To email payslips to employees:
Click to play
The first step is to Setup the Global Email settings
To do this:
•Go to the 'Setup', 'Global Defaults' menu options
•Select the 'Emailing' tab
•Set up the parameters allowing linkages to a Microsoft Outlook account or a separate emailing address.
The second step is to setup each employee to receive emails
For security reasons we encourage payslips to be sent to personal, rather than business email addresses.
To do one employee at a time:
•Go to the 'Edit', then 'Employee Master' menu options
•Select the employee to edit
•Go to their 'Personal 2' tab
•Enter the 'Personal Email' address that will be used to receive the payslip
•Enter and confirm the 'Payslip Password' that will be required to open the payslip, if no password is entered the system will use the Employee Code as a default password.
To do this in bulk using spreadsheet import:
•Setup a spreadsheet with data ready to import into each of the Employee Master records.
•The spreadsheet would have the 'Employee Code' as the first column, then columns for 'Personal Email' address, 'Payslip Password' and the 'Re-Type Password' details. If no password is entered the system will use the Employee Code as a default password.
•Follow the procedures for importing spreadsheet data including the topic importing employee masterfile information.
•Run the Calculation Routine after the import
The Third step is to Email the payslips
To do this:
•Go to the 'View', 'Payslip Print', then 'Payslips' menu options
•Select the 'Period' and enter the 'Payslip Date'
•Select the 'Payslip Format' to be used for the payslips
•By default all employees would be selected, but to select ranges or selected employees use the Range selection buttons displayed with, or without tagging.
•Finally click on the 'Email' button at the bottom of the screen. If any of the selected employees do not have an email address a warning message will be displayed. When complete a notification screen will display showing how many payslips were successfully sent. You can view the log details by pressing 'Yes'. You can also preview the payslips of those employees that did not have email addresses which allows you to send them from there.
Note: When previewing payslips more than one payslip may be displayed on the screen. Each employee, however, will only receive their own payslip.