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Send payslips as PDF or email

Use PDF / Email to create payslips as PDF files, download them as a ZIP archive, and/or send them by email. Payroll specialists send them after the payroll run has been calculated and checked—at the same time as approval, payment, and posting, not as a substitute for those steps.

Purpose

  • Create the payslips for a payroll run together as PDF files.
  • Build file names from payroll-run and employee details.
  • Send payslips to the registered private or business email address.
  • Use language-dependent subject lines, email text, and additional text on the payslip.

Prerequisites

  • The payroll run has been calculated and professionally checked. For more information, see Perform a payroll run.
  • On the Employee Card, Private Email or Business Email and the appropriate choice under Electronic Delivery are filled in. For more information, see Set up employees for payroll.
  • The employee's Language Code is correct if you use language-dependent text.
  • For email delivery, at least one setup exists on Mail Setup; the Business Central email account has been checked through Smtp Mail Setup.

Process

Set up Mail Setup

  1. Open the Mail Setup page.
  2. Enter a unique Code and a Comment.
  3. Under Reference, enter the beginning of the subject line.
  4. Under Text block, choose the text block for the message body.
  5. Enter the Sender Name and Sender Address.
  6. Enable HTML Formatted if the text lines must be output as an HTML email.
  7. Open Smtp Mail Setup and check the Business Central email account used.

The subject consists of Reference, the language-dependent month name, and the year of the settlement date. With Translation Subject, you can translate Reference for each language. If a translation is missing, SwissSalary uses the default text.

The text block consists of Extended Text Name and the associated Extended Text Line lines. SwissSalary first looks for lines with the employee's Language Code and falls back to lines without a language.

Tipp

You can use placeholders in the subject and email text. For example, %Recipient_FirstName%, %Recipient_Surname%, and %Recipient_Employee_No% are available for the subject. The email text also supports payroll-related placeholders, such as %Employee_No%, %Payroll_13thAmount%, and %Payroll_ST-XXXX%.

Prepare electronic delivery for employees

  1. Open the Employee Card.
  2. Check Private Email and Business Email.
  3. Under Electronic Delivery, choose either Private Email or Business Email.
  4. Check the Language Code.

For delivery, SwissSalary uses only the address selected under Electronic Delivery. If the field is blank, SwissSalary creates the PDF file but doesn't send an email for that employee.

Wichtig

If Electronic Delivery refers to an address, the corresponding email field must be filled in. SwissSalary validates this assignment before sending.

Create and send payslips

  1. Open the Payrolls page and the payslips for the required run.
  2. Select the employees whose payslips you want to process.
  3. Choose PDF / Email.
  4. Enable Download as Zip Archive if you want to download the generated PDF files.
  5. Under Filename, check the file-name pattern. The suggested value is Payroll %Payroll_No% - Employee %Employee_No%.
  6. Under Email, choose the required Mail Setup code if you want to send the documents.
  7. If necessary, add an extra file under Attach Document. This file is attached to every email.
  8. Enable Changed Paychecks Only if only payslips that changed compared with the previous payslip of the same type must be generated.
  9. If necessary, under Additional Text, choose an additional text block for the payslip.
  10. Run the report and confirm the security prompt for email delivery.

You must either enable Download as Zip Archive or choose a value under Email. SwissSalary creates one PDF file for each selected payslip. When sending by email, the system also stores the electronic delivery date and user on the payroll header.

Special considerations

File names

The Filename field supports the following placeholders, among others:

  • %Payroll_No%
  • %Employee_No%
  • %Employee_ID%
  • %Employee_Surname%
  • %Employee_FirstName%
  • %PostingMonth%
  • %PostingMonthText%
  • %PostingYear%

SwissSalary replaces invalid characters and adds the .pdf file-name extension.

Additional text on the payslip

Additional Text appears on the payslip, not in the email text. SwissSalary first looks for lines with the employee's Language Code and falls back to lines without a language.

Changed payslips only

For Changed Paychecks Only, SwissSalary compares bank amounts and salary-type amounts with the previous payslip of the same type for the same employee. If there is no earlier payslip, the current payslip is created.

IncaMail

If you enable IncaMail in Mail Setup, SwissSalary adds the IncaMail details to the recipient address. The Encrypted, Registered mail, and Private options control the corresponding IncaMail identifiers in the subject.

Warnung

Check the recipients, payroll period, and attachments before confirming. The report immediately sends the generated payslips through the configured email account.

Good to know

  • You leave Electronic Delivery blank but still expect emails—SwissSalary creates the PDF but doesn't send it, so the employee doesn't receive the payslip.
  • You set delivery to private or business without entering the corresponding email address—validation stops and nobody receives the payslip.
  • You choose neither ZIP download nor email—the report doesn't start.
  • You check recipients, period, and attachments only after confirming—delivery starts immediately with the wrong data.
  • You enable Changed Paychecks Only and expect all PDFs—unchanged bank and salary-type amounts don't generate a file.

See also