HRPro Training Notes

NuTech Solutions Limited

http://www.nutech.com.hk

April 2010
Contents
INTRODUCTION............................................................................................................................................ 3

HRPRO FUNCTION LIST ............................................................................................................................. 5

1. DATABASE MAINTENANCE ............................................................................................................... 9

2. USER MAINTENANCE ....................................................................................................................... 10

2.1. GROUP MAINTENANCE ................................................................................................................................................... 12
2.2. PAYROLL USER RIGHT .................................................................................................................................................... 13

3. HRPRO SETUP ..................................................................................................................................... 14

3.1. COMPANY SETUP ............................................................................................................................................................ 14
3.1.1. General................................................................................................................................................................ 14
3.1.2. Modules ............................................................................................................................................................... 15
3.2. PAYROLL MODULE SETUP ............................................................................................................................................... 16
3.2.1. Payroll.................................................................................................................................................................. 16
3.2.2. Pay Type ............................................................................................................................................................. 17
3.2.3. Autopay & MPF .................................................................................................................................................. 18
3.2.4. Payroll Period ..................................................................................................................................................... 19
3.3. TAXATION MODULE SETUP ............................................................................................................................................. 20
3.4. ATTENDANCE MODULE SETUP ........................................................................................................................................ 20
3.5. LEAVE MODULE SETUP ................................................................................................................................................... 21
3.6. USER DEFINED-FIELDS SETUP ........................................................................................................................................ 22
3.7. REMINDER SETUP ........................................................................................................................................................... 22
3.8. WEBLEAVE SETUP .......................................................................................................................................................... 23

4. MASTER SETUP................................................................................................................................... 24
4.1. ANNUAL LEAVE ENTITLEMENT ....................................................................................................................................... 24
4.2. DEPARTMENT .................................................................................................................................................................. 26
4.3. OT TYPE ......................................................................................................................................................................... 26
4.4. LATE DEDUCTION TYPE .................................................................................................................................................. 26
4.5. GLOBAL WORKING HOURS ............................................................................................................................................. 27
4.5.1. Working Hours Setting ...................................................................................................................................... 27
4.5.2. Other Settings .................................................................................................................................................... 28
4.6. EMPLOYEE CLASS........................................................................................................................................................... 29
4.7. PAYROLL COST CENTRE .................................................................................................................................................. 30
4.8. BANK MASTER ............................................................................................................................................................... 31
4.9. MPF TRUSTEE ................................................................................................................................................................ 31
4.10. PUBLIC HOLIDAY ............................................................................................................................................................ 31
4.11. LEAVE TYPE.................................................................................................................................................................... 32
4.12. ATTACHMENT MANAGER ................................................................................................................................................ 32
4.13. EMPLOYEE MASTER ....................................................................................................................................................... 33

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 4.13.1. Personal Info ...................................................................................................................................................... 33
4.13.2. Salary Info ........................................................................................................................................................... 34
4.13.3. HR Info ................................................................................................................................................................ 35
4.13.4. IRD ....................................................................................................................................................................... 36
4.13.5. Salary History ..................................................................................................................................................... 37
4.13.6. Position History .................................................................................................................................................. 38
4.13.7. Education History............................................................................................................................................... 38
4.13.8. Leave History ..................................................................................................................................................... 39
4.13.9. Other Info ............................................................................................................................................................ 40
4.13.10. Notes ................................................................................................................................................................... 40
4.13.11. Attachment.......................................................................................................................................................... 41
4.13.12. Printing ................................................................................................................................................................ 42

5. LEAVE MANAGEMENT ..................................................................................................................... 43

5.1. LEAVE ENTRY ................................................................................................................................................................. 43
5.2. LEAVE ENTRY BY GROUP ................................................................................................................................................ 43
5.3. LEAVE ADJUSTMENT ....................................................................................................................................................... 44
5.4. ANNUAL LEAVE ENQUIRY ............................................................................................................................................... 44
5.5. ANNUAL LEAVE FORFEITURE.......................................................................................................................................... 45
5.6. LEAVE APPROVAL ........................................................................................................................................................... 45

6. ATTENDANCE MANAGEMENT....................................................................................................... 46
6.1. SHIFT CODE .................................................................................................................................................................... 46
6.2. ROSTER CODE AND ROSTER IMPORT ............................................................................................................................... 47
6.3. ATTENDANCE IMPORT ..................................................................................................................................................... 48
6.4. ATTENDANCE RECORD.................................................................................................................................................... 48
6.5. ATTENDANCE UPDATE .................................................................................................................................................... 49
6.6. ATTENDANCE ENQUIRY .................................................................................................................................................. 49

7. PREPAID PAYROLL / PAYROLL MANAGEMENT ....................................................................... 50

7.1. GENERATE PREPAID PAYROLL / PAYROLL BATCH ............................................................................................................ 50
7.2. PREPAID PAYROLL / PAYROLL ADJUSTMENT .................................................................................................................... 51
7.3. GENERATE PREPAID PAYROLL / PAYROLL AUTO-PAY FILE ............................................................................................... 53
7.4. GENERATE MPF FILE...................................................................................................................................................... 54

8. TAXATION MANAGEMENT ............................................................................................................. 55

8.1. GENERATE IR56B BATCH ............................................................................................................................................... 55
8.2. IR56B ADJUSTMENT....................................................................................................................................................... 56
8.3. OUTPUT IR56B DATA FILE ............................................................................................................................................. 58
8.4. IR56F / IR56G................................................................................................................................................................ 59
8.5. IR56E ............................................................................................................................................................................. 60

OTHER INFORMATION............................................................................................................................. 61

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Introduction

HRPro is an easy-to-use, integrated, flexible, fully featured Payroll and Personnel Information System suitable for most
companies in Hong Kong with general expectations. HRPro is compliant to local needs and practices so it is the easiest
way to replace manual processes.
HRPro make payroll, auto-pay and tax-return processing an automated, predictable and timely process with flexible
and powerful functionalities that allows you to operate more effective, smarter, and more accuracy.

General Features
 Familiar Outlook Style User Interface.
 Highly Reliable Database Engine – Microsoft SQL Server / MSDE.
 Multi-user access capability.
 Sensitive data is encrypted provide tighter security restrictions that even the IT Personnel cannot decrypt.
 Payroll Reminder can remind you any important events, so you will never miss any steps in your payroll cycle.
 Many standard reports, listings, statements, reminders, letters are ready to use. All documents can be previewed,
printed and exported to Excel, PDF or text files.
 Add any attachments to records.
 Full access rights control – User, Group, Company Level.
 Built-in backup & restore.
 Multiple Cost Centre support.
 Multilingual Support - English, Traditional Chinese and Simplified Chinese.
 Integrated with ERPro General Ledger Modules and ERPro Business Alert Module.
 Customization Service is available to suit your company particular policy.

Employee Profile
 Employee information, human resources data and detail payroll records of the employees are kept in the system.
 Personal details such as contact information, spouse information, salary information, bank account, emergency
contact can be recorded and printed out as personal profile.
 The attachment feature let you scan all necessary documents into the employee profile. Documents such as
Resume, Certificate, ID cards etc will be available online in a click. No more hard copy searching and
photocopying is required.
 HR information including start and termination dates as well as salary reviews, appraisal dates, probation end
date, insurance plan and grading are also be kept.
 There are additional 15 user defined fields in employee master that user can define for their own use.
 Utilized Microsoft Word template to create Employee Letter/Memo.
 Predefined Word templates included: Appointment Letter, Employment Contract, Probationary Period Completed
Letter, Reference Letter, Employee Memo, etc.

Payroll Administration
 Monthly salary, daily, hourly wage, piece rate, overtime, bonus, double pay, salary adjustment, allowances and
deductions (regular or ad-hoc) are easily defined.
 Payroll can be made by auto-pay or by cheque.
 Auto compute for no pay leave deduction.

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 Automatic pro-rated incomplete month payments.
 Pay item can defined as taxable and non-taxable items; MPF contributable or not.
 Multiple payroll trial run process.
 Print pay slip and payroll cheque.
 Pay slip can be distributed by email automatically.
 Generate bank auto-pay electronic output file (already support HSBC, Citi-Bank and DBS).
 Generate accounting interface output file.
 Integrated to ERPro General Ledger Module with post by summary or post by detail option.

Provident Fund Handling

 MPF and CPF are calculated automatically.
 Auto detection and compute MPF cap/ceiling.
 MPF Mandatory & Voluntary contributions by employer & employee, and MPF remittance statements are fully
handled.
 HRPro automatically calculates the MPF contributions according to MPF Ordinance and regulations.

Taxation Management
 Annual tax filing with Inland Revenue Department (IRD).
 Reports submitted to the Inland Revenue Department such as remuneration and pension, commence to be
employed and cease to be employed are prepared by the system. This cuts down on user time spent in
preparation of these documents.
 Tax returns such as IR 56B diskette and IR forms 56E, 56F and 56G can be system generated.

Leave Management
 Maintaining leave for all employees.
 Annual leave, sick leave, compensation leave, no pay leave and public/company holidays, etc, are user
definable with full control on leave entitlement, leave taken and adjustment.
 Annual Leave Balance is automatically calculated.
 No pay leave deduction can be automatically calculated with customized formula.
 Employee Leave Status can be distributed by email automatically.
 Leave Application by Group allows to create Leave Applications for all or group of employees
 Leave Summary and Details report are provided.

Attendance Management
 Capture of attendance records by individual staff in the organization using electronic time clock including
Fingerprint Scan, Smart Card, Proximity, Bar-code Strip, Magnetic Strip or Computer Data Input.
 Base on the Global Working Hours or Roster Table to determine absent, late in, early out, over-time, late
deduction etc.
 Attendance records taken can be used in Payroll Module for overtime calculation or late deduction as well.
 Generate various types of reports on employee time attendance data.

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HRPro Function List
• Payroll Management
o Generate Payroll Batch
o Payroll Adjustment
o Generate Payroll Auto-pay File
o Generate MPF File
o Undo Payroll Posting
o Reports
 Documents
• Payroll Cheque
• Salary Pay Slip
• Employee MPF Statement
 Edit Reports
• Auto-pay Transfer Report
• Payroll Details Report
 Analysis Reports
• Daily Wages Comparison Report
• Payroll Summary Report
• Payroll Details Report by Department
• Payroll Details Report by Department, P. Fund Type
• Payroll Summary Report by Department
• Payroll Summary Report by Department, P. Fund Type
• Payroll Details Report by Cost Centre
• Payroll Summary Report by Cost Centre
• Payroll Details Report by Employee
• Payroll Details Report by Employee Class
• Payroll Summary Report by Employee Class
• Payroll Summary Report by Employee Class, Department
• Payroll Summary Report by Employee Class, Cost Centre
• Provident Fund Report by period
• Provident Fund Report by period (HSBC)
• Provident Fund Report by period (New Employee)
 Listing Reports
• Employee Salary History Report
• Employee Listing

• Prepaid Payroll Management

o Generate Prepaid Payroll Batch
o Prepaid Payroll Adjustment
o Generate Prepaid Payroll Auto-pay File
o Undo Prepaid Payroll Posting
o Reports

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  Documents
• Payroll Cheque
• Salary Pay Slip
 Edit Reports
• Auto-pay Transfer Report for Prepaid Payroll Batch
• Prepaid Payroll Details Report

• Taxation Management
o Generate IR56B Batch
o IR56B Adjustment
o Output IR56B Data File
o Undo IR56B Posting
o IR56F Employer's Notification of Employee Cessation
o IR56G Employer's Notification of Employee Cessation and Departure from HK
o Reports
 Documents
• IR56B Printing
• IR56E Printing
 Listing Reports
• IR56B Check List
• Taxable Income Report by Employee
• Leave Management
o Leave Entry
o Leave Entry by Group
o Leave Adjustment
o Annual Leave Enquiry
o Annual Leave Forfeiture
o Leave Approval (for WebLeave only)
o Reports
 Documents
• Employee Annual Leave Status
• Employee Compensation Leave Status
 Listing Reports
• WebLeave Application Report
• Annual Leave Balance Report
• Annual Leave Balance Report (with AAL)
• Annual Leave Balance Report for Current Year
• Annual Leave Balance Report for Current Year (with AAL)
• Compensation Leave Balance Report
• Leave Details Report by Date
• Leave Details Report
• Leave Summary Report by Period
• Leave Summary Report by Date
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 • Attendance Management (Optional)
o Attendance Record
o Attendance Enquiry
o Attendance Import
o Attendance Update
o Roster Import
o Maintenance
 Shift Code
 Roster Table
o Reports
 Listing Reports
• Roster Table
 Analysis Reports
• Absent Report
• Attendance Report
• Attendance Summary Report
• Early-out Report
• Late-in Report
• Overtime Report
• Shortage Report
• Miss Punch Report

• Master Setup
o Annual Leave Entitlement
o Attachment Management
o Bank Master
o Company Library
o Department
o Employee Class
o Employee Master
o Late Deduction Type
o Leave Type
o MPF Trustee
o Payroll Cost Centre
o Public Holiday
o Quick Text
o Global Working Hours
o OT Type
o Termination Reason
o Reports

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  Documents
• Employee Profile
• Write Employee Letters
 Listing Reports
• Birthday List
• Employee Position History Report
• Employee Education History Report
• New Join Employee List
• Terminated Employee List

• System Manager
o Enquiries
 Active Users
 Adhoc Query
 Event Log Viewer
 Integrity Check
 System Information
o Reports
 Listing Reports
• Event Log Listing
o Maintenance
 HRPro Setup
• Company Setup
• Payroll Module Setup
• Taxation Module Setup
• Attendance Module Setup
• Leave Module Setup
• User-defined Fields Setup
• Reminder Setup
• WebLeave Setup
 Payroll User Right
 User Maintenance
 Group Maintenance
 Database Backup
 Database Restore
 Database Maintenance
 Database Update

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1. Database Maintenance

Since HRPro supports multi-companies, to create a new database for another company, go to System Manager 
Maintenance  Database Maintenance.

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2. User Maintenance

Since HRPro supports multi-users, to create a new HRPro user, go to System Manager  Maintenance  User
Maintenance.

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After creating the user account, the functions that this user can access can be set in this page, from Full Rights to tiny
single function, or which User Group this user belongs to (see Section 2.1).

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You can also set which company this user can access.

2.1. Group Maintenance

To create a new user group, go to System Manager  Maintenance  Group Maintenance.

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 2.2. Payroll User Right
If this function is turned on (see Section 3.1.1), you can set which employees this user can manage. To set the
payroll user right, go to System Manager  Maintenance  Payroll User Right. Of course before using this
function, you need to create employees first (see Section 4.13).

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3. HRPro Setup

3.1. Company Setup

To set up the company information in HRPro, go to System Manager  Maintenance  HRPro Setup  Company
Setup.

3.1.1.General

Input the relevant information as stated. Press if you have any questions, it will lead you to our online
User Portal.

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 3.1.2.Modules
It shows which modules are included in your version of HRPro.

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 3.2. Payroll Module Setup
To set up the payroll information in HRPro, go to System Manager  Maintenance  HRPro Setup  Payroll
Module Setup.

3.2.1.Payroll
When EOA2007 is turn on, Leave Pays (Holiday Pay, Annual Leave Pay, Sick Leave Pay and Maternity Leave
Pay) will be based on 12-month average wage.

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 3.2.2.Pay Type
Apart from the regular pay items, there are nine more user definable Pay Types. Here you can select which
category the pay item belongs to in the IR form.

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 3.2.3.Autopay & MPF

Auto pay and MPF information can be set here.

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 3.2.4.Payroll Period
Payroll Period will be automatically generated by the system, you can only overwrite the “From” and “To” only if
you wish. No. of week days is calculated as: the no. of days in Payroll Period – No. of Sundays – No. of
Saturdays (0, 0.5 or 1 depended on the setting in the Payroll Tab, see Section 2.1). No. of Statutory Holiday is
calculated as: the sum of Statutory Holidays (defined in Public Holiday Table, see Section 4.10) in the Payroll
Period.

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 3.3. Taxation Module Setup
To set up the taxation information in HRPro, go to System Manager  Maintenance  HRPro Setup  Taxation
Module Setup.

3.4. Attendance Module Setup

To set up the attendance setting in HRPro, go to System Manager  Maintenance  HRPro Setup  Attendance
Module Setup. Here you can select the file format exported from the attendance card readers. Attendance Period is
the period to cover when calculating OT or Late Deduction for that payroll period.

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 3.5. Leave Module Setup
To set up the leave setting in HRPro, go to System Manager  Maintenance  HRPro Setup  Leave Module
Setup. Leave Period is the period to cover when calculating Leave Pay for that payroll period when EAO2007 is
turned on.

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 3.6. User Defined-Fields Setup
To set up the extra 15 User-defined Fields for Employee Master (see Section 4.13) in HRPro, go to System
Manager  Maintenance  HRPro Setup  User Defined-Fields Setup.

3.7. Reminder Setup

To select which reminders appear in HRPro Reminder, go to System Manager  Maintenance  HRPro Setup 
Reminder Setup.

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 3.8. WebLeave Setup
To setup which information to be seen in WebLeave, go to System Manager  Maintenance  HRPro Setup 
WebLeave Setup.

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4. Master Setup

Before we create the employee profile, there are several things we need to set.

4.1. Annual Leave Entitlement

Annual Leave Entitlement Class is to define the annual leave entitlement policy. You can define multiple
Entitlement Classes and each employee can have one entitlement class. Depends on the company policy, you can
choose either by Anniversary Year or by Calendar Year, and in advance or not. For Calendar Year, you can choose
the start date too.
• Anniversary Year
When Entitlement Year is Anniversary Year, Employees will have entitlement at the date of anniversary.
• Calendar Year
When Entitlement Year is Calendar Year, Employees will have common leave year starting from the date you have
chosen each year.
• In Advance
When checked, the entitlement is in advance, that is, employees will have future entitlement at the date of
anniversary or the date you have chosen each year.

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 If you turn on the Additional Annual Leave Entitlement in the Leave Module Setup (see Section 3.5), there will be
an extra column for you to fill in. That’s for companies which provide more Annual Leave Entitlement than
Government’s minimum requirement, but want the extra one has different calculation.

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 4.2. Department
Create the departments for the whole company.

4.3. OT Type
Create the OT Type for employees. Each employee can have different OT Type. There are 3 types of calculations,
Fixed, Fixed (daily) and Percentage. If your company doesn’t have any OT policy, you still need to create one type,
No OT Pay Type.

4.4. Late Deduction Type

Create the Late Deduction Type for employees. Each employee can have different type. However, this is not a
compulsory field.

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 4.5. Global Working Hours
4.5.1.Working Hours Setting
The information is for attendance module or for reference only. Daily Working Hours is for calculating the no
pay leave deduction. Saturday treated as Half day/Full day is for calculating working days in between when
using Leave Entry (see Section 5.1) or WebLeave.

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 4.5.2.Other Settings
This page contains those settings which apply to the OT calculation and Late Deduction.

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 4.6. Employee Class
Employee Class is another non-compulsory type. There are three tabs of information that need to be filled in,
Default Salary Info, Default HR Info and Default Other Info. Employees have the same employee class will share
the same settings, but still can be changed individually.
In payroll, employees in different employee classes can have different pay date, and the autopay file can be
generated by employee class too (see Section 7.3).

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 4.7. Payroll Cost Centre
When integrated with ERPro, the Account Code is the ERPro General Ledger Account Code and the Post to
GL option in Company Setup (see Section 3.1.1) need to be set to Summary or Details. Otherwise Payroll Cost
Centre is just for reference/reporting purpose.

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 4.8. Bank Master
This is for reference only. We already have a set of bank information in HRPro. If you find any bank missing, you
can report to us or add it back manually.

4.9. MPF Trustee

This is for reference too. Same as above, we already have a set of trustee information in HRPro. If you find any
trustee missing, you can report to us or add it back manually.

4.10. Public Holiday

The public holidays here is for Leave Module use. It will affect the no. of leave days in Leave Entry. Payroll will also
be affected if EAO2007 is turned on. We will provide the update of Public Holiday if maintenance plan is joined; or
else use the “New” button to input manually.

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 4.11. Leave Type
Leave Type is user definable, each Leave Type belongs to one Leave Nature, and Leave Nature is defined by the
system, which affects how this leave is treated in the payroll.
When visible in WebLeave is checked, this leave type is visible for WebLeave user to select in leave application.

4.12. Attachment Manager

With the attachment feature build in HRPro, you can attached any kind of documents including word, excel, PDF,
JPG, or any other kind of digital documents etc. to HRPro (e.g. CV, ID softcopy etc.) and let you organize and
search these documents easily and effectively. A reference number can be entered for each attachment for further
reference, search and share (see Section 4.13.11 on how to attach a file). You can search the attachment by
pressing Ctrl + F.

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 4.13. Employee Master
After you have set all the above components, you can start creating the employee profile. There are several tabs of
information you need to fill in. Check our User Portal in order to know how to import Employee Information from
Excel

4.13.1. Personal Info

Simply fill in the personal information. During the edit mode, you can double click the photo in order to upload a
photo.

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 4.13.2. Salary Info
Salary Info tab is to define the Salary related information, including the regular salary, allowance and other
pays. This tab is visible only if the user is granted the Payroll Adjustment right (see Section 2).

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 4.13.3. HR Info
HR Info tab is to define the Human Resource Related information. Employee Self-Service (WebLeave) frame is
visible only when WebLeave module is turned on. If the employee is Roster Employee please select Roster
Code from Roster Table (see Section 6.2), otherwise select the Global Work Hours Type from Global Working
Hours.

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 4.13.4. IRD
The IRD (Inland Revenue Department) tab is for taxation module use in IR56B, IR56E, IR56F and IR56G
forms. You need to fill in the extra information only when necessary.

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 4.13.5. Salary History
The Salary History Tab is a read only tab that lists all the Salary History information of this employee. You can
double click the batch to display the details payroll information. This tab is visible only if the user is granted
the Payroll Adjustment right (see Section 2).

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 4.13.6. Position History
This tab is to record the changes of the career. Any changes in Position, Department and Salary, will lead to a
creation of position history entry. You can enter the previous position history manually, or by excel import.
Check our User Portal in order to know how to import Employee Position History from Excel.

4.13.7. Education History

This tab is to record the education history of the employees. You can enter the history manually, or by excel
import. Check our User Portal in order to know how to import Employee Education History from Excel.

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 4.13.8. Leave History
The tab is to show the leave balance of the employees. Three kind of leave balance will be shown, Annual
Leave, Compensation Leave and Sick Leave. Leave Record can also be viewed here.

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 4.13.9. Other Info
The User-defined fields in Other Info tab are defined in User-Defined Fields Setup (see Section 3.6). Extra
information can be stored here.

4.13.10. Notes
This is the free text page.

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 4.13.11. Attachment
You can attach any files here. Click the button on the Link column. Select the file that you wish to attach.
Please note that attachment manager only attach the link of the attachment. If you wish to share this
attachment, make sure the link is a common link. You can enter any note or keyword in the description field if
any.

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 4.13.12. Printing
After creating the profile, you can print the documents you want as shown.

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5. Leave Management

5.1. Leave Entry

The total leave days will be calculated automatically, based on the Saturday and Public Holidays setting. Checking
the box next to the leave days can switch to manually input mode. Check our User Portal in order to know how to
import Leave Entry from Excel.

5.2. Leave Entry by Group

Leave can be entered in a massive amount using this function.

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 5.3. Leave Adjustment
Annual Leave and Additional Annual Leave can be adjusted by this function. Compensation Leave Entitlement
must be adjusted here before applying compensation leave. Check our User Portal in order to know how to import
Leave Adjustment from Excel.

5.4. Annual Leave Enquiry

The future annual leave balance can be checked here.

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 5.5. Annual Leave Forfeiture
This function is mainly used to forfeit the brought forward annual leave balance. Here you can set the maximum
days to retain from last year.

5.6. Leave Approval

This is for HRPro user to approve the Webleave application that the approvers have not yet approved. Usable only
when WebLeave is installed.

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6. Attendance Management

6.1. Shift Code

You have to define the shift code before creating the roster table. Shift Code is used to define the Time In, Time Out
of a particular shift for the use in Roster Table. The setting is similar to Global Working Hours (see Section 4.5).

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 6.2. Roster Code and Roster Import
Roster Table is used to arrange the Shift Code to each day in a particular month. Check our User Portal in order to
know how to import Roster Table from Excel.

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 6.3. Attendance Import
Attendance Import is use to import the attendance record generated from the attendance device (including
Fingerprint Scan, Smart Card, Proximity, Bar-code Strip, Magnetic Strip or Computer Data Input) into HRPro.

6.4. Attendance Record

After importing the raw data, Attendance Entry is created. The attendance data can be edited here. OT hours and
late minutes are calculated automatically.

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 6.5. Attendance Update
If changes in leave, Global Working Hours Type or Roster Table are made after the attendance raw data is
imported, this function can help you to update the attendance record.

6.6. Attendance Enquiry

Attendance Enquiry is an enquiry sheet to quickly inquire the attendance status in a particular date.

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7. Prepaid Payroll / Payroll Management

The payroll system prepares the payroll according to the details in the employee profile, leave records and the
attendance records. The system would automatically generate a payroll batch. Adjustment and checking could then be
performed before posting the data. If the employee needs to be paid twice within a month, use the Prepaid Payroll for
the first payment, and the Payroll for the second payment. As the functions are similar, we will discuss them together.

7.1. Generate Prepaid Payroll / Payroll Batch

Batch will be simply generated with a mouse click. You must define the Employee master before running this
process.

A warning message appears if the batch is already generated. Since you may have manually adjusted the values,
this alerts you that you may be overwriting the useful data. If you do proceed, any manual modifications would be
lost.

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 7.2. Prepaid Payroll / Payroll Adjustment
After the automatic payroll calculation, you may adjust the payroll if necessary. For example, if there is any leave
deduction, special bonus or allowance, you may add them to the payroll accordingly. This allows flexibility for you to
perform any modification as needed.

Double Click the employee you wish to adjust will open the Payroll Adjustment Screen. Input the amount you wish
to adjust, click the Save button the save the record. Check our User Portal in order to know how to import Payroll
Adjustment from Excel.

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 Several reports can be printed in this page. After the adjustment is done, autopay and MPF files are generated
and submitted, you need to post the batch in order to create next month’s batch. After Posting, no more editing is
allowed.

If the preparation data is posted and you find that the data are incorrect, you may undo the Payroll Posting
through Undo Payroll Posting. The data for the stated month would be unposted and you may amend or generate
the payroll batch again.

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 7.3. Generate Prepaid Payroll / Payroll Auto-pay File
Generate Auto-pay File is for bank auto-payment. You may, optionally, alter the autopay File Filename, pay
reference and the pay date in the corresponding fields. The system would generate a printed (or on-screen) report
as well as an ASCII files in the local PC. You may then send this report and file to your banker for auto-pay orders.
You can optionally generate payroll auto-pay file by employee class, if you leave the employee class empty, HRPro
will generate by whole payroll batch. A warning message alerts you that you may have to encode the report before
sending to banks. For example, autopay orders to HSBC should be pre-processed by the associated
program. The program would read the salary report and encrypt the data therein.

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 7.4. Generate MPF File
This function is similar to the above one, only this time the file is generated for the MPF Trustee. Prepaid Payroll
Management does not have this function.

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8. Taxation Management

8.1. Generate IR56B Batch

This menu allows you to generate the IR56B tax sheets for employees in a particular financial year. If the tax
sheets have already been generated, you would be warned before overwriting them.
The IR56B tax sheets are conformed to the standards from the Hong Kong Inland Revenue Department. They
would contain all the necessary information about your staff and the accumulated earnings over the financial year.
Click the “Start IR56B Generation” to generate the IR56B records, after that you can use the IR56B Adjustment for
any adjustment.

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 8.2. IR56B Adjustment
This menu allows you to amend the details in the IR56B tax sheets. The tax sheets are sorted according to the
Surname and other name. Double Click to edit. If the line is in blue, it indicates that the IR56B record is already
modified.

Basically all the information will be filled in automatically, unless you need to do the amendment. After amending
the record, click “Save” button to save the IR56B record.

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 Same as the payroll batch, after the adjustment is done, IR56B file is generated and submitted; you need to post
the batch in order to create next year’s batch. After Posting, no more editing is allowed.
If the batch is posted and you find that the data are incorrect, you may undo the IR56B Posting through Undo
IR56B Posting. The data for the stated year would be unposted and you may amend or generate the IR56B batch
again.

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 8.3. Output IR56B Data File
This menu allows you to generate an ASCII text file in a floppy diskette for the Inland Revenue Department. You
could simply place a blank floppy diskette, choose the appropriate drive letter, confirm the action and your disk
would be done. The Control List will be printed also.

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 8.4. IR56F / IR56G
IR56F is the Form to report to IRD for Employee cessation of Employment. IR56G is the Form to report to IRD for
Notification of Departure from Hong Kong. Before doing IR56F / IR56G, you must input the termination date and
termination reason for the terminated employee in Employee Master. Click New to add a new IR56F / IR56G
record.

Input or select the Employee that you want to create IR56F / IR56G record. After the Click the “Generate IR56F /
IR56G Record”, the IR56F / IR56G record is created and is ready to adjust if any.

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 Click the “Edit” button to adjust if you wish, and click the Print Button to Print the IR56F / IR56G.

8.5. IR56E
IR56E is the Form to report to IRD for New Employee. You can simply print it from Employee Master (see Section
4.13.12).

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Other Information

Please visit HRPro User Portal Site at http://erpro.nutech.com.hk to get the latest version of this manual, Report
Samples and the latest information about HRPro.

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