Payment Record

Make sure you have completed following session(s)

l Fast Salary Generation / Add Salary Record

Once the salary records are calculated and checked without any problem, you may start the payment process for paying the salaries. Depends on the payment method, salaries can be paid by cheque or bank direct transfer (i.e. Autopay). Below steps showing how to export data file(s) for bank autopay.

Steps

1 Open payroll maintenance screen. ( Detail steps please refer to Starting Payroll Management )

2 Click the [Payment Record] button.

3 The screen is shown as below:

4 Add a new payment record. A payment record means a batch of salary payments for a group of employees in a particular pay period (i.e. normally a month).

4.1 Press the [New payment] button

4.2 Fill in all required information:

“Payment Date” - Means the creation date of this payment.

“Remarks” – A text remark to describe this payment. For example, “2017 Nov Salary”

“Payment Centre”- Select the required Payment Centre. The Payment Centre tells the system how to do the payment. In this example, it tells the system to transfer money through bank autopay in Hang Seng MRI (e-Banking) format, and the bank account number is 123-456-7890132456.

4.3 Press the [Add Entry] button to add payee(s) to this payment batch.

4.4 Select salary record(s) to be added into the payment batch. You may filter out the required salary records by using the search options such as the salary date range, EE filter, status, as well as the payment centre. Noted that normally the payment centre should be the same as the one you selected in step 3.2.

4.5 Press the button [Refresh] to start searching. After searching, select the required salary records by “tick” on the check box, or press [Select-All] button to select all searched records.

4.6 Press [OK] button to back to the payment record screen. Now you should find that your selected salary records are all added to the list, and the “No. of entry” and “Total Amount” are calculated. Check it carefully and make sure it is correct. If they are not correct, press [Clear All] button to clear selection, and repeat step 3.3 to add entries again.

5 If all information are correct, press the [Update Payment] button to save the batch payment record.

6 Now you have already created the batch payment record and it contains all information for bank autopay. You can find this record is showing on the list in red colour that means it is not yet process (Already process records are shown in blue). Actually you may find all previous payment records on the list too.

Process the payment record

Once you have created the payment record, you can now follow below steps to generate the autopay data file in order to submit to the bank.

1 Choose the payment record on the list to be process. The last created record should be located on the top of the list. Moreover, the status of the new created payment record should be “Not yet process”.

2 Click the [Process] button to start process.

3 Depends on which bank defined in payment centre, the corresponding screen will be shown. Fill in the fields accordingly and press [OK] button when finished.

4 The process is completed. Depends on different bank operation, an autopay data file may be exported, or an autopay instruction report is generated. Follow your bank instruction and submit the file to them to process money transfer. Now, you may find that the status of the payment record was changed to “Process Completed” and the colour turns to blue on the list means it has been processed.

See also

Employee Record – Payment Centre