Payslips via Email

Set Up

  1. You will need to set the email parameters in System Setup Housekeeping System Definitions – Email tab.
  2. There are two email addresses available on the employee record:
    a) A word address that should be entered via HR Record Personal Details.
    b) A personal address that should be entered via HR Record Address Book.
  3. By default, the payslips will be emailed to the employee’s work address.
  4. If Use Personal Email Address is ticked in System Setup Housekeeping System Definitions – Controls tab, then the employee’s personal email address will be used if the employee’s word email address is blank.
  5. It is recommended that two HR Queries are written:
    1. To identify those employees who are to have emailed payslips.
    2. To identify those employees to receive paper payslips. (Note: Unless all employees are to           receive emailed payslips).

 

Paper Payslip Production

Run the payslips as per usual, with the following exception:

  1. Page 2 of the wizard, select the HR Query which define those employees to receive a paper payslip.

 

Email Payslip Production

Run the payslips as per usual, with the following exceptions:

  1. Page 2 of the wizard, select the HR Query which define those employees to receive an email payslip.
  2. Page 7 of the wizard:
    a) Tick Create Individual PDF’s.
    b) Select a Location for the individual emails to be created and define a Name. A suggestion is that you include the value <emp_id> in the name in order to identify the file easily, e.g. c:\tmp\<emp_id>.pdf.
    c) Enter the name and location of the crystal report file that you use for printing your payslips.
  3. Page 8 of the wizard, enter the details you wish to see in the subject and body of the emails.
  4. This will then create one file per employee in the defined directory and use the employer’s email details to send them the payslip.