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

Search Actions

2. Billing 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. Available Actions

Action Buttons (Bottom of Page)

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

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

8. Success/Error Messages

9. Best Practices

For Billing Users

1. Verify Before Forwarding

   • Review voucher details carefully
   • Check employee information and amounts
   • Ensure all vouchers in selection are correct

2. Use Filters Effectively

   • Filter by specific employees or units
   • Use month/year filters to manage workload
   • Use type filter to process similar vouchers together

3. Bulk Operations

   • Group similar vouchers for batch processing
   • Avoid mixing different voucher types in same action
   • Review selection count before confirming

4. Status Tracking

   • Monitor vouchers that have been forwarded
   • Keep track of stopped vouchers
   • Follow up on rejected vouchers

5. 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

Field Definitions, Usage, and Calculation Logic

1. Technical Field Definitions

2. Workflow Integration Logic

A. Data Sequence Filter

The Voucher Billing page uses a strict sequential filter on the Salary collection (SalaryAutoProcess):

1. isVoucher: true
2. voucherVerified: true (Processed)
3. voucherBranchVerified: true (Authorized by Branch)

If a record fails any of these conditions (e.g., if it was rejected back to the branch), it will automatically disappear from the billing queue.

B. Forwarding to Accounts

• Action: Updating voucherBillingVerified: true.
• System Impact: This completes the second external verification stage. The record is now eligible for the Voucher Accounts module to perform final bank mandate generation.

3. Business Rules & Logic

A. Read-Only Calculation Protection

At the billing stage, all financial figures (Gross, PF, ESI, Net Pay) are Read-Only.

• Reasoning: To maintain financial integrity, billing users cannot alter calculations made during the processing stage.
• Correction Path: If the billing department finds a discrepancy, they must use the Reject action to send the voucher back to the Branch stage for review.

B. Rejection Impact

• Logic: Clicking "Reject" sets voucherBranchVerified to false.
• Flow: The voucher immediately reverts to the Voucher Branch module for re-verification.

C. Stop Voucher Impact

• Logic: Setting stopVoucher: true excludes the record from the Billing forward list.
• State: The record remains in the database for audit purposes but cannot proceed to the Accounts/Payment stage.

End of Documentation