Walkthrough for Import Single Voucher

This guide details the process of importing single vouchers into the finance system using Excel templates. Follow these steps for a successful import.

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

    Click on Finance

Step 2: Open Voucher Management

  1. Click on Voucher / Receipt from the Finance menu

    Click on VoucherReceipt

Step 3: Access Import Function

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

    VoucherReceipt Index

Step 4: Configure Import Settings

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

    Voucher Import Page

Template Download Process

Step 5: Select Download Operation

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

    Select Operation type

Step 6: Configure Template Parameters

  1. 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.

    Download Model

    • The data will be downloaded as an Excel file.

    Excel Model

Step 7: Edit Template
  1. 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.

    Excel Model Delete

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:

Excel Model Reverse

Template Upload Process

Step 8: Upload Modified Template

  1. 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

    Upload Model Import Single Voucher

Step 9: Review Import Results
  1. 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
    ℹ️
    If the payment against a Sales Invoice (SI) or Purchase Bill (PB) has already been created but the document is still appearing in the download model, you need to perform a Visual Match-Off for those documents. Once the match-off is done, they will no longer appear in the download model.

Support

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