Payslips are normally produced as part of the pay process, after the current pay has been audited and confirmed as accurate, but before Process pays is used to finalise it.
SmoothPay supports both:
Printable payslips produced as a PDF
Electronic delivery by email or SMS, depending on the employee and company settings
These methods can also be used together. For example, some employees may receive their payslips electronically while others receive a printed copy.
For more information about where payslip production fits into the normal payroll workflow, refer to:
Previewing an individual payslip
Before producing payslips for everyone, you can preview the payslip for an individual employee directly from the Payrun screen.
Select the employee in the Staff column.
Click Payslip on the Payrun control bar.
SmoothPay produces a preview of what that employee's payslip would currently look like based on the pay inputs entered in the current pay.
Because the Payrun screen is still a drafting area at this point, changing the employee's pay inputs and producing the payslip again will produce a different result.
Producing printable payslips
Printable payslips are produced through Pay reports, click the Pay reports button to open the menu.
Once the current pay has been checked and confirmed as accurate:
Click None to clear the currently selected reports.
Select Payslips.
Click OK.
SmoothPay produces a PDF containing the applicable payslips for the employees currently selected to pay and automatically downloads it through your web browser.
The PDF can then be reviewed or printed.
Which employees are included
Whether an employee is included in the printable payslip output can depend on their individual Pay advice setting and the company-level payslip settings.
For more information about the company settings that affect payslip production, refer to:
Sending payslips electronically
Payslips can also be delivered electronically through the Pay reports menu.
With the Pay reports menu open:
Click Send payslips.
Click Confirm.
SmoothPay sends payslips to the employees configured to receive them electronically.
The delivery method depends on the settings established for each employee and the company.
Employee Pay advice settings
Each employee has a Pay advice setting that controls how their payslip should be handled.
This can be found under the Nested Employment tab, contained within the Contract tab in the Staff screen.
The available options are:
Email or Print (not suppressed) — the employee can receive an electronically delivered payslip and can also be included in printable payslips.
Do not email or print (suppressed) — no payslip is produced or sent for the employee.
Email only — the employee is included in electronic delivery but not printable payslips.
Print only — the employee is included in printable payslips but is not sent a payslip electronically.
These settings allow different employees within the same pay process to receive payslips in different ways.
Electronic delivery requirements
Electronic delivery also depends on the contact and delivery information configured in SmoothPay.
For email delivery, the employee requires an email address and the company must be configured for payslip email communication.
Where SMS payslip delivery is being used, the employee requires an appropriate mobile number and the applicable company setting must also be enabled.
Company-level payslip settings also determine whether electronic delivery is operating in a TEST or LIVE mode and whether emailed payslips are delivered as HTML or PDF.
For more information about configuring these options, refer to:
Printing only the employees who need printed payslips
The Email payslips where possible setting under the Payslips tab in the Settings screen can be used to filter the printable payslip batch.
When this setting is enabled, employees with an email address are excluded from the printable batch, leaving printable payslips for employees who do not have an email address.
This is a print-filtering setting. It does not itself send payslips or enable electronic delivery.
It provides an easier way to suppress printable payslips for employees who are expected to receive them electronically, rather than setting this individually for each employee who has an email address entered.
For more information, refer to:
Producing payslips after the pay process
Payslips are intended to be produced as part of the normal pay process before Process pays is used.
However, if payslips were not produced at that time, they can still be produced from completed pay history using the Reports screen.
Go to the Reports screen.
Select the Pays category.
Use the applicable report:
Resend payslips — deliver the payslips electronically.
Reprint payslips — produce a printable version.
Click Run report
This provides a way to produce or deliver payslips after the original pay process has already been completed.
Reprinting or resending an individual historical payslip
An individual employee's completed payslips can also be accessed from their pay history.
To reprint or resend a historical payslip:
Go to the Staff screen.
Select the History tab.
Select the required pay period.
Click the Print button at the bottom of the history column.
Select the required option:
Reprint selected payslip - produces a PDF of the payslip for the selected pay period.
Resend selected payslip - delivers the payslip electronically for the selected pay period.
Reprint all payslips - produces a PDF containing all of the employee's payslips for the current financial year.
