Emailing Payslips Micropay Professional allows payslips to be emailed to (all or some) employees, rather than distributing them manually. Note: The emailing of payslips is only available through MAPI compliant web clients. These include (amongst others) Microsoft Outlook, Outlook Express, Lotus Notes, Eudora and Netscape Communicator. This facility does not work with Web based email clients such as:- Yahoo Mail, Gmail and Hotmail. Employees will be able to receive and read email payslips in these web-based email systems, however Micropay Professional is unable to use them to send payslips. Windows Live Mail is partially MAPI-compliant. This means that you will be able to email payslips but unable to email the Employee PIN numbers. This will have to be done manually. Micropay Professional is 32-bit application. It is not compatible with any 64-bit software packages. How to enable the Email Payslips Function 1. Select the Company/Payroll - Company Details menu option from the top toolbar. 2. Select the Email tab. 3. Select the Use Email Feature. Page 1
The following features are optional and are not required to be enabled: Show Message Before Sending Payslip(s) This allows the payroll operator to preview the email before sending it to each employee. This will allow the body of the email to be edited to send individual payroll messages to the employees. Read Request Receipt This allows the Payroll Operator to confirm when a payslip email has been read. This facility may not work with emails viewed from some web based email clients. PDF Password This field is used to prevent users with PDF writing software from amending any reports created in the PDF format. If there is a password saved in this field, any user with PDF writing software will need to enter this password before they are allowed to edit the information on the reports (this also includes PDF payslip information). Set up Email Payslips for Employees 1. Select Edit Employees. 2. Select the Personnel tab. 3. Enter an email address in the Email field. Page 2
4. Select Pay/YTD tab. 5. Tick Email Payslips and P60s. When this option is selected, a random PIN number is generated in the Payslip PIN field. This number can be edited as necessary. The employee will require this PIN number to view any payslip that is emailed to them. To ensure that the employee has the current PIN number, there is the Email PIN option. This option will send an email to the employee s address, with their current PIN number. Page 3
Using Email Payslips When the email option has been enabled at the payroll and employee level, the payroll operator should save timesheets for the employees as normal and run the End of Period (EOP) feature. Once at status End of Period (EOP), there are two locations where you can email payslips: Access Email Payslips through the Process Map icon 1. Click on the View / Print Payslips icon from the Process Map in the centre of the screen. 2. Under the List options, select Email Payslip. 3. There are two options available when the Email Payslips option is selected from the list. You can either email or save to PDF. When saving to PDF the default location is:- C:\My Documents\Micropay Reports\(Company I.D. e.g WEEKLY) Page 4
4. If you select email, you will be given an option of amending the default message and of changing the language display, before sending the email payslips. 5. Select Generate Payslips when ready, to send all the Employee email payslips. Note: Once you select the Generate Payslips button, all email payslips will automatically send and use the same message. If you want to personalise each Employee s email before sending it, you will need to tick the Show Message Before Sending Payslip(s) checkbox in the Company/Payroll - Company Details Email screen. Access Email Payslips through the Payroll Reports section 1. Select the Reports / Payroll Reports menu option from the top toolbar. 2. Select the Employee tab. 3. Select Payslips. 4. Under the List options, select Email Payslip. Page 5
5. Select the email button. There are two options available when the Email Payslips option is selected from the list. You can either email or save to PDF. When saving to PDF the default location is:- C:\My Documents\Micropay Reports\(Company I.D. e.g WEEKLY) If you want to preview or print Employee s payslips, you will be given two options (as shown below). Page 6
Emailing Historic Payslips To email and Employee s Historical Payslips: 1. Select the Processing / Employee Details menu option from the top toolbar. 2. Select Payslip. 3. At the bottom right hand side of the Payslip Preview window, select the Menu button (highlighted below). 4. Select the Payslip for the appropriate period that you wish to view. 5. Select File / Email Slip. Page 7
6. The payslip will be automatically added to an email with the employees address on it. 7. Once satisfied with the email content, select Send. 8. You can also export the payslip to PDF. Page 8