How do I set up emails via payroll workflow?

Cintra iQ's Payroll Workflow allows the user to group together similar payrolls and process a set of actions either for this group or for individual payrolls. You can also add set up emails and add messages to payslips via Payroll Workflow.

 

To set up emails

1. Navigate to the Payroll Workflow window. 
   Go to Cintra iQ: Payroll> Payroll Tools> Payroll Workflow 
2. Set up the actions. For more information, see How Do I Set Up Payroll Action Groups? 
3. Within the Work Options window, select the check box against the Email option. The Addresses button becomes active. 
4. Click the Addresses button. The Email Contacts window appears.
5. Click the New button. The Email Address dialog appears.
6. Enter the desired Email Address or select from the drop-down list.
7. Select the Recipient Type from the drop-down list.
8. Click the OK button. The address appears in the Email at action pane.

How do I set up an email address per payroll?

You can set an email per payroll so that you can email the person who is responsible for the payroll.

 

  Good to know

If I am running a P45 or a Gross to Net report, I may want to send it to the head of the payroll department. Or if that person leaves, or is transferred to another payroll, I can change this address in one place instead of going through every single action.

 

To set up an address:

1. Navigate to the Addition Settings tab of the selected payroll window.
   1. 1. Go to Cintra iQ: Payroll> Payroll Setup> Employer Setup. 
      2. Open the desired Employer definition. 
      3. Navigate to the PAYE & Payrolls tab.
      4. Select the desired record in the PAYE Schemes pane. The associated payrolls appear in the Payrolls associated with the selected PAYE Scheme pane.
      5. Open the desired payroll record. The payroll window appears.
2. Click the Email Contacts button. The Email Contacts window appears.
3. Click the New button. The Email Address window appears.
4. Enter the desired Email Address or select from the drop-down list.
5. Select the desired Recipient Type from the drop-down list.
6. Click the OK button. The address appears in the Email at action pane of the Emails Contact window.
7. Continue to add more recipients, if necessary.
8. Click the Close button when finished.

To use the email contact in payroll workflow:

1. Return to the Payroll Workflow window.
   Go to Cintra iQ: Payroll> Payroll Tools> Payroll Workflow
2. Navigate to the desired Workflow Options window.
3. Select the check box against the Email option. The Addresses button becomes active as well as the Use associated payroll emails check box.
4. Select the Use associated payroll emails check box.
5. Click the Addresses button. The address is visible in the Email addresses included… pane.

  Note:

If you have selected this action within the Group tab, the payrolls which have associated email addresses against them will appear in the Email address included… pane.

 

How is a group of payrolls with different payroll periods displayed in the action window?

Where a group contains payrolls which are in different payroll periods, the earliest payroll period will appear underneath the group/payroll name.

 

When a payroll is in the current payroll period, it will be enabled. However, where another payroll is ahead of this period, the payroll name will be in italics and disabled. You are only able to use the Tick/Untick button to select/deselect available payrolls in this period.

 

To view the status or to action a disabled payroll

Select the relevant payroll period from the Payroll Period drop-down list. This payroll will now be enabled and the other payrolls will be disabled and in italics.