. Success/Error Messages

Scenario	Message Type	Sample Message
No vouchers found	Info	"No voucher records found matching the criteria"
Revert successful	Success	"Selected vouchers successfully reverted"
No selection	Warning	"Please select at least one voucher to revert"
No reason provided	Error	"Reason for revert is mandatory"
Reason too short	Error	"Reason must be at least 10 characters"
Cannot revert locked	Error	"Cannot revert locked vouchers. Contact administrator"
Permission denied	Error	"You do not have permission to revert vouchers"
System error	Error	"Failed to revert vouchers. Please try again"

10. Best Practices

For Administrators

Use Revert Sparingly
- Revert should be used only when necessary
- Avoid frequent reverts as they impact workflow
- Document all revert actions properly
Provide Clear Reasons
- Always provide detailed reasons
- Include what went wrong
- Mention expected correction
- Help future audits
Communicate with Teams
- Inform relevant departments about reverts
- Explain why vouchers were reverted
- Coordinate reprocessing timeline
Verify Before Reverting
- Double-check selected vouchers
- Ensure revert is the correct solution
- Consider alternatives if possible
Monitor After Revert
- Track reprocessing of reverted vouchers
- Ensure corrections are made
- Verify vouchers complete workflow again
Audit Trail
- Review revert history periodically
- Identify patterns in reverts
- Implement process improvements

11. Common Revert Scenarios

Valid Reasons for Revert

Data Entry Errors
- Incorrect voucher amount
- Wrong voucher type selected
- Employee information mismatch
Duplicate Entries
- Same voucher entered twice
- Overlapping voucher periods
Policy Changes
- Allowance rates changed
- Eligibility criteria updated
- Calculation formula modified
Employee Changes
- Employee transferred mid-month
- Employment status changed
- Reporting structure modified
System Issues
- Calculation errors
- Integration failures
- Data synchronization issues

12. Post-Revert Actions

What to Do After Reverting

Notify Stakeholders
- Inform employees about reverted vouchers
- Update branch/billing/accounts teams
- Communicate timeline for reprocessing
Correct the Issue
- Fix the data that caused revert
- Update amounts or details
- Verify corrections before reprocessing
Reprocess Vouchers
- Go back to Voucher Process page
- Process the corrected vouchers
- Follow normal approval workflow
Verify Completion
- Ensure vouchers reach final status
- Confirm all approvals obtained
- Check payment processing

13. Troubleshooting

Cannot See Any Vouchers

Cause: No processed vouchers for selected filters
Solution: Change month/year or remove filters

Revert Button Not Visible

Cause: No vouchers selected
Solution: Select at least one voucher using checkbox

Cannot Revert Specific Voucher

Cause: Voucher is locked or already paid
Solution: Contact system administrator

Modal Not Appearing

Cause: Browser popup blocker or JavaScript error
Solution: Check browser console, allow popups

Revert Action Failed

Cause: Network issue or concurrent modification
Solution: Refresh page and try again

14. Notes

Important Considerations

Revert action should be used carefully as it impacts payroll and payment data
Once reverted, vouchers must go through the full approval cycle again
All approval flags are cleared during revert
Revert history is maintained for audit compliance
System administrators can view complete revert logs
Reverted vouchers do not affect already completed payments
Only authorized users with proper permissions can perform reverts

Security & Compliance

All revert actions are logged with user ID, timestamp, and reason
Audit reports include revert history
Unauthorized revert attempts are blocked and logged
Revert reasons cannot be modified after submission

End of Documentation

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