Manager payment statements: generate, approve and send

What it is for

In Menu → Payment statements the manager closes each person's month: generates the statement from the shifts (daily reports), fixes lines, goes through internal approval, sends it to the staff member to sign and marks the stages until payment. The staff invoice (請求書) is created after signing.

What is on the screen

• The month list, with the total and status of each statement.
• Waiting for your approval (N): those waiting for your stamp, with Approve and Return.
• The Generate / update statements button.
• Inside each one: the lines (day, store, hours, amount; hand-made lines show as Manual), Total hours, Transport total, Approval (stamps) and the actions.

Step by step

1. Tap Generate / update statements. It creates the month's statements from the shifts and updates existing ones. Statements already sent to staff do not change.
2. Open the person's statement (Open statement). Add, fix or delete lines if needed. Use Refresh with current data after fixing attendance.
3. Tap Mark as Internally Confirmed.
4. If your company uses step approval, tap Stamp. Each approver receives and approves (or returns with a reason). To go back, Cancel submission.
5. Tap Send to Portal. The staff member receives it to check and sign in the app.
6. After signing, the invoice is created. Use Mark received, Mark scheduled and Mark paid.

If the staff member requests a revision

1. The statement comes back with the reason. Use Mark under review, fix it and send it to the portal again.
2. If the invoice must be redone, Send back for review returns it to the staff member.

Documents

• Open the statement (PDF) and Invoice PDF (請求書) open in the app.
• Send by e-mail: choose the Format (PDF, Excel or PNG), the Recipient e-mail and a Message (optional).

Common mistakes

• Wrong amount on a day: fix the clock-in in Attendance and use Refresh with current data.
• I can't edit: the statement is in approval. Cancel the submission or ask the approver to return it.
• The staff member says the link expired: send it to the portal again; the link is valid for 30 days.

Related questions

• How to close the month's payments
• Check and sign your payment statement
• Daily reports, report forms, field reports and report management