Configure expense settlement

Overview

On the web, configure work order cost synchronization, automatic settlement schedules, timeout completion, and users with Complete Settlement permission. Define cost sources, settlement targets, and frequency before creating rules.

Before you begin

IMPORTANT

• Use the Service Pass administrator account, or confirm the current account to enter System Settings > Expense Settlement.
• Prepare the employees, roles, or partner organizations included in settlement.
• If you need to verify the synchronization of work order expenses, please prepare a test work order and business details that can generate expenses. For example, add a new item "Accessories Consumption Details".
• If you need to complete settlement manually, please determine the employee account responsible for settlement.

Configure work order expense synchronization

Work order expense synchronization rules are used to automatically add corresponding expense records to the work order when related business generates expenses. For example, after adding "Accessories Consumption Details", a "Work Order Accessories" expense record can be automatically added.

1. On the web, go to Service Pass > System Settings > Expense Settlement.
2. Select the Work Order Expense Synchronization tab.
3. Establish synchronization rules based on the enterprise's expense sources so that the source business details correspond to the target work order expense types.
4. After saving the rules, add business details that meet the conditions in the test work order.
5. Return to the work order and check whether the corresponding work order expense record is automatically generated.

NOTE

The existing product information only explains the purpose of synchronization rules and the example of "accessory consumption details", but does not provide the complete fields, matching conditions and multi-rule priorities of this tab. Before configuring other source services, you should refer to the field and rule descriptions provided on the current page.

Configure automatic settlement rules

Automatic settlement rules generate expense settlement documents for specified settlement objects according to fixed cycles.

1. Select the Automatic Settlement tab on the Expense Settlement page.
2. Select New Rule in the "Automatic Settlement" area.
3. Select the object type in Settlement Object and specify the specific object:
   • Personnel: Select a fixed internal employee account of the enterprise.
   • Role: Select a role within the enterprise. On each settlement date, the system generates a settlement document based on the person in that role at that time.
   • Service Partner: Select a fixed partner organization.
4. Set Billing Cycle:
   • Specify monthly fixed date: Select the monthly settlement date.
   • Fixed interval: Set the start date and interval number of days. For example, a settlement statement is generated every 7 days.
5. Select OK to create automatic settlement rules.
6. Check the settlement object, quantity and settlement cycle in the rule list. When adjustments are needed, use the Edit or Delete operations of the corresponding rule.

Impact when selecting settlement object

Configuration method	Suitable for scenarios	Need to pay attention
Personnel	Settlement responsibilities are fixed to specific employees for a long time	Personnel is a fixed selection and will not change with role members
Role	The settlement scope changes with the position or responsible personnel	The object is dynamically determined according to the current role personnel each time it is generated
Service partner	Periodic settlement with fixed external partners	Create the applicable partner organizations first

Configure settlement form completion method

After the expense settlement form is generated, it can be completed manually by personnel only, or it can be completed automatically after a certain number of days after creation.

1. Find the "Timeout Completed Settlement" area on the Expense Settlement > Automatic Settlement tab.
2. Choose a method based on business requirements:
   • Only manual settlement is allowed: The settlement personnel need to select Complete Settlement on the expense settlement document details page.
   • Allow timeout to complete settlement automatically: Enter the number of days. N days after the settlement document is created, the system automatically changes the settlement status to Settled.
3. Select Save.

WARNING

The timing starting point for automatic completion is the creation time of the expense settlement document. Before enabling it, you should confirm that the enterprise allows settlement documents that have not been manually confirmed to directly become "settled" after timeout.

Configure settlement role personnel

1. Select the Role Personnel tab on the Expense Settlement page.
2. Find the "Settlement Work Order" role and select Assign.
3. Assign the employee account that needs to perform the Complete Settlement operation to this role.
4. Use the assigned employee account to open an expense settlement document and confirm that Complete Settlement can be executed on the details page.

The "Settlement Work Order" role is only explicitly used in existing profiles to grant the Complete Settlement action permission. The information does not indicate whether this role also controls the viewing, editing or other permissions of the expense settlement document, and the conclusion of the permissions should not be expanded based on this.

Expected results and verification

After completing the configuration, verify in the following order:

1. Add business details that meet the expense synchronization conditions in the test work order, and confirm that the work order generates corresponding expense records.
2. Check whether the settlement objects and periods in the automatic settlement rule list are as expected.
3. After reaching the settlement date, confirm that the system generates an expense settlement document based on the selected person, role, or service implementation party.
4. Use an account in the Settlement Work Order role to complete a test settlement document. Confirm that its status changes to Settled.
5. If timeout autocomplete is enabled, use the test rule to confirm that the system counts N days from the settlement document creation time and automatically updates the status.

Notes

• Modifying role members will affect the scope of personnel when subsequent settlement documents are generated by role. The existing information does not indicate whether it affects the generated settlement documents.
• The existing information does not explain the impact of modifying or deleting automatic settlement rules on the generated settlement documents. Before making adjustments, record the original rules and verify them with test data.
• The existing information does not explain the processing sequence when multiple fee synchronization rules are hit at the same time, nor does it explain how to intercept duplicate fees.
• The configuration data only shows the Web portal, and does not explain whether the App supports the same configuration.
• Expense calculation, approval, invoicing, payment and settled reversal are not covered by the existing expense settlement data.

Related topics

• Expense settlement overview
• Manage expense settlements