Emailing Payslips (as part of running a payroll)

Matt Jennings Updated by Matt Jennings

When running the payroll cycle, you can now email payslips to employees from within the payroll cycle. There are a few things to note and some prerequisites that are required in order to email payslips from the web product.

We are utilising a third party product to send emails from the web product and so emails are sent from a standard system email which is noreply.payroll.oneadvanced.com.

For more information on emailing from the web click HERE to see article on emailing from the web.

You will need to ensure that employees also have an email address set on the employees record and a password set as the secure method of sending pdf's via email is by securing in a password protected zip file.

Finally you will need to ensure the Opt in email payslips field is checked on each employees record that requires an email payslip sending.

Currently the password field needs to be set in the core system, however these can be imported into the web system.

Emailing Payslips

The payslips card in the Run Checks tab in an open payroll cycle has been revamped. Until the Pay check report has been successfully run, no action is available on the payslips.

Once the Pay check report has been successfully run both buttons become available.

In its unprocessed state, the Download payslips button allows you to Download all payslips as pdfs for checking. This function will not set the printed payslip flag

Clicking Process will present the following modal:

The Email and download payslips option will email anyone who has the Opt in email payslips field checked and download those who don't has pdfs. It will set the printed payslip flag for all employees

The Download only option will bypass the emailing of payslips and download all employees payslips as a pdf. This will also set the printed payslip flag for all employees.

Clicking Process will run the selected option, whilst cancel will return the user to the previous screen.

Once run the user will be presented with a message to indicate the process is running.

Once complete the card will update, and the colour at the left edge will indicate if there any errors with any of the emails.

To view the status of the payslips, click the view button. This will bring you to a Payslip status page whereby you will be able to see the status of any email payslips and any payslips that are set to be printed (i.e. downloaded to pdf and not distributed by email).

The header at the top shows various information including how many were emailed, set to printed, failed as well as the date and time they were sent and the pay group

The Email payslips tab will show the status of any payslips that were attempted to be emailed. The chips will indicate whether there are any issues regarding the Email status, email address and password set. There will also be an information icon that can be clicked to indicate whether there any errors.

These can then be amended on the employee record and then resent.

The payslips to print tab will simply list the employees who are due to receive their payslip via another mechanism other than email (i.e. the Opt in email payslips field is not checked).

Click the back arrow at the top of the page to go back to the payroll cycle. Once any amendments are made, the Email unsent payslips button should be clicked to resend any errored payslips.

If there have been any changes to the payroll, included changes to pay or employees added that would necessitate any employees not having the printed payslip flag set to yes you will need to click the Email unsent payslips button to send/resend any emails. For any employees who require a printed payslip, you will need to click Download payslips then Download payslips for printing

This will redownload an payslips that weren't set to be emailed and set the printed payslip flag.

Once all payslips successfully have the printed payslip flag set to yes and all emails have been successfully sent you can move onto the BACS and RTI tab.

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