How Do I Set Up Employees to Receive Emailed Pay Vouchers?

The following is a checklist for setting up SMTP email, setting up the email templates, and setting up an employee to receive emailed payroll vouchers:

To Set Up SMTP Email:
  1. Enter the Set Up SMTP Connection information with Administrative user rights, using the Organization>Organization Information>Email Setup tab. (To view examples of how to set up your SMTP connection, see Configuring SMTP.)
  2. Enter the From and To email addresses to test your connection is set up correctly.
  3. Click the Send Test Email button.
  4. Click Save.
To Set Up an Email Template:
  1. Email Templates work in conjunction with the SMTP Connection information that was set up with Administrative user righs using the Organization>Organization Information>Email Setup tab.

    2. Note: We recommend that the SMTP Connection information be set up and tested before creating an email template (Organization>Organization Information>Email Setup tab).

  2. On the Email Templates form, select a Process Type of Voucher (Maintain>Payroll>Email Templates).
  3. Enter a Process Template. Before creating customized email templates, you must select the <Default> process template, then complete the form and save it. A <Default> Process Template is required for each Process Type.
  4. Enter a From email address. A From email address is required in order to send emails.
  5. Enter a Cc or Bcc email address. To receive a copy of the emails being sent, we recommend that you enter your email address in the Cc or Bcc fields. If you do not want your employees to see your email address, you should use the Bcc field.
  6. Enter a default subject and message for each process type.
    1. For example, for Employee Vouchers, you might include a subject of “Payroll Voucher from ABC Organization” and a message of “Attached is a copy of your payroll voucher. Please call HR if you have any questions or concerns. Thank you for your continued support!”
  7. Click Send Test Email. Click this button to test the connectivity with the server and that SMTP will work with the system to email forms. The addresses entered on the Organization>Organization Information>Email Setup tab will be used when this button is clicked; to test that your connection is set up correctly.
  8. Click Save.
To Set Up an Employee to Receive Emailed Pay Vouchers:
  1. Now, you’re ready to choose which employees want to receive pay vouchers by email using the Maintain>Payroll>Employee Information>Email Tab. (The employee’s email address must be set up on this tab.)

    2. Be sure that you have set up the SMTP connection information (Organization>Organization Information>Email Setup tab) and created default email templates to use for all Payroll Vouchers (Maintain>Payroll>Email Templates).

  2. If you want to go paperless, clear the Print Paper Voucher check box to no longer print a copy of the payroll voucher for this employee.
  3. Select the Email Voucher check box.
  4. Enter an email address that will be used to email payroll vouchers to the employee.
  5. Select a Voucher Process Template, or accept <Default>.
  6. Click Save.

    7. Note: You will need to repeat these steps for each employee who will receive an email voucher.

  7. The employee will be emailed a copy of their pay voucher after you Calculate Payroll, then go complete the Print/Email Checks and Vouchers process. You will be given an opportunity to preview the vouchers during this process prior to sending the email.