Troubleshooting Guide

Solutions to common issues you might encounter while using the Disbursement Voucher Tracker.

Login Problems

Issue: Can't Log In

Symptoms:

• Error message: "Invalid username or password"
• Page won't load after entering credentials
• Redirected back to login page

Solutions:

1. Check Your Credentials

   • Verify username is correct (case-sensitive)
   • Verify password is correct (case-sensitive)
   • Ensure Caps Lock is not enabled
   • Check for extra spaces before/after username or password

2. Clear Browser Cache

   • Chrome: Settings → Privacy → Clear browsing data
   • Firefox: Settings → Privacy → Clear Data
   • Edge: Settings → Privacy → Clear browsing data
   • Try logging in again

3. Try Different Browser

   • If using Chrome, try Firefox or Edge
   • If using Firefox, try Chrome or Edge
   • This helps identify browser-specific issues

4. Check Internet Connection

   • Verify you have internet access
   • Try accessing other websites
   • Check if your organization's network is working

5. Contact Administrator

   • Your account may be inactive
   • Password may need reset
   • Account may have been locked

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Issue: "Account is Inactive" Error

Symptoms:

• Error message when trying to log in
• Cannot access the system

Solutions:

1. Contact System Administrator

   • Your account needs to be activated
   • Administrator can activate your account
   • May need to verify your role and permissions

2. Check with Your Supervisor

   • Confirm your account should be active
   • Verify your role assignment
   • Ensure you're authorized to use the system

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Permission Errors

Issue: "Permission Denied" or "Access Denied"

Symptoms:

• Error message when trying to perform an action
• Button is disabled or not visible
• Cannot access certain pages

Solutions:

1. Verify Your Role

   • Check your user profile to confirm your role
   • Ensure you have the correct role for the action
   • Contact administrator if role is incorrect

2. Check Action Requirements

   • Some actions require specific voucher status
   • Verify voucher is at the correct stage
   • Check if previous stages are complete

3. Contact Administrator

   • Your role may need permission adjustment
   • System permissions may need updating
   • Verify you're authorized for the action

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Button Not Working

Issue: Button is Disabled (Grayed Out)

Symptoms:

• Button appears but cannot be clicked
• Button is grayed out
• No response when clicking

Solutions:

1. Check Voucher Status

   • Verify voucher is at your stage
   • Check approval progress bar
   • Ensure previous stages are complete

2. Complete Previous Stages

   • If you see "Received" button, click it first
   • Complete RECEIVED before REVIEWED
   • Complete REVIEWED before FORWARDED

3. Check for "Awaiting Previous Review"

   • Voucher may not have reached your stage yet
   • Wait for previous department to complete
   • Check notifications for updates

4. Refresh the Page

   • Press F5 or Ctrl+R to refresh
   • Button state may update after refresh
   • Try again after page reloads

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Issue: Button Click Does Nothing

Symptoms:

• Button appears enabled
• Clicking has no effect
• No error message appears

Solutions:

1. Check Browser Console

   • Press F12 to open developer tools
   • Look for error messages in Console tab
   • Note any errors and contact administrator

2. Try Different Browser

   • Browser may have compatibility issues
   • Try Chrome, Firefox, or Edge
   • See if issue persists

3. Clear Browser Cache

   • Old cached files may cause issues
   • Clear cache and cookies
   • Try again

4. Disable Browser Extensions

   • Ad blockers or extensions may interfere
   • Try disabling extensions temporarily
   • Test if button works

5. Contact Administrator

   • May be a system issue
   • Provide details about what you're trying to do
   • Include browser and error information

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Missing Notifications

Issue: Not Receiving Notifications

Symptoms:

• Notification bell shows no new notifications
• Expected notifications don't appear
• Badge count is zero

Solutions:

1. Wait for Auto-Refresh

   • Notifications refresh every 30 seconds
   • Wait a moment and check again
   • Badge count should update automatically

2. Manually Refresh

   • Click the notification bell
   • Close and reopen the notification panel
   • Refresh the entire page (F5)

3. Check Notification Settings

   • Verify browser allows notifications
   • Check browser notification permissions
   • Ensure notifications aren't blocked

4. Verify Voucher Status

   • Check if voucher is actually at your stage
   • Verify you're the correct reviewer
   • Check approval progress bar

5. Check Other Notifications

   • See if other notifications are working
   • Verify notification system is functioning
   • Contact administrator if system-wide issue

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Issue: Notification Bell Not Showing

Symptoms:

• Notification bell icon is missing
• Cannot find notification area

Solutions:

1. Check Navigation Bar

   • Notification bell is in top-right navigation
   • Look for bell icon (🔔)
   • May be hidden on small screens

2. Check Browser Zoom

   • Zoom level may hide elements
   • Reset zoom to 100% (Ctrl+0)
   • Check if bell appears

3. Try Different Screen Size

   • Resize browser window
   • Check if bell appears
   • May be responsive design issue

4. Contact Administrator

   • May be a configuration issue
   • Notification feature may be disabled
   • Verify with administrator

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Progress Bar Not Updating

Issue: Progress Bar Shows Wrong Information

Symptoms:

• Progress bar doesn't reflect current status
• Stages show as incomplete when they're done
• Percentage is incorrect

Solutions:

1. Refresh the Page

   • Progress updates when page loads
   • Press F5 or Ctrl+R
   • Check if progress updates

2. Check Activity Log

   • Verify actual actions taken
   • Compare with progress bar
   • See if there's a discrepancy

3. Wait a Moment

   • Progress may update after a delay
   • System may be processing
   • Check again in a few seconds

4. Clear Browser Cache

   • Cached data may show old progress
   • Clear cache and reload
   • Progress should update

5. Contact Administrator

   • May be a system issue
   • Progress calculation may need fixing
   • Report the discrepancy

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Data Not Loading

Issue: Voucher List Won't Load

Symptoms:

• Page shows "Loading..." indefinitely
• List is empty when it shouldn't be
• Error message about data loading

Solutions:

1. Check Internet Connection

   • Verify you have internet access
   • Check connection stability
   • Try accessing other websites

2. Refresh the Page

   • Press F5 or Ctrl+R
   • Wait for page to reload
   • Check if data loads

3. Check Filters

   • Applied filters may show no results
   • Clear all filters
   • Try searching without filters

4. Try Different Browser

   • Browser may have loading issues
   • Try Chrome, Firefox, or Edge
   • See if data loads

5. Clear Browser Cache

   • Cached data may be corrupted
   • Clear cache and cookies
   • Reload page

6. Contact Administrator

   • May be a server issue
   • Database connection problem
   • System maintenance in progress

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Issue: Voucher Details Won't Load

Symptoms:

• Clicking voucher shows loading spinner
• Details page is blank
• Error message when opening voucher

Solutions:

1. Refresh the Page

   • Press F5 or Ctrl+R
   • Try opening voucher again
   • Wait for details to load

2. Check Voucher Exists

   • Verify voucher ID is correct
   • Voucher may have been deleted
   • Check if you have permission to view

3. Try Different Browser

   • Browser compatibility issue
   • Try alternative browser
   • See if details load

4. Clear Browser Cache

   • Cached data may be corrupted
   • Clear cache
   • Try again

5. Contact Administrator

   • May be a system issue
   • Voucher data may be corrupted
   • Report the problem

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Workflow Issues

Issue: Voucher Stuck at a Stage

Symptoms:

• Voucher hasn't progressed in days
• Current reviewer hasn't acted
• Workflow seems halted

Solutions:

1. Check Activity Log

   • See last action taken
   • Identify which stage is stuck
   • Note when last action occurred

2. Contact Current Reviewer

   • Reach out to department at current stage
   • Ask about review status
   • Verify if reviewer is available

3. Check Reviewer Availability

   • Reviewer may be on leave
   • Department may be short-staffed
   • Contact department supervisor

4. Contact Administrator

   • Administrator can check system status
   • May need to escalate
   • Can verify workflow status

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Issue: Can't See Next Button

Symptoms:

• Expected button is not visible
• Button is disabled
• "Awaiting Previous Review" message

Solutions:

1. Check Approval Progress

   • Verify previous stages are complete
   • Check if voucher is at your stage
   • Review workflow sequence

2. Complete Previous Stages

   • If you're a reviewer, complete all three stages
   • Ensure RECEIVED → REVIEWED → FORWARDED
   • Wait for system to process

3. Wait for Previous Stage

   • If voucher isn't at your stage, wait
   • Previous department must complete first
   • Check notifications for updates

4. Refresh the Page

   • Button state may update
   • Press F5 to refresh
   • Check if button appears

5. Contact Administrator

   • May be a workflow configuration issue
   • System may need adjustment
   • Report the problem

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Form Issues

Issue: Can't Submit Voucher Form

Symptoms:

• Submit button doesn't work
• Form shows validation errors
• Can't save draft

Solutions:

1. Check Required Fields

   • Ensure all required fields are filled
   • Look for red error indicators
   • Fix validation errors

2. Check Field Validation

   • Amount must be greater than zero
   • Payee must be selected
   • Particulars cannot be empty
   • Fix any validation errors

3. Try Saving as Draft First

   • Save draft to preserve work
   • Fix any issues
   • Submit after fixing

4. Clear Form and Start Over

   • If form is corrupted, refresh page
   • Re-enter information
   • Try submitting again

5. Check Browser Console

   • Press F12 for developer tools
   • Look for JavaScript errors
   • Note errors and contact administrator

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Issue: Dropdown Won't Open

Symptoms:

• Payee/Item/Tag dropdown doesn't open
• Can't select from directory
• Dropdown appears but is empty

Solutions:

1. Click in the Field

   • Click directly in the input field
   • Start typing to trigger search
   • Dropdown should appear

2. Type to Search

   • Type payee/item/tag name
   • Results should filter
   • Select from filtered results

3. Refresh the Page

   • Page may need reload
   • Press F5
   • Try dropdown again

4. Clear Browser Cache

   • Cached JavaScript may be old
   • Clear cache
   • Reload page

5. Contact Administrator

   • Directory may be empty
   • System configuration issue
   • Report the problem

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Performance Issues

Issue: System is Slow

Symptoms:

• Pages take long to load
• Actions are delayed
• System feels unresponsive

Solutions:

1. Check Internet Connection

   • Slow connection causes delays
   • Test connection speed
   • Try different network if available

2. Close Other Tabs/Programs

   • Too many browser tabs slow things down
   • Close unnecessary tabs
   • Close other programs using internet

3. Clear Browser Cache

   • Accumulated cache can slow browser
   • Clear cache and cookies
   • Restart browser

4. Try Different Browser

   • Current browser may be slow
   • Try Chrome, Firefox, or Edge
   • See if performance improves

5. Check System Load

   • Many users may slow system
   • Try during off-peak hours
   • Contact administrator about system load

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Still Need Help?

If your issue isn't covered here:

1. Check the FAQ: Frequently Asked Questions
2. Review Role Tutorials: Check tutorials for your specific role
3. Contact System Administrator: For issues not resolved by troubleshooting
4. Document the Issue: Note what you were doing, error messages, and steps to reproduce

Report Issues

When contacting support, provide:

• What you were trying to do
• Error messages (if any)
• Steps to reproduce the issue
• Browser and operating system
• Screenshots (if helpful)

System Maintenance

If the system is completely unavailable, it may be undergoing maintenance. Check with your administrator for scheduled maintenance windows.