Voucher Approval Billing
Navigation Path
Voucher → Voucher Billing
Voucher Approval – Billing Page
URL
/voucher/voucher-ok-by-billing
Page Description
- Displays vouchers forwarded from Branch
- Billing users can forward, stop, or reject vouchers
- Handles voucher approval workflow at the billing stage
1. Voucher Search Section
Search Fields
| Field | Description |
|---|---|
| Employee | Search and select employee(s) (supports multiple selection) |
| Client | Filter by client (supports multiple selection) |
| Unit | Filter by unit (supports multiple selection) |
| Month | Select voucher month |
| Year | Select voucher year |
| Type | Select voucher type (e.g., Travelling Allowance, Bonus Allowance) |
Search Actions
| Button | Action |
|---|---|
| Search | Fetches voucher records based on filters |
| Reset | Clears all search filters |
2. Billing Voucher Records Table
Table Columns
| Column | Description |
|---|---|
| Select | Checkbox for bulk selection |
| S No | Serial number |
| Employee Code | Unique employee identifier |
| Employee Name | Name of the employee |
| Head Name | Voucher head/type name |
| Unit | Associated unit name |
| Month | Voucher month |
| Year | Voucher year |
| Status | Current status (Billing) |
| Actions | View/Edit action icons |
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. Available Actions
Action Buttons (Bottom of Page)
| Button | Color | Action |
|---|---|---|
| Forward to Accounts | Purple/Blue | Moves selected vouchers to Accounts department |
| Stop Voucher (Selected) | Orange/Warning | Stops processing of selected vouchers |
| Reject (Selected) | Red | Rejects selected vouchers back to previous stage |
| Reset Selection | Gray | Clears all selected vouchers |
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. Status Transition
| Action | From Status | To Status |
|---|---|---|
| Forward to Accounts | Billing | Accounts |
| Stop Voucher | Billing | Stopped |
| Reject | Billing | Branch (returned) |
5. Workflow Details
Forward to Accounts
- Purpose: Approve and send vouchers to Accounts department
- Effect: Status changes from "Billing" to "Accounts"
- Next Step: Accounts team will review and verify
Stop Voucher
- Purpose: Halt voucher processing temporarily or permanently
- Effect: Status changes to "Stopped"
- Next Step: Voucher requires manual intervention to resume
Reject
- Purpose: Send vouchers back to Branch for corrections
- Effect: Status reverts to previous stage
- Next Step: Branch team must review and resubmit
6. Rules & Restrictions
- Only Branch-forwarded vouchers are displayed on this page
- Selection required before any bulk action can be performed
- Locked vouchers are excluded from the list
- Stopped or rejected vouchers cannot be modified (read-only)
- Users must have Billing role permissions to access this page
- Cannot forward vouchers with validation errors
7. Validation Rules
| Field | Validation |
|---|---|
| Selection | At least one voucher must be selected for bulk actions |
| Status | Only vouchers with "Billing" status can be actioned |
| Month/Year | Valid month and year must be selected for search |
| Voucher Integrity | Voucher data must be complete and valid |
8. Success/Error Messages
| Scenario | Message Type | Sample Message |
|---|---|---|
| No records found | Info | "No vouchers found in Billing status" |
| Vouchers forwarded | Success | "Selected vouchers successfully forwarded to Accounts" |
| Vouchers stopped | Success | "Selected vouchers have been stopped" |
| Vouchers rejected | Success | "Selected vouchers have been rejected to Branch" |
| No selection | Warning | "Please select at least one voucher" |
| Action failed | Error | "Failed to process vouchers. Please try again" |
9. Best Practices
For Billing Users
-
Verify Before Forwarding
- Review voucher details carefully
- Check employee information and amounts
- Ensure all vouchers in selection are correct
-
Use Filters Effectively
- Filter by specific employees or units
- Use month/year filters to manage workload
- Use type filter to process similar vouchers together
-
Bulk Operations
- Group similar vouchers for batch processing
- Avoid mixing different voucher types in same action
- Review selection count before confirming
-
Status Tracking
- Monitor vouchers that have been forwarded
- Keep track of stopped vouchers
- Follow up on rejected vouchers
-
Communication
- Coordinate with Branch team on rejected vouchers
- Inform Accounts team about forwarded batches
- Document reasons for stopping vouchers
10. Common Voucher Types
Common voucher head names processed in Billing:
- Travelling Allowance
- Bonus Allowance
- Medical Allowance
- Conveyance Allowance
- Special Allowance
- Food Allowance
- Shift Allowance
- Overtime Allowance
11. Troubleshooting
No Vouchers Displayed
- Cause: No vouchers in Billing status
- Solution: Check if Branch has forwarded any vouchers
Cannot Forward Voucher
- Cause: Voucher has validation errors
- Solution: Contact Branch to fix voucher data
Selection Not Working
- Cause: Vouchers already processed or locked
- Solution: Refresh page and check voucher status
End of Documentation