Build PDF/Email T4/T4A Statements
The Build PDF/Email T4/T4A Statement option process generates and/or emails a graphic version of the employee's T4/T4A statement. The graphical T4/T4A statements may be emailed to employees or setup for viewing through the T4/T4A Statement Viewer. An option is available to password protect the graphical or PDF version of the T4/T4A Statement files. See field Password on PDF Statements PDF under Users Specific Parameters Profile.
The option to email T4/T4A statements is controlled through the Global Email Profile record per payroll ID code. This option is licensed per site. For details on purchasing this option please contact atrieveERP. The Global Email Profile record controls when a payroll is enabled as well as the default settings and formatting parameters. Refer to the Global Email Profile documentation for details.
The email T4/T4A statement files are only generated when Emailing option was active during the Creation or Regeneration of the T4/T4As.
The Email T4/T4A Statement procedure requires the creation of a global directory and the definition of the global logical ATRIEVEERP$OPST4. The individual employee T4/T4A statement files will be generated at the location pointed to by the ATRIEVEERP$OPST4 logical.
The employee's master record contains the employee's email address. The atrieveHR MASTER PROFILE contains a Client Email Domain field to be used when all or most employees have the same domain name. When an employee's email is entered without an @, the system will append the Client Email Domain to the end of the employee’s email address, at the time the email address is used.
On the employee master Pay screen the T4 STATEMENT field controls the generation of the individual employee's email T4/T4A statement at the time the T4/T4A Statement Creation or Regeneration is run. This T4 Statement field may be set with 'M'ail, 'E'mail, or 'W'eb or any combination of these codes. When this field is empty and the email T4/T4A option is enabled for the payroll, both the print and email files will be generated.
Note: Inactive employees will not generate an electronic T4/T4A Statement, only a print version.
Global changes and reporting of the T4 Statement field can be done through the menu options Employee Email Statement Change and Employee Email Statement Report. These two global processes are documented under Appendix AC.
With the Email option enabled for a payroll and any of the 3 or more options selected, the T4/T4A Statement processes will generate a ATRIEVEERP$OPST4:CCCC_%%%%_YY_#####.TO_PDF file per employee. Where CCCC is the payroll ID code, %%%% is T4F# or T4A# with # being the tax group and YY the taxation year and ##### the employee number. Rerunning the T4/T4A Statement processes will delete the old CCCC_%%%%_YY_#####.TO_PDF files for the specific run and recreate them. The T4/T4A Statement Regeneration includes an option to recreate the CCCC_%%%%_YY_#####.TO_PDF for all applicable employees or to select up to seven employees. With the selective employee option, only the selected employees will have a new CCCC_%%%%_YY_#####.TO_PDF file created. This feature would be used when you have already emailed the T4/T4As out but have to change a couple of employee T4/T4A information. You would make the necessary changes to the selective employees under T4/T4A Statement Maintenance then run the T4/T4A Statement Regeneration option selecting only those employees for Email generation. The employee and employer print files along with the CRA extract file (when applicable) will be regenerated containing all employees. The selected employees will be the only ones to have new CCCC_%%%%_YY_#####.TO_PDF files created. You could then re-email just this selected group of employee’s emails.
The Build PDF/Email T4/T4A Statements process generates a graphical version of each CCCC_%%%%_YY_#####.TO_PDF file found at the location pointed to by the ATRIEVEERP$OPST4 logical. The graphical PDF files are named CCCC_%%%%_YY_#####.PDF and are generated at the same location. The PDF file is an Adobe Acrobat Reader standard. The employee's computer must have the Adobe Acrobat software installed in order to view the graphical T4/T4A statements. The original text ATRIEVEERP$OPST4:CCCC_%%%%_YY_#####.TO_PDF file is renamed to ATRIEVEERP$OPST4:CCCC_%%%%_YY_#####.EARN_TXT to prevent the file from being reprocessed. This step is done for all .TO_PDF files found for the specified T4/T4A selection.
For Merged T4/T4A statements, the email statements are generated as MERG_T4%#_yy_#####.TO_PDF when % if F for T4 and A for T4A, # is the last digit of the RP number, yy is the year and ##### is the employee number. The Merged email statements are created in the same location, at ATRIEVEERP$OPST4. The employee’s T4 Statement field is taken from the employee’s first active or first payroll found for the group of payrolls attached to the selected RP number.
When the employee's T4 Statement field contains an 'E' the employee's T4 statement will be sent to the email address defined on the employees main demographic screen, appending the Client Email Domain when applicable. A copy will also be posted to the web for web viewing.
When the employee's T4 Statement field contains a 'W' the employee will receive an email notifying him that his email statement is now available for viewing through the T4/T4A Statement Viewer.
When the employee’s T4 Statement field contains the M N the employee will not have a PDF version of the T4 Statement generated.
This Email T4/T4A Statement process can also be used to resend all or selective employees T4/T4A statement or notifications.
Note: this job will run only in batch.
Email T4 OR T4A Statements
Enter 'T4' to email T4 statements.
Enter ‘T4A’ to email T4A statements.
Regular Or Merge Statements
Enter ‘R’ to process the T4/T4A statements from the current payroll information.
Enter ‘M’ to process merged T4/T4A statements for a specific RP number.
When Emailing Regular T4/T4A was selected:
Select Tax Group To Print
Enter 6, 7 or 8 to specify the correct taxation number.
When Emailing Merged T4/T4A was selected:
Select RP Number To Email
Enter the applicable RP number to email T4/T4As.
Enter Taxation Year
Enter the applicable four digit taxation year.
WHEN ATRIEVEERP$OPST4:CCCC_%%%%_YY_#####.TO_PDF FILES EXIST OR
ATRIEVEERP$OPST4:MERG_T4%#_YY_#####.TO_PDF FILES FOR MERGED:
Process Emails, Resend Email Or Test
Enter 'P' to generate and/or email a graphic version of the employee's T4/T4A statement. The 'P' option will process all .TO_PDF files found for the criteria selected.
Use look-up for a list of all ATRIEVEERP$OPST4:CCCC_%%%%_YY_#####.TO_PDF email files to be processed for the selected tax group and year. The option to Global Resend is not available when existing ATRIEVEERP$OPST4:CCCC_%%%%_YY_#####.TO_PDF files are found. look-up can be used to identify any leftover email files that were not converted/processed on the original process run.Enter 'T' to select up to 5 employees for a test run. On the test run all selected employee’s PDF T4 statement will be created and emailed using the fake employee number of ZZZZZ. This is done to ensure the test PDF is not visible from the web Employee Self Service under the selected employees. The selected employees .TO_PDF file will not be affected by the test run. The Test option will override the Pay screen options of W, M W to E for the test only so a PDF T4 will be delivered to the override email address.
Test processing will always (only) email to email address entered following this prompt. This email address defaults to your email address but can be set to any valid email address.Enter ‘R’ to select up to 5 employees to resend emails. The selected employees must have a CCCC_%%%%_YY_#####.PDF file already.
When ‘T'EST was selected:
Select Employee Number To Test Email
Enter up to 5 employees, one at a time, to use for a test. Select Clear to remove the selected employee list. Test processing will always email the default address entered during the process.
Enter 'N' when you do not want to resend an employee's email.
Enter 'Y' to resend selective employee’s emails.
Selective Or Global Resend
Enter 'S' to specify select employees to resend to.
Enter 'G' to resend all emails/messages for the given payroll and pay period.
To resend an email for 'S'elective employees:
Select Employee Number To Resend Email
Enter one or up to 5 employee numbers to have those employee's T4/T4A statement or notification resent. The selected employees must have a CCCC_%%%%_YY_#####.PDF file already.
Use the look up to view a list of the selected email files to be resent.
Omit Reporting Mailed Entries
Enter 'N' to report all converted entries.
Enter 'Y' to omit printing entries where no email will be sent. This option excludes employees not set to receive an email. This option will not exclude error messages.
Only when 'T'est was selected:
Send Test to Email Address
Enter a valid email address where the T4/T4A test PDF documents should be sent.
Report by Employee Number Or Name
Enter 'E' to report employees sorted by employee number.
Enter 'N' to report employees sorted by employee name.
The report lists the following:
Employee number and name
T4 Statement codes per employee
Employee's email address or override email address, when applicable
Action:
CONVERTED: a graphical T4/T4A was generated
CONVERTED TEST: a graphical T4/T4A T4/T4A statement is generated as employee ZZZZZ and sent to the override email address as shown.
EXISTING: the existing PDF was sent.
EMAIL SENT: the T4/T4A statement was emailed
NOTIFY SENT: notification of T4/T4A statement availability was sent
Error: an error occurred. The error will follow.
Password used per employee, when applicable
Total PDF files generated
Total T4/T4A statements emailed
Total Notifications sent
Total errors
Total invalids