opera 3 emailing payslips training manual manuals/emailing payslips.… · r 1.1 3 emailing...

Opera 3

Emailing Payslips

Training Manual

MTS Training Manual

R 1.1 2 Emailing Payslips

Contents

Overview ...............................................................................................................3

Configuration .........................................................................................................3

Defining the ‘Sender Email’ For Payslips & P60s ....................................................... 3

Designing Your E-mail Covers .................................................................................... 4

Entering E-mails for your Employees ......................................................................... 5

Quick E-mail Setup .......................................................................................................................... 5

Manually Enter E-mails ................................................................................................................... 6

Weekly/Monthly Processing ..................................................................................7

Generate Welcome E-mails ....................................................................................... 7

Generate Password E-mails ....................................................................................... 7

Sending Payslips ......................................................................................................... 8

Sending P60s ............................................................................................................ 10

Check E-mail Status .................................................................................................. 11

New Starters ........................................................................................................ 12

Resending E-mailed Payslips ................................................................................ 12

Resending E-mailed P60s ..................................................................................... 13

Changing Employee’s Password ........................................................................... 13

Reporting ............................................................................................................ 14

MTS Training Manual


Overview The feature for emailing payslips and P60s is processed with the Pegasus Scheduler (Server-

Side Processing). The Pegasus Scheduler creates the PDF files for the payslips/P60s,

password protects them and then forwards them to your e-mail server to send to your

employees. Using Server-Side Processing means that the work required to do these tasks are

completed on your server rather than your workstation. You won’t need to wait for these

tasks to complete, you can carry on working.

Configuration There are several steps to set-up before you can begin using e-mail payslips;

Defining the ‘Sender Email’ For Payslips & P60s You need to define the e-mail address and name that will send the e-mails from payroll. This

can be found in Payroll ‘Set Options’ under ‘Utilities’.

Set Options

MTS Training Manual


Designing Your E-mail Covers There are 4 e-mail covers you need to create for your employees;

• Welcome

• Password

• Payslip

• P60

To begin designing these covers, you will find them located under ‘Email Admin’. Select

‘Design E-mail Covers’. You are then given an option to select which one you want to design.

(For Payslip and P60 you will then have to select which group as Monthly & Weekly payrolls

will require different wording on the e-mail covers).

Design E-mail Covers

You can format the e-mail cover using the icons on the toolbar. The fields on the right-hand

side can be used in the e-mail covers by double clicking them. The e-mail subject can be

entered in the box on the top right-hand corner. These should be designed for all 4 covers

before continuing.

Designing the Covers (Demo Data Example)

MTS Training Manual


Entering E-mails for your Employees There are 2 ways to enter e-mail addresses for your employees – within ‘Quick Email Setup’

or manually entering your employee’s emails via ‘Payroll Processing’.

Quick E-mail Setup Quick E-mail Setup can be used to enter several employee’s e-mails at one time. This can be

done by selecting ‘Quick E-mail Setup’ which is located in ‘E-mail Admin’. You can choose to

select a range of employees or all of them. If you have already configured some employees

for e-mail payslips, you can tick to not include these.

Quick E-mail Setup Criteria

Quick E-mail Setup

To enter the e-mails, you must highlight the employee, tick the ‘E-mail Payslip & P60’ box

and you will then be able to enter in the e-mail for that employee. The e-mail should then be

entered and saved.

MTS Training Manual


Manually Enter E-mails To manually enter e-mails for each employee, this can be done through Payroll Processing.

From the ‘Action’ button, you can enter the e-mail details within ‘Details & Bank’. On the

‘Additional Information’ tab is where you can enter the e-mail address for the employee.

(Tick ‘E-mail payslips & P60s’ to enter the e-mail address).

Details & Bank

For all employees, you should check that a ‘Confirmation Date’ has been entered. If the box

is cleared, then the employee will not receive their payslip/P60.

If you want to store the employee’s e-mail address for future use but have them continue

receiving printed payslips, you can untick ‘E-mail Payslips & P60s’once you have entered

their e-mail address. They can then simply be selected to receive e-mails by re-ticking this

option here or within the ‘Quick E-mail Setup’ routine.

MTS Training Manual


Weekly/Monthly Processing To notify employees that they will now be receiving their payslips via E-mail, you will need to

send them two e-mails from within Opera.

All employees ticked to receive ‘E-mails Payslips & P60s’ will be shown in the list.

• If you are moving your current employee’s over to an e-mail system, leave all

employees ticked.

• If you are sending the Welcome e-mails for new employee(s) just tick the new

employee(s).

Generate Welcome E-mails Once you have completed the initial setup, you will then need to notify your employees that

they will now be receiving their payslips and P60s via e-mail. To begin generating these,

select ‘Generate Welcome E-mails’ under ‘E-mail Admin’.

Select ‘OK’ after you have selected your range of employees. A summary will show you a

preview of Welcome e-mails sent. When closing the report, you will be given the option to

generate the Welcome e-mails.

Welcome Employee Selection

At this point you could untick the

employees you didn’t want to

generate the Welcome e-mails

for by using ‘F11’. Once you have

selected ‘OK’ the Welcome e-

mails will begin to send to your

employees.

When you have a new starter,

you will need to generate a

‘Welcome’ e-mail. Please note that you will need to select just the new employee on the

selection otherwise you will generate the ‘Welcome’ e-mails for all your employees again.

Generate Password E-mails Every employee will have their own unique password for their payslips/P60s. The passwords

are automatically generated. Generating the Password E-mails will notify your employee

what their password is. They will need to use this to open their payslip/P60.

To create the Password e-mails, you should select ‘Generate Password E-mails’ under ‘E-mail

Admin’. The selection is the exact same as the Welcome e-mails. (Again, you can view a

summary report before you are prompted to generate the e-mails).

MTS Training Manual


Password Employee Selection

At this point you have the

option to untick any

employees you don’t want to

generate the Password e-

mails for by click ‘F11’. Once

you have selected ‘OK’ the

Password e-mails will begin

sending.

Again, for new starters you

will need to generate a

‘Password’ e-mail. You must select only the new starters otherwise you will generate the

‘Password’ e-mails for all your employees.

Sending Payslips Everything is the same with the weekly/monthly processing of the payroll except when you

come to print the payslips. The payslips are now given the option to be e-mailed. Only

employees who have been configured for e-mail payslips will appear on the list. (If you are

also printing payslips for employees, ensure that you tick ‘Printer’ as well as ‘E-mail’).

Payslip Criteria

Before producing the payslips, you can ‘Preview’

them before processing them to be sent via e-mail

by selecting ‘Preview Only’. At this point you can

either print them or send them to screen to check

information.

Preview Selection E-mail Payslips

When you are happy to send the payslips, you should run it with ‘Preview and Process’. A

selection of employees will appear which will be all your employees configured for e-mailing

payslips. They will all be selected by default however you can untick any if needed.

MTS Training Manual


E-mail Payslips Selection

Once you have seen the preview

of the employee’s payslips and

closed the preview report, you

will be prompted to produce the

e-mail payslips. Once you have

selected ‘Yes’ the payslips will

start being produced.

If you have printed payslips as

well as e-mail payslips, make

sure you select ‘Printer’ and ‘E-

mail’. You will be prompted to

print the payslips before you

send the e-mail payslips.

MTS Training Manual


Sending P60s As well as e-mailing the payslips, you also e-mail the P60s. You will now be given the option

to e-mail the P60s as well as using the printer.

P60s Criteria Form

Before producing the P60s, you can ‘Preview’

them before processing them to be sent by

selecting ‘Preview Only’. At this point you can

print them or send them to screen to check the

information

Preview Selection E-mail P60s

When you are happy to send the P60s,

you should run it with ‘Preview and

Process’. A selection of employees will

appear which will be all your employees

configured for e-mailing P60s. They will

all be selected by default however you

can untick any if needed.

E-mail P60s Selection

Once you have seen the preview of

the employee’s P60s and closed

the report, you will then be

prompted to produce the e-mail

P60s. Once you have selected ‘Yes’

the P60s will start being produced.

If you have printed P60s as well as

e-mail P60s, make sure you select

‘Printer’ and ‘E-mail’. You will be

prompted to print the P60s before

you send the e-mail P60s.

MTS Training Manual


Check E-mail Status To see the status of the last batch of Welcome, Password, Payslips and P60s you can use this

function which can be found under ‘E-mail Admin’. It’s advised to run the ‘Check E-mail

Status’ routine about 30 minutes after you have been sent a batch of e-mails from Payroll. It

will check the status of the e-mail run in the Pegasus Scheduler and then make sure that the

employee is updated with the correct status.

Check E-mail Status

Generation Pending → Correspondence sent to Pegasus Scheduler but still needs to be

converted to PDF files.

E-mail Pending → Correspondence sent to Pegasus Scheduler that has been successfully

converted to PDF files but has not been sent to SMTP server for transmission.

Generation/E-mail Failed → Correspondence sent to Pegasus Scheduler but has failed the

conversion to PDF files or could not be sent to the SMTP server for transmission.

E-mail Sent → Correspondence sent to Pegasus Scheduler that has been successfully

converted to PDF files and has also been sent to the SMTP server for transmission.

MTS Training Manual


New Starters New starters will have a different procedure when setting up e-mail payslips as you are

unlikely to have batches of employees to set up in one go. When you add them to Payroll

Processing, in the ‘Details & Bank’ section, you will have the ‘Additional Information’ tab.

Here is where you would typically enter an e-mail for a new starter.

Details & Bank

You must make sure that a ‘Confirmation Date’ is entered for the new starter otherwise they

won’t receive their payslip or P60 via e-mail.

Once you have entered the relevant information you must generate a ‘Welcome’ and

‘Password’ e-mail for the single employee from the ‘E-mail Admin’ function. (Ensure you do

not generate the e-mails for all your employees).

Resending E-mailed Payslips To resend a historical e-mailed payslip, you should go to the relevant employee within

‘Payroll Processing’. From the ‘Action’ button, select ‘History’. From here, you can select the

relevant week/month you want to resend. From the ‘Action’ button you can select ‘Resend

E-mailed Payslip’. As soon as you select the resend function, the payslip is sent and a prompt

of what you have resent appears.

Resending Payslips Alert

If this action is greyed out, you should use the ‘Check E-mail Status’ to update the

correspondence status and try again.

MTS Training Manual


Resending E-mailed P60s To resend an e-mailed P60 is slightly different however you will still find the function in the

employee’s ‘History’ tab. From the ‘Action’ button, you should see the ‘Web/Email P60’ (F8).

If you select this, a list of P60s will appear.

Web/Email P60s

To send the P60, you should highlight the P60

you require to resend and from the ‘Action’

button you should select ‘Resent E-mailed

P60’ (Ctrl+R). The P60 will be resent. (A

prompt of what has been resent will appear)

Resending P60 Alert

Changing Employee’s Password Although Opera 3 automatically generates a random password for your employees, you can

change it to something they are more likely to remember. To change a password for an

employee, you must go into ‘Payroll Processing’ and select ‘Detail & Bank’ from the ‘Action’

menu and finally select the ‘Additional Tab’. From the ‘Action’ menu, select ‘Change

Password’.

Change Password

This is where you can

change the password for

your employee or

generate a random

password.

MTS Training Manual


Reporting Within ‘EOY/Special Reports’ is a report named ‘Historical E-mailed Payslips/P60s Summary’

which is an audit report of all Welcome, Password, Payslips and P60s sent to your

employees. From this report, you will also be able to see the ‘User’ who sent the e-mails and

the date they were sent. You can define a selection to a certain status, type etc.

Historical Report Criteria

The ‘Status’ in this report is updated by

running the ‘Check E-mail Status’ from ‘E-mail

Admin’. (This should be ‘updated’ after each

batch of e-mails are sent, as advised earlier in

the manual).

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