Build PDF Or Email Earnings Statements

The Build PDF / Email Earnings Statements process generates and/or emails a graphic version of the employee's earning statement. The graphical earning statements may be emailed to employees or setup for viewing through the Earning Statement Viewer. An option is available to password protect the graphical or PDF version of the Earning Statement files. See Password On PDF Statements PDF field in the Users Specific Parameters Profile.

Emailing earning 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 SRB. 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 Earnings Statement procedure requires the creation of a global directory and the definition of the global logical SRB$OPSEARN. The individual employee earning statement files will be generated at the location pointed to by the SRB$OPSEARN logical. It is possible to define this logical to point to multiple locations/disk (cascading logical) to facilitate the storage of number of years of earning statements.

The employee's master record contains the employee's email address. The Human Resources 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 EARN Statement field controls the generation of the individual employee's email earning statement at the time the Payroll Processing is run. This Earn Statement field may be set with 'M'ail, 'E'mail, or 'W'eb or any combination of these codes. When this field is empty or when the payroll's email profile is not enabled, only the standard text entry into the statement print file Payypp.EST will be generated. With the Email option enabled for a payroll and any of the 3 or more options selected, the Earning Statement phase of the payroll run will generate an ascii SRB$OPSEARN:CCCC_YYYYPP_#####.TO_PDF file per employee. Where CCCC is the payroll ID code, YYYYPP the pay period number and ##### the employee number. Rerunning the Payroll Processing step of the payroll will delete the old CCCC_YYYYPP_#####.TO_PDF files for the specific run and recreate them.

The Build PDF / Email Earnings Statements process generates a graphical version of each asci CCCC_YYYYPP_#####.TO_PDF file found at the location pointed to by the SRB$OPSEARN logical. The graphical PDF files are named CCCC_YYYYPP_#####.PDF and are generated at the same location. The PDF file is an Adobe Acrobat Reader standard. The employee's computer must have the Adobe Acrobat software installed in order to view the graphical earning statements. The original text SRB$OPSEARN:CCCC_YYYYPP_#####.TO_PDF file is renamed to SRB$OPSEARN:CCCC_YYYYPP_#####.EARN_TXT to prevent the file from being reprocessed. This step is done for all .TO_PDF files found for the specified payroll ID and pay period selected.

When the employee's EARN Statement field contains an 'E' the employees earning statement will be sent to the email address defined on the employee's main demographic screen, appending the Client Email Domain when applicable.

When the employee's EARN Statement field contains a 'W' the employee will receive an email notifying him that his email statement is now available for viewing through the Earning Statement Viewer.

This Email Earnings Statement process can also be used to resend all or selective employees' earnings statement or notifications.

NOTE: This job will run only in batch.

Enter Payroll ID Code

Enter a valid payroll ID code. This prompt will initially default to the payroll ID code in the Payroll Master Payroll profile for the current payroll. Use look-up to view/select the applicable payroll ID code.

Enter Pay Period

Enter the applicable pay period for the Earnings Statements. This prompt will default to the current Pay Period from the Payroll Master Profile for the payroll ID code selected. Use look-up to view/select the applicable pay period for the payroll selected.

When SRB$OPSEARN:CCCC_YYYYPP_#####.TO_PDF Files for the pay period exist:

Process Emails, Resend Email or Test

Enter 'P' to generate and/or email all graphic version of the employee's earning statements.
Use look-up for a list of all SRB$OPSEARN:CCCC_YYYYPP_#####.TO_PDF email files to be processed for the selected pay period. The option to Global Resend is not available when existing SRB$OPSEARN:CCCC_YYYYPP_#####.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 a test run the selected employee's PDF earning 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.
Test processing will always (only) email to the override email address, as defined on the Global Email Profile.
Enter 'R' to select up to 5 employees to resend emails. The selected employees must have a CCCC_YYYYPP_#####.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 the 'clear' icon to clear the selected employee list. Note, the employee's selected for a test email must have the option to email their earning statement active (E) on their Pay screen in order to receive the PDF via email.
When NO SRB$OPSEARN:CCCC_YYYYPP_#####.TO_PDF files for the pay period entered exist, you are given the option to resend for all or selective employees:
Enter 'N' when you do not want to resend an employee's email.
Enter 'Y' to resend employees emails.

Selective or Global Resend

Enter 'S' to specify select employees to resend.
Enter 'G' to resend all or a range of emails/messages for the given payroll and pay period.

To resend an email for 'S'elective employees:

Select employee number to resend email

Enter the employee number to have that employee's earning statement or notification resent. The employee selected must have an existing CCCC_YYYYPP_#####.EARN_TXT to CCCC_YYYYPP_#####.TO_PDF file for the selected pay period.

When Resend for 'G'LOBAL was Selected:

Resend All or Range of Employees

Enter 'A' to resend for all employees for the given payroll and pay period selected.
Enter 'R' to define a range of employee numbers to be resent.

When Resend for 'R'ANGE was Selected:

Enter First Employee in Range to Resend
Enter Last Employee in Range to Resend
Enter a range of employee numbers to resend emails.

When 'S'elective resend was chosen:

Override to Default Email Address

Enter 'N' to send the selective resend emails to the employee's email address.
Enter 'Y' to send the selective resend emails to the Reply-to email address defined under the Global Email Profile record for the selected payroll. This option allows you to run a test and have the email go to your administrative email account where you can verify the results or print the email for manual distribution.

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 Earning Statement 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
Earn Statement codes
Employee's email address
Action:
CONVERTED: a graphical earning statement was generated
CONVERT TEST: a graphical earning statement is generated as employee ZZZZZ and sent to the override email address
EXISTING: the existing PDF was sent
EMAIL SENT: the earning statement was emailed
NOTIFY SENT: notification of earning statement availability was sent
ERROR: an error occurred. The error will follow.
Password used per employee, when applicable (optional).
Total PDF files generated
Total Earning statements emailed
Total Notifications sent
Total errors
Total invalids