Voucher Process

Navigation Path

Voucher → Voucher Process

Voucher Process Page

URL

/voucher/voucher-process

Page Description

Displays voucher records for employees
Separates voucher records into multiple workflow statuses
Enables voucher processing, deletion, and workflow status tracking
Supports bulk operations on selected vouchers

1. Voucher Search Section

Search Fields

Field Name	Type	Description
Employee	Search / Select	Filter by employee (supports multiple selection)
Client	Search / Select	Filter by client (supports multiple selection)
Unit	Select / Create	Filter by unit (supports multiple selection)
Month	Dropdown	Select voucher month
Year	Dropdown	Select voucher year
Type	Dropdown	Select voucher type (e.g., Travelling Allowance, Bonus Allowance)

2. Voucher Status Workflow Tabs

Status Tabs

The voucher process page displays different status tabs with counts:

Tab Number	Status	Description
1	Unprocessed	Vouchers not yet processed (count: 2)
2	Processed	Vouchers that have been processed (count: 0)
3	Stopped	Vouchers that have been stopped (count: 0)
4	Branch	Vouchers sent to branch (count: 0)
5	Billing	Vouchers sent for billing (count: 0)
6	Account	Vouchers sent to accounts (count: 0)
7	Account Verified	Vouchers verified by accounts (count: 0)
8	Locked	Vouchers finalized and locked (count: 0)

3. Voucher Records Table

Table Columns

Column Name	Description
S.No	Serial number with checkbox for selection
Employee Code	Unique employee identifier
Employee Name	Name of the employee
Head Name	Voucher head/type (e.g., Travelling Allowance, Bonus Allowance)
Actions	Action icons (Delete, Settings)

Table Features

Bulk Selection: Checkbox in header to select all records
Individual Selection: Checkbox for each record
Search by Code: Filter functionality for Employee Code column
Column Filters: Filter icons available for each column
Pagination: Navigate through multiple pages of records

4. Action Buttons

Primary Actions

Action	Button Color	Behavior
View	Purple	Fetches and displays voucher records based on filters
Reset	Gray	Clears all search filters and selections
Process Selected	Gray	Processes selected voucher records
Delete Voucher	Red	Deletes selected voucher records

Individual Row Actions

Icon	Color	Action
Delete	Orange/Red	Delete individual voucher record
Settings	Orange	Edit/Configure voucher settings

5. Export Functionality

Export Button: Located at top-right corner
Function: Export voucher records to file format
Icon: Download/Upload icon

6. Workflow Process

Step-by-Step Voucher Processing

Create/View Vouchers
- Use search filters to find specific vouchers
- Click "View" to display matching records
Unprocessed Status
- New vouchers appear in "Unprocessed" tab
- Select vouchers using checkboxes
Process Vouchers
- Click "Process Selected" button
- Vouchers move from "Unprocessed" to "Processed" status
Status Progression
- Processed → Stopped (optional)
- Processed → Branch → Billing → Account → Account Verified → Locked
Delete Vouchers
- Select voucher(s) using checkboxes
- Click "Delete Voucher" button to remove records

7. User Interface Elements

Top Bar

User profile icon with "Admin" and "superAdmin" labels
Theme toggle (Dark/Light mode)
Search icon
Notifications bell icon

Search Section

Collapsible search panel
Multiple filter fields with clear/reset options
View and Reset buttons for search operations

Table Section

Responsive data table
Horizontal and vertical scrolling
Status-based tab navigation
Bulk action controls

8. Validation Rules

Field	Validation
Employee	At least one employee must be selected
Month	Valid month must be selected
Year	Valid year must be selected
Selection for Process	At least one voucher must be selected
Selection for Delete	At least one voucher must be selected

9. Success/Error Messages

Scenario	Message Type	Message
No records found	Error	"No records found matching the criteria." (shown in red banner)
Vouchers processed	Success	Vouchers successfully processed
Vouchers deleted	Success	Vouchers successfully deleted
No selection	Warning	Please select at least one voucher

10. Example Voucher Types

Common voucher head names include:

Travelling Allowance
Bonus Allowance
Medical Allowance
Conveyance Allowance
Special Allowance
Other custom allowance types

11. Best Practices

Filter Before Processing
- Always use filters to narrow down vouchers
- Verify the correct month and year before processing
Bulk Operations
- Use "Select All" checkbox for bulk processing
- Review selected items before confirming actions
Status Tracking
- Monitor voucher counts in each status tab
- Ensure vouchers progress through proper workflow stages
Data Verification
- Verify employee and voucher details before processing
- Use "View" to preview before taking actions

Field Definitions, Usage, and Calculation Logic

1. Technical Field Definitions

Field Name	Technical Key	Data Type	Description
Voucher ID	`voucherId`	ObjectId	Reference to the original record in the `VoucherMaster` collection.
Is Voucher Flag	`isVoucher`	Boolean	Critical Identifier: Set to `true` to distinguish this record from regular salary data.
Processed Status	`processed`	Boolean	Indicates the voucher has been successfully converted into a salary-linked record.
Verification Level	`voucherVerified`	Boolean	Initial verification flag (First stage).

2. Voucher-to-Salary Transformation Logic

When a voucher is "Processed," the system performs a complex data migration from the Voucher Entry stage to the Payroll Approval stage:

A. Collection Migration

Source: VoucherMaster (Entry data).
Destination: SalaryAutoProcess (Collection used for both regular salary and vouchers).
Identifier: Post-migration, the record is tagged with isVoucher: true to ensure it is handled by the Voucher Branch/Billing/Account modules instead of standard payroll reports.

B. The "Mock Attendance" Injection

Since the payroll engine requires attendance data to calculate statutory components (PF/ESI), the process stage injects a virtual 30-day "Mock Attendance" cycle.

Fixed Days: 30 (Month Days) / 30 (Attendance Days).
Purpose: This bypasses the need for manual attendance while enabling the system to trigger the pfCalculations.js and esiCalculations.js utilities.

3. Calculation Logic & Business Rules

A. Statutory Calculations (PF/ESI)

Unlike standard payroll, which has salary ceilings and monthly limits, Vouchers calculate PF/ESI on the full gross amount by default.

Formula: PF = Voucher Amount * (Unit PF %)
Formula: ESI = Voucher Amount * (Unit ESI %)
Restrictions: Standard PF/ESI caps (e.g., ₹15,000 or ₹21,000) are typically bypassed to ensure full reimbursement of expenses including statutory offsets.

B. Salary Head Mapping

The system maps the voucher's headId to the salaryHeads array within the new salary record.

If the voucher payAmount is modified, the system automatically refreshes the rate and amount for the corresponding head in the salary table.

C. Post-Process Lock

Once a voucher is successfully processed:

The original VoucherMaster record is updated with stopVoucher: true.
Future edits to the voucher must happen on the Processed record in this module, not the original entry page.

End of Documentation

Pay Voucher Voucher Branch