Expense Claims Autopay Processing Workflow
費用報銷自動轉帳處理流程

The Expense Claims Autopay workflow allows you to reimburse employee expenses through a dedicated, standalone autopay batch instead of including them in regular payroll cycles.

This is useful when you want expense reimbursements to be processed immediately or separately from salary payments.

Prerequisites and setup

Go to System Manager ⇒ Expense Module Setup ⇒ General tab and ensure Enable Expense Module is turned on so that all Expense menu items are available.
In the same screen, set Generate Expense Reimbursements to = Expense Claims Autopay Batch to process reimbursements through a dedicated expense autopay batch.
Optionally turn on Enable Expense Autopay Batch protection even when the Autopay File Date is empty if you want to allow protection even before the autopay file is generated in one‑to‑many batch/file scenarios.

Workflow overview

Once expense claims are approved and converted into Expense Entries, you assign them to an Expense Claims Autopay Batch, then generate the corresponding Expense Claims Autopay File to submit to the bank.

The high‑level steps are:

Prepare and approve expense claims.
Create an Expense Claims Autopay Batch.
Generate the Expense Claims Autopay File.
Submit the file to the bank and, if required, protect the batch.
Unprotect the batch later if adjustments are applicable and needed.

Step 1: Prepare and approve expense claims

Expense claims are first submitted and approved via the Employee Portal, then converted into Expense Entry records in HRPro.

Step 2: Expense Entry created in Expense Module

Expense Entries can be created directly in Expense ⇒ Expense Entry or generated from Apply Expense Claims in the Employee Portal so that all reimbursable expenses are captured in the Expense module.

Step 3: Create an Expense Claims Autopay Batch

Go to Expense ⇒ Expense Claims Autopay Batch.
Click the “+” button to open the batch assignment screen and list eligible expense entries.
Select the checkboxes for the expense entries to be reimbursed in this batch and click Assign Autopay Batch No. to assign an Autopay Batch Number to the selected items.

Only employees whose Payment Method is set to Autopay and who have a defined bank account number are eligible for Autopay Batch Number assignment.

The Autopay Batch No. must be alphanumeric, contain no spaces, and be a maximum of 12 characters.

Step 4: Review Expense Claims Autopay Batch details

In Expense Claims Autopay Batch, each batch shows summary information to help you verify the content before generating the bank file.

Key fields include:

Autopay Batch No. – unique identifier for each batch of expense reimbursements.
No. of Records – total number of expense entries in the batch.
Autopay Amount – total approved amount to be paid in this batch.
Latest Expense Date – most recent expense date among entries in the batch.
Latest Approved Date – latest approval date for entries in the batch, indicating when they became payable.
Autopay File Date – latest date when the autopay file was generated for this batch.
Last Update By / Last Update Date – audit information for the latest modification.

You can click the green Edit button or the Autopay Batch No. link to view or update batch details.

Click the Print button to generate the Expense Claims Autopay Batch Report.

Click the “-” button to remove the assigned Autopay Batch Number from selected expense entries if required.

Step 5: Generate the Expense Claims Autopay File

Go to Expense ⇒ Generate Expense Claims Autopay File.
Select the relevant Autopay Batch No. (assigned in Expense Claims Autopay Batch) and review or adjust the autopay file name, pay reference, and pay date as required.
Choose the appropriate bank format (e.g., HSBC, Citibank, DBS and other supported banks) and confirm to generate.

The system will generate both:

- A report for on‑screen review or printing.
- An ASCII autopay file on the local PC, which is then submitted to your bank for autopay processing.

Step 6: Submit the file to the bank

After generating the autopay file, follow your bank’s instructions to upload or submit the file.

For some banks, the file may need to be pre‑processed or encrypted by the bank’s own program before submission; that program reads the HRPro autopay transfer file and encrypts the data.

Step 7: Protect completed Expense Claims Autopay Batch (optional)

Once the file has been generated and submitted, you can protect the Expense Claims Autopay Batch so that no further changes can be made to it.

The Protect function is designed to secure completed Expense Claims Autopay Batches and is typically used after the related bank file has been generated and sent.

By default, a batch can only be protected after the corresponding Autopay File has been generated (one‑to‑one batch/file scenario), but the Enable Expense Autopay Batch protection even when the Autopay File Date is empty option allows protection even earlier if your process requires it.

Step 8: Unprotect Expense Claims Autopay Batch (when adjustments are needed)

If corrections are required after a batch has been protected, use Expense ⇒ Unprotect Expense Claims Autopay Batch.

This function reverses the protection status of a previously locked batch so that you can modify or re‑process the affected Expense Claims Autopay Batch.

To unprotect, click the Unprotect button on the row of the batch that you want to unlock; after that, the batch and its related entries can be updated or re‑assigned as needed.

Relation to other reimbursement methods

Instead of using the Expense Claims Autopay Batch, you can also configure HRPro to generate expense reimbursements into the Mid‑Month Payroll Batch or Month‑End Payroll Batch via Generate Expense Reimbursements to in Expense Module Setup.

When Expense Claims Autopay Batch is selected, expense reimbursements are processed through this dedicated autopay workflow rather than being bundled into regular payroll runs.

費用報銷自動轉帳流程允許你透過一個獨立的、專用的自動轉帳批次來發放員工費用報銷，而毋須把費用報銷金額納入日常薪金發放批次中。

當你希望費用報銷可以即時處理，或與薪金發放分開處理時，此功能尤其實用。

先決條件與設定

前往 [系統管理 ⇒ 費用模組設置 ⇒ 一般頁，並確保啟用費用模組已啟用，讓所有與費用相關的選單項目都可供使用。
在同一畫面中，將生成費用報銷至設定為費用報銷自動轉帳批檔，以便透過專用的費用自動轉帳批次來處理報銷。
如有需要，你可以啟用即使自動轉帳日期為空，也啟用費用自動轉帳批量保護，以便在「一個批次對應多個自動轉帳檔案」的情況下，即使仍未產生自動轉帳檔案，也可先行保護批次。

流程概覽

當費用申請已獲批准並轉換成費用項目後，你會先將這些費用項目指派到一個費用報銷自動轉帳批檔，然後再產生對應的費用報銷自動轉帳檔案以提交銀行。

整體流程的高階步驟如下：

準備並批准費用申請。
建立費用報銷自動轉帳批檔。
產生費用報銷自動轉帳檔案。
將檔案提交予銀行，並在需要時保護該批次。
如其後需要更改，在適用及有需要時解除批次保護並作出調整。

步驟一：準備及批准費用申請

員工會先透過 Employee Portal（員工自助平台）提交並獲得費用申請批准，之後這些申請會在 HRPro 中轉換為費用條目。

步驟二：費用模組建立費用條目

費用條目可以直接在 [費用] ⇒ [費用條目] 中建立，或由 Employee Portal 的 [費用報銷申請]自動產生，確保所有可報銷費用都記錄在費用模組之內。

步驟三：建立費用報銷自動轉帳批檔

前往 [費用] ⇒ [費用報銷自動轉帳批檔]。
按下「+」按鈕打開批次指派畫面，系統會列出所有符合條件的費用項目。
勾選要在該批次中報銷的費用項目，然後按指派自動轉帳批檔編號，為已選取的項目指派自動轉帳批次編號。

只有付款方式設定為 Autopay，並且已設定銀行戶口號碼的員工，其費用項目才有資格被指派自動轉帳批次編號。

自動轉帳批檔編號由英文字母及數字組成、不能包含空格，而且長度最多為 12 個字元。

步驟四：檢視費用報銷自動轉帳批檔明細

在 [費用報銷自動轉帳批檔] 畫面中，每一個批次都會顯示摘要資訊，以便你在產生銀行檔案前先行檢查內容。

主要欄位包括：

自動轉帳批檔編號 – 每一個費用報銷自動轉帳批次的唯一識別碼。
紀錄總數 – 該批次內所包含的費用項目總數。
自動轉帳金額 – 批次中所有已批准並準備以自動轉帳支付的費用總金額。
最遲費用日期 – 該批次所有費用項目中，最遲的費用日期。
最遲已批准日期 – 該批次中費用項目最後的批准日期，表示自何時起這些費用符合付款資格。
自動轉帳檔案日期 – 最近一次為此批次產生自動轉帳檔案的日期。
最後更新用戶 / 最後更新日期 – 記錄最近一次修改此批次資料的使用者及日期時間。

您可以點擊綠色的「編輯」按鈕或「自動付款批次編號」連結，以檢視或更新批次資料。

點擊「列印」按鈕以產生「費用報銷自動付款批次報表」。

如有需要，可點擊「-」按鈕，從已選取的費用記錄中移除已指派的自動付款批次編號。

步驟五：生成費用報銷自動轉帳檔案

前往 [費用] ⇒ [生成費用報銷自動轉帳檔案]。
選取相關的自動轉帳批檔編號（於費用報銷自動轉帳批檔中指派），並按需要檢查或調整自動轉帳檔案名稱、付款參考及付款日期。
選擇合適的銀行格式（例如 HSBC、Citibank、DBS 及其他支援的銀行），然後確認以產生檔案。

系統會同時產生：

一份報表，用於畫面檢視或列印；
一個儲存在本機電腦的 ASCII 自動轉帳檔案，之後可提交銀行作自動轉帳處理。

步驟六：將檔案提交予銀行

在產生自動轉帳檔案後，請依照貴行的指引上載或提交該檔案。

對於某些銀行，檔案可能需要先經由銀行提供的程式進行前置處理或加密；該程式會讀取 HRPro 產生的自動轉帳檔案，然後為其加密，再供正式提交。

步驟七：保護已完成的費用報銷自動轉帳批檔（選用）

當檔案已產生並提交銀行後，你可以將該費用報銷自動轉帳批檔設定為「保護」狀態，以防止任何進一步修改。

保護功能的設計目的，是在相關銀行檔案已產生並送出後，鎖定已完成的費用報銷自動轉帳批次，確保其內容不被更改。

在預設情況下，只有在已為某個批次產生相對應的自動轉帳檔案（即一個批次對應一個檔案的情境）後，才可以保護該批次；但啟用即使自動轉帳日期為空，也啟用費用自動轉帳批量保護選項後，即使尚未產生自動轉帳檔案，也可以視乎實際流程需要提早保護批次。

步驟八：解除費用報銷自動轉帳批檔保護（當需要調整時）

如在批次已設為保護後仍需要作出更正，請使用 [費用] ⇒ [解除費用報銷自動轉帳批檔保護]

此功能會將先前已被鎖定／保護的費用報銷自動轉帳批檔回復為未保護狀態，讓你可以修改或重新處理相關批次。

若要解除保護，只需在欲解鎖的批次記錄列上按解除保護按鈕；之後，該批次及其相關費用項目便可再次被更新或重新指派。

與其他報銷方式的關係

除了使用費用報銷自動轉帳批檔外，你亦可以在費用模組設置中，透過生成費用報銷至設定，將費用報銷金額產生到月中工資批檔或月尾工資批檔中，一併在薪金批次內發放。

當選擇費用報銷自動轉帳批檔時，費用報銷將透過此專用的自動轉帳流程處理，而不會與日常薪金發放批次混合。

Expense Claims Autopay Processing Workflow費用報銷自動轉帳處理流程