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Expense settlement overview
Overview
Expense settlement collects costs from on-site work orders and creates periodic settlement documents for employees, roles, or service partners. Authorized users can complete a document manually, or the system can complete it after a configured timeout.
Applicable scenarios
| Scenario | Processing | Example |
|---|---|---|
| Gather the expenses generated by business details into work orders | Automatically add work order expense records through work order expense synchronization rules | After adding "Accessories Consumption Details", automatically add a "Work Order Accessories" expense record |
| Settlement based on fixed object cycles | Create automatic settlement rules based on personnel or service implementers | Generate settlement documents for designated personnel or docking companies on a fixed date every month |
| Settlement by position member period | Create automatic settlement rules by role | When the settlement date comes, generate a settlement document based on the members of the role at that time |
| Regular or high-frequency settlement | Use fixed monthly dates or fixed time intervals | Monthly, weekly or daily settlement |
| Control how the settlement document is completed | Manually completed, or automatically completed after more than a specified number of days after creation | Completed after confirmation by the settlement personnel; or automatically converted to settled N days after creation |
Core concepts
- After the relevant business generates expense details, the work order expense synchronization rules will write the eligible expenses into the work order.
- Automatic settlement rules summarize costs from completed Service Pass work orders and create documents for the configured targets and schedules.
- After the expense settlement form is generated, authorized personnel can select Complete Settlement on the settlement form details page.
- If the administrator enables timeout auto-completion, the system automatically changes the settlement status to Settled N days after the settlement document is created.
Settlement object
| Settlement object | Object scope | Processing logic when generating settlement documents |
|---|---|---|
| Personnel | Fixed internal employee accounts | Generate settlement documents for selected personnel |
| Role | Role within the enterprise | When the settlement date comes, the settlement document will be dynamically generated based on the person in that role at that time |
| Service partner | Fixed partner organizations | Generate settlement documents for selected partners |
When "Role" is selected, the personnel range is based on the role members on the settlement date. After the role members change, the personnel scope of subsequent settlement documents may change accordingly.
Billing cycle
- Specify a monthly fixed date: Select a date in the calendar, and the system will generate a settlement statement on that date every month.
- Fixed interval: Starting from the specified date, a settlement document will be generated every fixed number of days. For example, generating it every 7 days can be used for weekly settlement; shortening the interval can be used for more frequent settlement scenarios.
Permissions and status
- The administrator needs to assign the employee responsible for completing settlement to the "Settlement Work Order" role in the Role Personnel tab of expense settlement.
- The "Settlement Work Order" role is used to grant the Complete Settlement operation permission.
- When only manual completion is allowed, the settlement status can only be operated by authorized personnel on the expense settlement document details page.
- When timeout auto-completion is enabled, the timeout period is calculated from the creation time of the expense settlement document, not from the completion time of the work order or the settlement cycle.
Capability boundaries
Expense settlement provides the ability to collect expenses, generate settlement documents periodically, and complete settlement in a lightweight manner. The current information does not describe the following and do not assume system behavior when implementing:
- Calculation formula, tax, rounding and currency processing of fee amount;
- Settlement approval, invoicing, payment or reconciliation process;
- Cancellation, reversal or re-settlement method of settled records;
- Automatically generate retry and notification mechanisms after failure;
- Whether the App supports fee settlement configuration or completes settlement.
If you need to cover the above scenarios, you should confirm separately based on the object fields, processes and permissions in the current enterprise environment.