Import Single Voucher - Step-by-Step Guide

This guide walks you through the process of importing single vouchers into the finance system using Excel templates.

Prerequisites

• Access to the Finance module
• Appropriate user permissions for voucher management
• Excel software for editing templates

Step-by-Step Process

Step 1: Access Finance Module

1. Navigate to and click on Finance from the main menu

   

Step 2: Open Voucher Management

2. Click on Voucher / Receipt from the Finance menu

   

Step 3: Access Import Function

3. The Voucher / Receipt index page will open. Click on Import to begin the import process

   

Step 4: Configure Import Settings

4. The Voucher Import page will open with Single Voucher Import type selected by default

   

Template Download Process

Step 5: Select Download Operation

5. Select the Operation type as Download to get a pre-filled Excel template

   

Step 6: Configure Template Parameters

6. Fill in the following fields:

   • Party Name: Select the appropriate party.

   • Date Range: Specify the date range to scan for pending payments.

   • After entering the required information, click Submit to download the pre-filled Excel template.

   

   • The data will be downloaded as an Excel file.

   

Step 7: Edit Template

7. Open the downloaded Excel template and make necessary modifications:

Removing Unwanted Vouchers

• Delete any rows for which you do not want to create a voucher.

  

Reversing Documents

If the downloaded template contains negative amounts for OA or AD document types, the system will automatically process these as reversals during upload:

• Ref Doc: System automatically changes document type (e.g., from OA to AD)
• Voucher Type: System automatically changes voucher type (e.g., from R to P)
• Amount: System converts the negative amount to positive (e.g., from -22.00 to 22.00)

The example below shows how reference documents 000371 and 990001 are reversed:

Template Upload Process

Step 8: Upload Modified Template

8. After completing your changes:

   • Change the Operation type to Upload
   • Select the required fields:
     • Division
     • Bank
     • Mode of Payment
   • Attach the modified Excel template
   • Click Submit

   

   
   

   

Step 9: Review Import Results

9. Upon successful upload:
   • If there are errors: The system will generate an Excel file showing the issues (similar to other upload processes)
   • If successful: The voucher will be created in the system

Important Notes

• Template Accuracy: Ensure all data in the Excel template is accurate before uploading
• Error Handling: Review any error reports carefully and correct issues before re-uploading
• Data Validation: The system will validate all entries against existing records
• Backup: Keep a copy of your original template before making modifications

Troubleshooting

Common Issues:

• Upload Failures: Check file format and ensure all required fields are completed
• Validation Errors: Verify party names, dates, and amounts match system records
• Permission Issues: Ensure you have appropriate access rights for the selected division and bank

Support

If you encounter persistent issues, raise a support request or refer to the detailed error messages in the generated Excel reports.