Before you can e-mail payslips to employees, you will need to enter valid e-mail addresses for the employees and set up the e-mail settings within the program. You will also need to have configured the e-mail and SMTP settings, read more.

Entering e-mail addresses for employees

Internal and external e-mail addresses can be added to the employee’s details using the data loader profile 3 - Joiner/Leaver and Permanent Data Import, or directly in the program as follows:

Internal E-mail

1. Click Employees, then double-click Employment Records, then click Employment Details.
2. Use the Lookup  to select the employee.
3. Click Edit 
4. Enter the Internal Email in the box at the bottom right.
5. Click Save 
6. Repeat steps 2 to 5 for any other employees you want to send documents to, then click Exit 

External E-mail

1. Click Employees, then double-click Personal Records, then click Personal Details.
2. Use the Lookup  to select the employee.
3. Click Edit 
4. Enter the employee’s e-mail in the External Email box. We recommend sending the employee a test e-mail outside of payroll to check this email address is valid.
5. Click Save 
6. Repeat steps 2 to 5 for any other employees you want to send documents to, then click Exit 

Excluding employees from receiving e-mail documents

If there are employees that you still want to receive a printed payslip, P60, P11D and P45, instead of the e-mail version, you can set them to be excluded from e-mail documents. No e-mail versions of any of these documents will be created for them. You can apply this change in bulk using the data loader profile 3 - Joiner/Leaver and Permanent Data Import, or individually by following the steps below:

1. Click Payroll, then double-click Perm. Data, then click Basic Details.
2. Select the employee using Lookup 
3. Click Edit 
4. Tick Exc. Emailing Docs, then click OK 
5. Repeat steps 2 to 4 for any employees that you want to receive paper forms/payslips.

When you Run Payroll, a report called Payslips for Printing - PESLPXXX is created under Utilities, Print, Payroll Reports, this can be used to print payslips for the employees marked as excluded only.

Entering e-mail settings

1. Click Admin, then double-click Payroll Administration, then double-click Emailing Documents, then click Emailing Payslips Set-up.
2. Ensure the correct Payroll Company code is shown at the top, use the Lookup  to select it if not.
3. Select the payslips type, Y or Z are the valid options and correspond to the same options under Payroll, Processing, Control File.
4. Select the Payslip Colour Theme. This is the colour of the background borders. You can click the View Example Payslip button at the bottom right to see how the payslip background will look.
5. Click the Password Protect box and select an option for the password, either NI Number or date of birth. If you choose Date of Birth you can select the format to be used. The employee will need to enter this password to view the payslip.
6. Choose the Employee E-mail Address(es) to use.
7. Enter the From Email Address – this is displayed on the e-mail as the sender.
8. Enter the Payslip Admin Email Address. A confirmation e-mail will be sent to this address once the PDF payslip process has completed. If you want to send this to more than one address you can enter multiple addresses separated by a semi-colon (;) and a space.
9. Logo Filename Server Side – if you want to add a logo to your payslip, enter/paste the path to the jpeg file here. Please note the maximum size limit of 360 x 261 pixels. We recommend you store the jpeg in the Control folder on the server (under SnowdropKCS\Payrollv10\Apps\Live\Control).
10. Email Subject – enter the text you want to appear in the subject line of the e-mail.
11. Email Body – enter the text you want to appear in the body of the e-mail.
12. Password Information – if the “Do not use Password Information?” box is ticked, no text appears on the e-mail regarding the password. If the box is clear, a hint appears in the body of the e-mail, which is the greyed text in the box below.
13. Clicking the View Example Payslip button displays a preview of the payslip background with the logo (if one has been added) but no figures or text relating to an employee.
14. Once you have entered the settings, click Save  to save the changes and close this screen.

Find out more on how to e-mail the payslips to the employees during your payroll run.