Messages can be added onto payslips in the payroll module in four different levels:
Company Level.
Department Level.
Employee Level.
Payslip Level.
NOTE: Payslip forms must be configured to include messages. COINS standard payslip %PRUASLIP has the ability to display messages.
Configuration
Parameter | Description |
PR/KEEPMSGS | A comma-separated list indicating the levels (such as C, D, E) for which you wish to retain messages across pay runs.
The levels you can add to this list are:
|
PR/PMSGSEP | Specify the separator to use between two payslip messages. COINS AUS standard payslip should use: </fo:block><fo:block> |
PR Frequency/MAILBCC | An email address to copy payslips too. |
PR Frequency/MAILFROM | The from email address to be used from emails that contain the payslips |
PR Frequency/MAILSUBJ | Specify the text displayed in the email subject line. Period end date by having a token &1 in the text |
If you enter “C,E” in KEEPMSGS parameter, only the Company level and Employee level messages are retained. The Department level message is only used for one pay run and is deleted once the pay run is completed; the messages gets cleared out when a new period is created.
Level of Payslip Messages
This section will explain where each message for the levels can be defined.
Company Level
The Company Payslip Messages section in Payroll > Company Setup > Company Configuration > Other tab can be configured to show different messages for each pay frequency.
NOTE: To avoid message wrapping and hiding the level 4 message (payslip). Keep Company message to one line.
2. Department Level
The Payslip Messages area is in Payroll > Company Setup > Departments. Drill into the department code and there configuration for different messages for each pay frequency can be set.
3. Employee Level
The Payslip Messages area is in Payroll > Employee Maintenance > [employee hyperlink] > Employee Details > Other Tab. Individual employee messages can be defined against the pay frequency the employee is set against.
4. Payslip Message
The Payslip Messages area is in Payroll > [Pay Frequency] > Print Payslips.
Unlike the Company, Department and Employee level messages this will not be stored in the database and so will not appear if you reprint a payslip for this period in the future.
Email Template
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 if required.
Payroll>[frequency] payroll > setup > email templates
5. Add new Template
Enter template code
Enter Template Description
Subject is the subject line of the email
Message is the body of the email
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.
6. Print Payslip
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.
7. Reprint Payslip
Will allow users to reprint employee payslips for prior posted period or selection of posted periods.
If the email template is available, then a user can nominate if a payslip is to be or not to be emailed out to employees. A flag ‘do not email payslips on reprint’ has been added.
If the flag is not selected reprinted payslips will be emailed out to selected employees using the email template.
If the flag is selected reprinted payslips will not email out to selected employees and user will need to go to report output to extract the payslips manually.
If the email template is not configured for the pay frequency this field is greyed out.
Standard AUS Payslip
The Standard AUS payslip has a calculation, which will check the field RO_prk_payslip_message to retrieve Company, Department and Employee messages. From that, if there are any Payslip messages they will be displayed following the above messages if there are any.
If at any point the Company message requires wrapping, then the last message will be hidden from the payslip message box.
The value defined for the parameter PMSGSEP will ensure that the Company, Department and Employee messages displays on a separate line. If this is not set then each message will follow on from the previous and only the Payslip message will be show on a separate line.