The steps in this article require SYSTEM level access, so you will need to be logged on as SYSTEM or a user ID with the same level of access as SYSTEM.

We recommend that these steps are done by someone with expert knowledge of your payroll setup and your e-mail system such as your local IT support.

Activating the customisations

There is a customisation to enable the e-mail features, a second customisation to enable the e-mailing of P11Ds (for customers using the P11D Module), and a customisation to enable the enhanced PDF security (which increases the encryption level of the documents). To use the e-mail features you need to be running version 2011.0.0.237 or higher, to use the enhanced PDF security you will need to be running version 2011.0.0.310 or higher.

Before activating the customisations, please contact the Helpdesk as you will need a passcode.

1. Open the Sage Live Admin program and log in.
2. Click Admin, then click Run Customisation Process.
3. In the File to process box type Enhancedemailingpayslips.cst then click OK.
4. If you have the P11D Module and want to add the facility to e-mail P11D documents to employees, again go to Admin then Run Customisation Process, type Enhancedemailingp11ds.cst and click OK.
   If you do not have the P11D Module, skip this step.
5. Next, click Admin then click Add Customisation Record.
6. In the Customisation File box, enter frcus361.d and click OK.
7. Click OK on the "Load of customisation (frcustom) records is about to commence. Please confirm that you wish to continue." message.
8. A message appears:
   The module "Enhanced PDF Security" has been loaded. It is called "SAGE_ENHPDFSEC".
   Click OK.
9. Next, click Admin then click Customisation.
10. Scroll down to the customisation SAGE_EMAILPAY – Emailing Payslips PDFs Module and double click to activate it – you will be prompted for the passcode at this point. Copy and paste the passcode supplied by the Helpdesk and click OK. It should then show YES in the Active column.
11. Now double-click on the SAGE_EMAILP11D – Emailing P11D PDFs Module customisation to activate it. Again you will be prompted for the passcode, copy and paste it and click OK. It should now show YES in the Active column.
12. Find SAGE_ENHPDFSEC and check that it shows YES in the Active column. If it says NO, double-click it, this will set the Active flag to YES.
13. Exit the Admin program.

To configure system e-mail settings

The Payroll system uses non-authenticated SMTP requests to send e-mails. If your e-mail provider doesn't support non-authenticated SMTP requests, you will need to set up an SMTP relay - you would then enter the relay's settings in Payroll and the relay would authenticate the requests before passing them to your e-mail account to send. Please note that Sage do not support the setting up of SMTP relays, your local IT would need to do this.

1. Click Admin, then double-click System Definitions, then click System Default Values.
2. Click Next 
3. If you are using Lotus Notes e-mail, select the Lotus Notes option and enter the Domino Server Name below, otherwise leave the Default Email Application set to MS Outlook.
4. Enter the SMTP server and port separated by a colon and a space, for example:
   smtpserver.com: 25
   This field will accept a maximum of 30 characters. If your SMTP server name is longer than this, you will need to enter the details through an Admin program. Read more
5. Enter the Sender Email Address.
6. Enter the Buffering Settings. We recommend the Number of Emails Per Batch is set to 5 instead of the default of 0 to optimise processing on the server.
7. Once the settings are entered, click Previous , then click OK 

The payroll program will now need to be configured for the type of document(s) to be e-mailed.

As payslips, P60, P45 and P11D documents contain sensitive employee data, e-mail may not be considered secure enough under GDPR legislation for this type of information. We recommend you seek advice before e-mailing these documents to employees, and ensure as a minimum that they are password protected.

For setting up e-mail payslips, read more.
For setting up e-mail P60s, read more.
For setting up email P45s, read more.
For setting up e-mail P11Ds, read more.

To Send a Test e-mail

You can view and delete queued e-mails and send a test e-mail from the Admin program:

1. From the Windows Start menu, open the Payroll Live Admin program and log in.
2. Click Admin, then click Email Viewer.
3. Any items that haven't sent are listed. You can select an item and view, resend, or delete  it. If you want to send a test e-mail, delete any unsent items first.
4. Click Test Email (icon looks like an open envelope).
5. In the To field enter your own e-mail address.
6. Enter a Subject and a Message (for example, TEST). You can add an attachment if you wish, using the paper clip icon at the right.
7. Click Send Email (open envelope icon).
8. It may take several minutes for the test e-mail to be delivered, depending on the synchronisation settings of the mail servers involved. If the test mail appears in the email viewer and stays there, please check your SMTP settings are correct. The mail provider may also have restrictions that prevent unverified e-mails being sent.
9. Click Exit