When Payroll payslips are printed in COINS ERP+, one large PDF document is created that includes payslips for all employees. However, in addition to being able to print this large PDF document, the PR Print Payslips function needed to be able to generate individual PDF documents for each employee so that each smaller PDF could be emailed to the correct employee. This function has therefore been enhanced to allow the emailing of such individual PDF documents.

Security for emailing these PDF documents also needed to be considered. This has resulted in optional password protection so that you can now set up a password that must be entered by an employee before the document can be viewed.

You also now have the capability to review email messages and attachments prior to them being sent, depending on how you set up the SY/MSGREV parameter. When set to Y, this is done through Report Status > My Messages tab.

PR/DEFPRN

The description for this parameter is “Use Printing Preferences for Printing Payroll Payslips”. This Y/N parameter allows you to turn on the ability to email payslips. It is a global PR parameter.

PR/USESLIPPWD

The description for this parameter is “Use a Password when Emailing PR Payslips”. Its Y/N or YES/NO value allows the system to be configured to password protect the PR payslip and payment summary that is emailed to an employee. When it is set to [blank] or NO, a password is not assigned to the PDF. This is a global PR parameter.

PR/MAILFROM

The description for this parameter is “From Email Address”. This is a parameter that allows the ability to define the ‘From’ Email Address for the emails that contain the payslips sent to the employees. This is a frequency specific PR parameter.

PR/MAILBCC

The description for this parameter is “Copy to Email Address”. This is a parameter that allows you to specify an email address to copy payslip emails to. You can do department specific ones if you need to. This is a frequency specific PR parameter.

The format of the parameter is <default bcc address>|<department>=<alternative bcc>|. For example: [email protected]|[email protected]|.

SY/MSGREV

The description for this parameter is “Review messages before send”. This Y/N parameter allows you to decide whether you would like to put outgoing messages in a queue to be reviewed.

You can override this default for individual users in User Maintenance.

This is only relevant if you are using the ESB Outbound Messages process; that is, if SY/WFMTXN is set to Y.

SY/WFMTXN

The description for this parameter is “Workflow messages sent in transaction”. This Y/N parameter allows you to decide whether you would like to use the ESB Outbound Messages feature to send faxes, emails, SMS messages, and workflow messages.

Depending on the setting of SY/MSGREV, you only have the ability to review messages when the SY parameter WFMTXN is set to Y.

COINS OA allows two passwords for viewing a PDF file. The first password, known as the “user” password, is used by an employee to view the PDF, and can also be used by the Payroll clerk to view the PDF.

The second password, known as the “owner” password, is used only by COINS Support when they do not know the “user” password, or used to help the employee or Payroll clerk if they have lost their “user” password. Each PDF has a unique “owner” password encrypted with the Employee Number, Payroll Year, and Payroll Period.

To determine an owner password, the COINS Support Representative must run the COINSplus program that prompts the user for the Employee Number, Year, and Period values, then displays the correct owner password.

In the frame, ‘Secure Document Email Information’ on the Other tab under Employee Details in PR Employee Maintenance. An email address and default print method must be assigned to an employee. If using the password option for emailing secure documents you must assign password here.

Select the default method to be used when printing the employee's PR payslips. The options are:

[blank] - No method is chosen. Payslips are printed.

EMAIL - The employee is sent a separate email for each payslip.

HAND-DELIVER - The payslip is printed and delivered by hand. You can print payslips in groups with this option.

POSTAL - The payslip is printed and mailed. You can print payslips in groups with this option.

Enter the password to be entered by the employee to view a secure document, such as a PR payslip or PR payment summary, that is emailed to them.

If this field is left blank, the system uses the last four digits of the employee's Tax File Number as the password. These digits do not default into Employee Maintenance; they are used as a default when an email is generated.

When the employee clicks on the PDF attachment in the email, a pop up box will open, in which the employee must enter their password to retrieve the secure document.

Allows an organisation to create own email message which are used when payslips are emailed out to employees. If not in use COINS will use standard payslip message.

Templates can be defined for each payroll frequency.

Payroll>[frequency] payroll > setup > email templates

In both the subject line and the body of the email variables can be used to extract the specific values where required. For example [EMPNAME], will output employee first name and the surname separated by a space.

Refer to Toggle help for full list of variables.

Three checkboxes, Employee Print Methods – Email, Postal Delivery, and Hand Delivery, have been added to the Print Payslips function within each Payroll Frequency (Weekly, Monthly, Twice Monthly, 2-Weekly, and 4-Weekly).

These checkboxes allow you to print only PR payslips that fall into the category of Email, Postal Delivery, or Hand Delivery. This allows you to print the payslips in groups that are easier to distribute to employees.

Once an email template has been added to a pay frequency the ‘Print Payslips’ will now hold the email template. There can be several email templates within a frequency otherwise will default to the single template.

Print payslips for current period must have a status of PAID to print payslips.

Reprint must be used if requiring to print a payslip for prior POSTED period.

If Reprint is selected, and email templates are not available then payslips will not be emailed irrespective if you have selected the Print Method – Email.

Reprint is selected, and email templates are available, there is a flag to ‘not email payslips out’. Otherwise, Reprint will automatically email out Payslip for Reprint.

You must select any combination of these three options: Email, Postal Delivery, Hand Delivery.

Email

Select this option if PR payslips should be emailed to the employee. The employee will receive a separate email for each payslip. They are emailed as an attached PDF document; a password is required for viewing only if you set the PR parameter USESLIPPWD to Y.

Do not email payslip on Reprint

Is only available once REPRINT is selected.

Postal Delivery

Select this option if PR payslips should be mailed to the employee.

Hand Delivery

Select this option if PR payslips should be hand delivered to the employee.

COINS recommend that client’s database have installed the Unix / Linix command ‘PDFINFO’. This is a small utility, which counts the pages stored in PDF files.

If there is a mismatch between the expected number of pages in the PDF file and the actual number of pages in the PDF file, an error will be produced and the PDF files will not be emailed to employees.

In the ‘Report Status’ the payslip or payment summary reports will have a Status of ‘Report Failed’

To view the error open the report log by clicking

The report log will display an message ‘Error splitting PDF’. This will ensure secure documents are not sent out to employees.

To resolve the error, the report must be opened from the Report Status and inspected to find where the splitting occurred. A full investigation on why the document has extended to the second page will need to be undertaken and resolved. Clients may require COINS consulting to assist in resolving issue.

If you have both SY/MSGREV and SY/WFMTXN parameters set to Y, all messages will need to reviewed in ESB Outbound before they are released to employees.

Once you have run ‘Print Payslip’ all messages will appear in ESB Outbound before employees receive the email.

To review a message in ‘ESB Outbound’ you will need to filter on Status ‘Queued’. All messages waiting to be reviewed and released will be located under this status. There is the option to further filter by ‘User’ if required.

Click on the envelope icon.

A new message window will display outlining the message being sent; who it is to, whom it is from, the subject and any attachments within the message.

There is the ability to delete messages before employees receive them.

Select the relevant message and delete

Payslips or Payment Summaries will not be emailed from ‘ESB Outbound’ until they are reviewed and released.

Select the messages to be emailed by clicking

Select the action ‘Release’

Messages will be released and emailed to employees.