Bulk Advance Entry

The Bulk Advance Entry screen is a convenient tool that allows you to record advances for multiple employees simultaneously using Excel. This saves time and speeds up the data entry process.

Steps for Bulk Advance Entry

Follow the steps below to perform Bulk Advance Entry.

• Download Blank Advance Template:
  • Go to the Data Transfers > Advance Entries page.
  • Click the Download Blank Advance Template File button.
  • The Excel file will be downloaded to your computer.
• Fill in Advance Information:
  • Open the downloaded Excel file.
  • Starting from the first empty row, enter the data for each employee to be recorded for advance, considering the following warnings.
    • Advance Information must be filled according to the column headers in the template.
    • Employee Code must match the system records.
      • Employee Codes and information will be found on the "Employee List" sheet in the template Excel file. You can copy the Employee Codes from here.
    • Advance Year must be written as four digits. Example: "2024"
    • For Advance Period No, enter the relevant numbers indicated on the "Advance Period No" sheet in Excel.
    • For Advance Type No, enter the relevant numbers indicated on the "Advance Type No" sheet in Excel.
    • Amount must consist of numbers. If a decimal part is used, it should be separated by a comma.
    • Fill in the Description field.
    • For the Status No field:
      • "1" for Approved
      • "2" for Pending Approval
      • "0" for Rejected
        • For records with Status No "0", the "Rejection Reason" field is mandatory.
  • Save the Excel file after filling in the advance data.
• Start Bulk Registration Process:
  • Return to the Bulk Advance Entry page.
  • Click the Select File field.
  • Select the filled Excel file and click the Open button.
  • Click the Upload Filled Advance Template File button.
  • Click the Start Bulk Advance Transfer button.
• Check Process Result:
  • When the process is complete, an information window containing the process result and summary will open.
    • Process Result:
      • If all rows are recorded, it will say "Successful".
      • If there are erroneous rows, it will give a "Error!" warning.
        • Error-free records will be saved. No further action is required.
    • Bulk Process Summary:
      • Total Rows: Total number of rows uploaded in the template.
      • Successful Transactions: Number of rows successfully recorded.
      • Erroneous Transactions: Number of erroneous rows not recorded.
  • Rows with incorrect formatting or missing mandatory information will not be processed.
• Correct Erroneous Rows:
  • If there are erroneous rows, they will be returned as an Excel file.
  • Click the Download Excel File button to download and open the file containing only the erroneous rows.
  • The reason for the error will be written at the end of each row.
  • Correct the errors and save the Excel file.
  • Start the Bulk Registration Process for the saved file.