How do I set up my payroll to send payslips by email?

Summary

Sage VIP Classic, Sage VIP Premier: Find the steps on how to set up for PDF payslips, and which selections to make at the time of payslip printing.

Resolution

Completion of the PDF Email Setup screen is a once-off task.

NOTE: Your payroll must use Advanced Access or Global Access Control to use this feature.

How to set up PDF payslips

 NOTE: Before you set up this feature, obtain the SMTP (Simple Mail Transfer Protocol) details from your IT department or mail administrator, which will be used to email payslips.  

  • From the Main Menu, select Payroll > PDF E-mail Setup
  • Complete the setup details
  • Complete the “From”, “Sender Name” and “Reply to” e-mail addresses (It is advisable to create an e-mail account dedicated to the sending of payslips)
  • The e-mail address to which your employees reply, can differ to the “From E-mail Address” 
  • Complete the SMTP Server address and SMTP Port
  • Complete the SMTP User Name and Password (which has authorisation to access the mail server)
  • If you are using a third-party mail service the ‘Use Secure Mail Server (for example, Gmail)’ option must be ticked

 EXAMPLE: (not actual email settings) 

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 CAUTION: If you use any third-party mail service, take note of the following:
 
  • TLS 1.2 must be activated
  • Only Basic Authentication can be used
  • Multi-factor authentication cannot be activated
  • Legacy TLS must be activated
  • No integration with AD (Active Directory)

Printing and e-mailing of PDF Payslips

TIP: Outlook does not need to be open for the emails to be send.

  • The following Payslips that can be e-mailed:
    • ‘New Payslip - Standard Payslip’ and
    • New Payslip - Payslip with Hours and Balances’ (not secure payslips)
  • When printing payslips, select “Print Payslip to PDF” for individual payslips and "Print Payslip to PDF/Upload Payslip for Mobility” for bulk payslips.

NOTE: Mobility does not need to be set up to use PDF Payslips.

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Important:
  • When you select one of the options above, you need to select “E-mail Payslip”
  • When you select the ‘E-mail Payslip” option, the “Add Password to PDF Payslip” will automatically be ticked
  • he Password will be determined in the following sequence: ID Number, Passport Number, Date of Birth
  • When you just print to PDF (no e-mail), you can create the payslip without a password
  • All employees that need to receive a PDF payslip must have a valid e-mail address on the Employee Information (IS) screen, Personal Details tab. An error report will print a list of employees without e-mail addresses

View a short video on the setup of PDF payslips here.

Solution Properties

Solution ID
200617142359941
Last Modified Date
Tue Aug 27 08:41:03 UTC 2024
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