Pay Advices Options
Menu: Reports ~ Pay Period ~ Pay Advices
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The pay advices options provide you with the means to customise the pay advices printed by KwikPay.
Pay Advices Per Page
The default print layout for pay advices prints a single pay advice on each A4 page. You can select up to 4 pay advices to be printed on each A4 page, or print two copies of the pay advice for one employee on each page. For the Z-fold option, one employee is printed per page, with their address in the top third of the page aligned for a window envelope, and the pay advice details in the bottom two thirds.
Only Print Changed Pay Advices
If you only want to print pay advices for payees when the amount paid is different from the last normal pay for the payee, click the 'only print changed pay advices' check box so it has a tick.
Print Zero Pay Advices
Kwik-Pay Payroll will normally not print a pay advice for an employee if the net pay is zero. Tick this check box to print pay advices where the net pay is zero.
Create Individual Pay Advice Reports
When this checkbox is ticked, an individual report is printed for each payee. If the pay advice report output format is a file, such as PDF, or Excel a separate file is created for each payee, with the file name comprising the pay date, and employee name. If the report output is to a printer, it will take a lot longer to print the pay advices. If you want to email pay advices, this option must be selected.
EMail
Tick this checkbox to send an individual pay advice via email to the employee. In the Pay Advice print form, select a file output format such as PDF and enter any name in the output file name. When the pay advice report is created for the employee, it will be created with a name in the form: yyyymmdd-lastname,firstnames.PDF where the date is the pay advice pay date. The employee's email address must be set in the employee details, basic details tab. If an employee does not have an email address, the pay advice will be left in the same folder as the database. In order to email pay advices, you must also enter a SMTP host name, and your email from address and name.
If you email server uses 'POP first' authentication, tick the 'POP login' checkbox, and enter the POP host name, which is likely to be the same as your SMTP host name, and the user name and password.
If your mail server requires a login, but does not implement 'POP first', do not tick the POP login checkbox, but still enter the user name and password. Note this email process does not support encrypted login.
EMail From Address
This email address wil be shown as the 'from address' in the pay advice email.
Some mail servers have restrictions that prevent SMTP mailing if the from email address is not in the same domain as the host, so you may need to enter the email address provided by your ISP as the from address for your Pay Advice emails.
EMail From Name
This is the name of the person to be shown as having sent the email.
SMTP Host
Kwik-Pay Payroll uses a SMTP interface to send the email. You need to enter the SMTP host address. The address will have been given to you by your ISP and will normally be in the form mail.ispname.net. Check your account settings in your email client software if you are unsure of the host name. In Thunderbird, select Tools, Account Settings and select Outgoing Server (SMTP). The server name is your SMTP host name. In Outlook Express, select Tools, Accounts... then select the mail(default) account and click Properties. The servers tab shows the Outgoing mail (SMTP) host name.
POP3 Login
Set this value to true if your SMTP mail server requires ‘POP First’ authentication. Some servers (e.g. yahoo.com & others) require POP3 authentication before allowing SMTP transactions to occur. You must supply a valid POP3 Host, SMTP Host, Username, Password, and usually the ‘From’ address that matches the login.
POP Host
Optional, only required by servers configured for ‘POP First’ operation. The POP3 mail host (i.e., the remote machine which processes e-mail). Can be in "dotted quad" (e.g., 211.23.141.7) or domain name (e.g., mymailhost.com) format. The POP3Host is used for authentication purposes only, as required by some ‘POP first’ servers like Yahoo (smtp.mail.yahoo.com & pop.mail.yahoo.com). Both the SMTPHost and the POP3Host must be specified. They may be, but are not required to be, the same. You must have a valid e-mail account on the server and some servers require you to use the account’s ‘From’ address (e.g., yahoo).
User name
If your SMTP server requires authentication, use this property and the one below to supply a valid user name and password to the server. This Property is used for both SMTP and POP3 authentication
Password
The password associated with the UserName property. This Property is used for both SMTP and POP3 authentication.
Report File Name
The layout of the pay advices can be customised. To customise any of the reports, click the Edit button. See Report Editing for information on how to edit reports. If you do customise a report, the customised version is saved in a text file outside of KwikPay, so you can exchange custom reports with other Kwikpay users.
If you want to run a custom version of a report created outside of your copy of KwikPay, you will need to link that report to KwikPay so that it uses the custom version of the report instead of KwikPay's built-in version. You can do that by clicking the ... button. That will open a file open window where you can select the file name of the custom report.
The pay advices are structured as a main report and several sub reports:
- Pay advice report file: is the main report in which the sub reports are embedded. It contains the payee address information and summary totals for each payslip.
- Pay items report: is a sub report which lists the pay items paid
- Bank items report: is a sub report which lists the bank direct credits for the payee
- Leave balances report: is a sub report which lists the payee's leave balances. The leave balances included are controlled by a check box on the View, Setup, Leave Types screen.