Email Direct Deposit Vouchers

If this procedure is run from the Payroll > Payments menu, the following window will appear:

Select the desired pay period for emailing of Direct Deposit Vouchers. The following window will appear:

This window appears either at the end of a Paycheck Run or after selecting the desired pay period when running Email Direct Deposit Vouchers from the Payroll > Payments menu.

This window will allow for sending emails to employees with PDF versions of their direct deposit vouchers attached. The list box in the center of the window shows all the employees for whom vouchers were printed during the check run. The email address of the employee is displayed. If the email address is missing or invalid, a voucher cannot be emailed to employee. If there is a valid email address, a tag can be placed in the first column, indicating that the tagged employee will receive an email voucher.

Email Properties

From

By defualt this field will contain the name and email address (if available) of the current user.

Subject

A default email subject will be displayed. This can be edited, and will be the subject of all the emails sent.

Souce for Employee List (radio buttons)

Use these radio buttons to choose whether the system should use PDF check images generated during the check run. If for some reason these PDF images are unavailable, check the "Re-Created Vouchers" button and the system will create new voucher images.

Send Email (button)

Click this button to send the displayed email messages to the tagged employees.

List of Employees (list box)

This box shows an entry for each employee who was paid using Direct Deposit during the check run. There is a column for tagging and a second column which may contain a padlock icon. If the padlock icon is displayed, this means the employe has been set up to require a password for viewing emailed PDF voucher images. To view an individual employee's password, see the help for setting up Direct Deposit in Employee Entry.

Message for Highlighted Employee

A custom email message has been created for each employee. Highlight an employee in the list box to see their custom message. The message can be edited here or by clicking the Change Highlighted Record button.

Additional Attachments for Highlighted Employee

Using the Add and Delete buttons below this list box, the user can attach any document(s) to the email sent to the highlighted employee. These attachments are in addition to the voucher pdf which will automatically be attached. If additional attachments have been selected for the highlighted employee, they will show in the list box and the employee record will have a paper clip icon displayed.

Tagging Buttons

Use these button to tag or untag employees for voucher emailing. Remember that a tag can only be placed on an employee with a valid email address.

View Highlighted Voucher (button)

Clicking this button will use the default PDF viewing program to open the highlighted employee's pay voucher.

Change Highlighted Record (button)

Click this button to edit the Name, Email Address and the email tag of the highlighted employee.

Setup Email Server (button

Click this button to change the Email Server Settings.