If you want to email pay slips and reports in WageEasy, the email settings have to be entered in WageEasy.
Go to Setup, Preferences, Configuration, E-mail/Proxy, and enter the SMTP Server and Port that identifies your mail server for outgoing messages. To find the name of your SMTP Server, go to File, Account Settings in your standard e-mail program, e.g., Outlook, or ask your internal Network Administrator (the IT person looking after your computer), or contact your internet service provider. Most SMTP Servers are written in the form ‘mail.xxxx.com.au’ or ‘smtp.xxxx.com’, where the xxxx.com.au or xxxx.com represents the network or the outgoing mail server name.
The SMTP Server name is your provider name, which could also be the name after the @ sign in your email address. In my example, I have established that my SMTP Server is mail.greatcompany.com.au.
The default Port number is 25; however, if you are using Office 365 or Gmail, then you will not use Port 25.
In From Name/Email, enter the name you wish to appear as the originator of the email and enter the appropriate email address. Often this is a generic email address i.e., Payroll, or it can be the email address of the payroll person.
In Reply Name/Email, enter the name and email address you wish to appear as the recipient of any payroll enquiry emails.
If you have used Port 25, you are now ready, and no further entries are required on the E-mail/Proxy screen.
If you are using a port other than Port 25 (i.e. you use gmail or Office 365), email authentication is normally required, and you need to provide the appropriate additional details as follows:
Server User Name: This should be your e-mail client address (i.e. [email protected])
Server Password is the User Password: This should be your e-mail client address password.
Tick Use TLS/SSL.
Depending on your Outgoing Mail Server, you may be required to select the appropriate TLS Version and TLS Connection Method. If so, select Advanced TLS Setting. By default, TSL Version is set to SSL v1 and TLS Connection Method to Use Explicit TLS, which, in most cases, requires no changes.
Consult with your IT Team or Network Administrator for the right SMTP details to add into this screen to ensure connection with your Outgoing Mail Server. As there are multiple items that may affect your ability to email out pay slips in bulk, they will also need to check any Firewalls or Security settings that may be in place, which will block your ability to utilise this function from your Outgoing Mail Server.
To email pay slips, you need to make sure that your employees have an email address in their Employee Details, and if they don't, then in Employee Details, E-mail/Internet, ADD. Type the E-mail Address and tick Use this e-mail address for Payslip delivery. OK.
On the left, select Employment, Pay Slip Options, and ensure that the Send to Employee’s Payslip email delivery address is ticked.
Check that you have an internet connection.
Reports, Pay Slips, Print Wizard, Next, Next, and on the Output Options screen, tick Use employee destination (if specified), Next.
On the Pay Slips to Print, the icon next to the emailed employees will be an envelope, instead of the printer icon.
Click Next and then Finish to start printing, saving, or emailing the pay slips.
Using Office365:
Note: To reprint or re-email pay slips, the employees will appear on the Pay Slips to Print screen without a tick next to their name. Right click anywhere on this screen (on any employee) and select Check All if you want to reprint or re-email all employees.
Note: The most common SMTP error message is Unknown SMTP or WinSock Error which is generated by your Mail Server/Out Going SMTP not recognising the details in the E-mail/Proxy area of WageEasy for it to allow WageEasy to connect with it and relay the pay slips to it. This is normally as a result of incorrect SMTP Server, Port, Server User Name, Server Password, Use TLS/SSL checkbox not selected if authentication is required or it’s selected but haven’t got the correct TLS/SSL version selected as well as your Windows security settings i.e. Firewall that may be in place which is preventing the connection.