Voucher OK by Accounts

Navigation Path

Voucher → Voucher Accounts

Voucher OK by Accounts Page

URL

/voucher/voucher-ok-by-accounts

Page Description

• This page is used by the Accounts team to verify and finalize vouchers
• Displays voucher records approved by Billing
• Allows Account Verification, Rejection, and Voucher Locking
• Enables bank and debit transaction export after voucher closure
• Final checkpoint in the voucher approval workflow

1. Voucher Search Section

Search Fields

Search Actions

2. Voucher Records Table

Table Columns

Table Features

• Bulk Selection: Select all checkbox in header
• Individual Selection: Checkbox for each voucher record
• Column Filters: Filter capability for each column
• Sorting: Sort by any column
• Pagination: Navigate through multiple pages

3. Voucher Verification Actions

Action Buttons

Action Requirements

• At least one voucher must be selected before performing any action
• Confirmation prompt displayed before executing actions
• Success/error messages shown after action completion

4. Export Branch and Bank Data Section

Section Description

• Available only after voucher verification
• All actions in this section are enabled only after closing the voucher process
• Used for financial reconciliation and payment processing

Close Process

Rules

• Once closed, voucher data becomes read-only
• No further edits or approvals allowed
• Export actions become enabled only after closure
• Irreversible action - requires careful verification before execution

Export & Communication Actions

Important Rules

• Bank Copy, Debit Transaction, and Send Mail are enabled only after clicking Close Process
• Send Mail action is allowed only once per voucher cycle
• After mail is sent, the option becomes disabled
• All exported data reflects final locked voucher values
• Export actions cannot be undone

5. Status Transition Flow

Workflow Diagram

Billing → Accounts → Account Verified → Locked
                ↓
            Rejected

6. Detailed Action Descriptions

Account Verified

• Purpose: Confirm that voucher amounts and details are accurate
• Effect: Status changes to "Account Verified"
• Next Step: Ready for Close Process
• Validation: System checks for complete voucher data

Reject

• Purpose: Return vouchers to Billing for corrections
• Effect: Status reverts to Billing
• Reason: Incorrect amounts, missing information, or policy violations
• Next Step: Billing team must review and resubmit

Close Process

• Purpose: Finalize and lock vouchers permanently
• Effect: All vouchers become read-only and locked
• Enables: Bank Copy, Debit Transaction, Send Mail
• Caution: Cannot be reversed

7. Rules & Restrictions

Access Rules

• Only Billing-approved vouchers appear on this page
• User must have Accounts role permissions to access
• At least one record must be selected for verification or rejection

Data Rules

• Locked vouchers cannot be modified
• Rejected vouchers exit the approval flow and return to Billing
• Account Verified vouchers can only be locked via Close Process
• Export actions are unavailable before voucher closure

Business Rules

• All vouchers for a month/year must be verified before closing
• Close Process affects all verified vouchers in the selected period
• Once closed, only exports are allowed (no modifications)

8. Validation Rules

9. Success/Error Messages

10. Export Data Format

Bank Copy Format

Employee Code | Employee Name | Account Number | Bank Name | Amount | Voucher Type

Debit Transaction Format

Date | Voucher ID | Employee Code | Description | Debit Amount | Credit Amount | Balance

Email Content

• Subject: Voucher Details for [Month] [Year]
• Recipients: Configured email addresses
• Attachments: PDF summary of all vouchers
• Content: Summary statistics and voucher list

11. Best Practices

For Accounts Users

1. Thorough Verification

   • Review each voucher amount carefully
   • Cross-check with supporting documents
   • Verify employee eligibility for voucher types
   • Ensure calculations are correct

2. Use Filters Effectively

   • Filter by employee to verify individual records
   • Use unit filter for department-wise verification
   • Process vouchers by type for consistency

3. Before Rejecting

   • Document rejection reason clearly
   • Communicate with Billing team
   • Ensure voucher can be corrected and resubmitted

4. Before Closing Process

   • Verify all vouchers are reviewed
   • Confirm total amounts match budget
   • Ensure no pending verifications
   • Backup data before closing (if required)
   • Double-check month and year selection

5. After Closing

   • Generate Bank Copy immediately
   • Export Debit Transaction for records
   • Send email notification once
   • Archive exported data

6. Data Security

   • Do not share exported bank data
   • Verify recipient email addresses before sending
   • Store transaction copies securely

12. Common Voucher Types

Voucher types processed in Accounts:

• Travelling Allowance
• Bonus Allowance
• Medical Allowance
• Conveyance Allowance
• Special Allowance
• Food Allowance
• Shift Allowance
• Overtime Allowance
• Communication Allowance
• Education Allowance

13. Troubleshooting

No Vouchers Displayed

• Cause: No vouchers in Accounts status
• Solution: Check if Billing has forwarded any vouchers

Cannot Verify Voucher

• Cause: Voucher has validation errors or missing data
• Solution: Contact Billing to fix voucher data

Close Process Button Disabled

• Cause: Not all vouchers are verified or user lacks permission
• Solution: Verify all vouchers and check user role

Export Buttons Disabled

• Cause: Process not closed yet
• Solution: Click "Close Process" first

Cannot Send Email

• Cause: Email already sent once or email not configured
• Solution: Contact system admin to configure email or check if already sent

Bank Copy Not Copying

• Cause: Browser clipboard permissions
• Solution: Allow clipboard access in browser settings

14. Notes

• This page acts as the final checkpoint in the voucher workflow
• Voucher processing is considered complete only after Close Process
• All financial transactions depend on accurate verification at this stage
• Accounts team is responsible for final approval and disbursement authorization
• Once locked, vouchers can only be modified through administrative intervention
• System maintains audit trail of all actions performed on this page

End of Documentation