Navigation Path

Voucher → Voucher Branch

Voucher Approval Branch

URL

/voucher/voucher-ok-by-branch

Page Description

• Displays voucher records that are processed
• Branch users can review, forward, stop, or reject vouchers
• Supports multi-selection actions
• Handles various voucher types

1. Voucher Search Section

Search Fields

2. Voucher Type Options

3. Voucher Records Table

Table Columns

4. Available Actions

Action Buttons (Bottom of Page)

5. Status Transition

6. Workflow Process

Step-by-Step Approval Flow

1. Search & Filter

   • Apply search filters to find relevant vouchers
   • Click "Search" to display records

2. Review Vouchers

   • Review voucher details in the table
   • Verify employee, voucher type, and amounts

3. Select Vouchers

   • Use checkboxes to select vouchers for action
   • Select individual or multiple vouchers

4. Take Action

   • Forward to Billing: Approve and send to billing department
   • Stop Voucher: Temporarily halt voucher processing
   • Reject: Decline the voucher (returns to previous status)

5. Confirmation

   • System confirms action completion
   • Vouchers move to respective status

7. Rules & Restrictions

• Only processed vouchers are shown in branch approval
• At least one voucher must be selected for bulk actions
• Locked vouchers cannot be modified
• Rejected vouchers cannot be reprocessed without reverting
• Stopped vouchers require reactivation before further processing

8. User Permissions

9. Best Practices

1. Verification

   • Always verify employee details before approval
   • Check voucher type matches the intended payment

2. Batch Processing

   • Group similar voucher types for efficient processing
   • Use filters to isolate specific categories

3. Documentation

   • Review supporting documents before forwarding
   • Ensure all required approvals are in place

4. Status Tracking

   • Monitor voucher status after actions
   • Follow up on stopped or rejected vouchers

10. Common Scenarios

Scenario 1: Approve Multiple Vouchers

1. Filter by employee/client/unit
2. Select all valid vouchers
3. Click "Forward to Billing"
4. Vouchers move to Billing status

Scenario 2: Stop Specific Vouchers

1. Search for vouchers by criteria
2. Select vouchers to stop
3. Click "Stop Voucher (Selected)"
4. Vouchers marked as stopped

Scenario 3: Reject Invalid Vouchers

1. Identify incorrect vouchers
2. Select vouchers to reject
3. Click "Reject (Selected)"
4. Vouchers returned with rejected status

Field Definitions, Usage, and Calculation Logic

1. Technical Field Definitions

2. Data Source & Integration Logic

A. The Salary Collection Link

Unlike the entry stage, the Voucher Branch module does not pull data from the VoucherMaster collection. Instead, it interacts directly with the Salary Collection (SalaryAutoProcess).

• Logic: It queries all salary records for the selected month/year that have the high-level process flag and the specific isVoucher: true marker.
• Workflow Requirement: A voucher will only appear here after it has been processed in the Voucher Process module.

B. Approval Workflow (Forwarding)

When a user clicks "Forward to Billing":

1. The system updates the voucherBranchVerified field to true on the salary record.
2. The record is then automatically indexed by the Voucher Billing module.

3. Business Rules & Calculation Logic

A. Integrity of Calculated Heads

Since the voucher has already been converted to a salary record, the PF and ESI amounts are fixed at the values calculated during the Process stage.

• Restriction: Branch users cannot modify the statutory heads directly. If a correction is needed, the voucher must be Rejected to the previous stage or deleted and re-entered.

B. Rejection Logic

• Action: When a voucher is "Rejected," the approval flags are reset.
• Impact: The record remains in the Salary collection but loses its "Branch Verified" status, requiring the process team to review or re-calculate.

C. Stop Voucher Logic

• Effect: Setting stopVoucher: true acts as a kill-switch. Even if previously processed, the voucher will be hidden from all downstream verification (Billing/Accounts) and excluded from final payment bank files.

End of Documentation