How do I email payslips to my employees?

Summary

This article explains how you can configure your system to email a password protected PDF payslip to your employees.

This facility is only available for use on Windows 10 and Windows Server 2016 and above PCs.

More Information

Your employees may wish to receive their payslip via email. These should be sent as a password protected document.

Before you can start sending payslips by this method you will need to configure the payslip report and apply an email address and password to your employee records.

If an employee does not have an email address this option will automatically print their payslip to your default printer or specified alternative. This article explains how to configure a print record.

Payslip Configuration

Initially you will need to amend the payslip report to allow it to be emailed.

Go to " Payroll Maintenance Options Payroll Settings Report Details End of Period"

• Note the "Type" and "Code" for your payslip report.
• Exit this option and return to the Payroll main menu.

Go to " Payroll Payroll Reports Payroll Report Generator"

• Enter the "Code" for your payslip report and click [Search].
• If the "Type" is 'S' press <Alt+F8> to copy the report.
  • Enter the same "Report Code" again e.g. if your code is 'SPC - A4 Payslip Current', enter 'SPC'.
  • Click [OK].
  • Click [Edit].
• If the "Type" is 'U' click [Edit].

You will now need to amend two settings on the payslip report to allow it to email payslips as individual documents.

• Click [Output Options].
• Change "Output" to 'M'.
• Enter the "Print Record" number to use e.g. '88 - PDF to Email (Password Protected)' or '87 - PDF to Email (Password Silent'
• Press <Esc>.
• Click [Column Details].
• Press <Shift+Tab> to move across to the left of the screen onto "Row 1".
• Enter '99' then press <Shift+F1>.
• The final row of the report should contain a {{DataValue|.05}] form feed command.
• Press <Enter> to reach the above command.
• Enter '.10' to replace the form feed command with a "Form Break" command.
• Press <Esc> and [Accept] the change.
• Press <Esc> and [Exit] the report menu.
• [Accept] the change.

• If you needed to copy the payslip report to make the required changes please follow these additional steps:

Go to " Payroll Maintenance Options Payroll Settings Report Details End of Period"

• For the payslip report only, change the "Type" to 'U' and enter the "Code" for your payslip report.
• Press <Esc> and return to the main menu.

Employee Configuration

Go to " Payroll PayrollMaintenance Add or Edit Employees".

• Click [List] to see all your employees.
• Select an employee and click [Edit].
• Enter the "Email" address they wish their payslip to be sent to.
• Enter a "Password" to apply to their PDF document. They will need to enter this when opening their payslip.
• Click [Done] and [Accept].

If an employee does not wish to receive their payslip by email you should leave the email field blank. The system will print their payslip as normal.

Emailing Payslips

Follow this article to produce your reports at the end of a payroll period.

• When producing the payslips they will be emailed to the relevant employees and printed for those without an email address.
  • If an employee has an email address but no password set, using print record 88 will mean you are prompted to enter a password.
  • If an employee has an email address but no password set, using print record 87 will produce a printed payslip.

See also

• How do I run a payroll period?
• How do I run reports at the end of a payroll period?
• How do I close a payroll period?
• Overview of Standard Payroll Reports

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