How to setup a workflow to email payslip to employees: Sage X3 People

Application: Sage X3 People

Version: U9 patch 5

 

  1. Open Setup, General parameters, Parameter values.
  2. Expand SUP chapter and click on Action button for the WRK Group.Following are some of the important parameters and their descriptions:SERMES – We can specify the SMTP server Hostname or IP address here. This server will then be used to send workflow email notifications. This field can be left blank if local email client is to be used to send workflow emails.

    TRAMEL – This parameter determines whether workflow logs are to be enabled or disabled.

    TYPMES – This parameter determines the default email sending mechanism. The possible options are:

    Server: Choose this option if SMTP Server is to be used to send workflow mails. SMTP server Hostname or the IP address must be specified the in the SERMES parameter.

    Client: Choose this option if the local email client (e.g. Outlook mail client) credentials is to be used to send the workflow emails.

    WRKRMTDIR – We need to specify the WORKFLOW directory path that on the webserver. This is the path where workflow replies will be stored for batch execution.

    WRKRMTHTTP – This is the X3 webserver machine name or IP address, with the relevant port number (e.g. 28880) and the X3 workflow process name AdxWfC (this name is case sensitive).

    WRKRMTMAC – This is the X3 webserver Hostname or the IP address along with the X3 Runtime service port number (e.g. 1802).

    WRKSINTER – This is the X3 webserver URL which can be accessed over the internet

    WRKSINTRA – This is the X3 webserver URL that can be accessed within the LAN (intranet)

    Hope this blog on Workflow parameters would help you in tuning your workflows as desired.

  3. Verify that you have an email server entered for parameter SERMES.
  4. Click OK.
  5. Click on Action button for RPT Group.
  6. Verify that ASAIDEST parameter is set to No.
  7. Open Setup, Workflow, Workflow rules.
  8. Select EMLPAY workflow and create a new workflow called EMLPAY2 , by coping EMLPAY.
  9. Set the condition on the workflow to only run when your Employee Payslip report is printing(in this example it’s ALLPAYSLIP)
  10. Click on Recipients tab and add Employee to the recipients, similar to below,( note this will email to the employee).
  11. On the Message tab, verify that GFILPATH is set under attached documents.
  12. Save and Validate.
  13. Open Personnel Management, Employee, Address Tab, Detail Section and Email ensure the employee has a valid email address
  14. Go to Report, Payroll Management
  15. Select ALLPAYSLIP report( this is the report we set as part of the workflow)
  16. Choose output of Message.
  17. Click Print.
  18. Your Employee would receive an email with the attached payslip

 


Employee Management by People Payroll & HRIS

Employee management is your first concern if you are a supervisor or manager at work. Effective management and leadership of employees allow you to accomplish your goals at work. Effective employee management and leadership allow you to capitalize on the strengths of other employees and their ability to contribute to the accomplishment of work goals. Successful employee management and leadership promote employee engagement, motivation, development, and  retention.

The VIP People application has been designed around an ‘Entity‘ concept.

This module allows you to

  • Allows you to create multiple records for a single person
  • Use built-in checklists to create new employees and terminate existing ones
  • Move employees between companies, company rules or policies easily with the employee transfer wizard, and much more

Employee Screen

The following Actions are listed at the bottom left-hand side of the screen:

  • Employee Detail,
  • Payslip Definition,
  • Contracts and Benefit Funds,
  • Payslip Detail,
  • Leave Details,
  • View Tax,
  • Personnel Management (if licensed),
  • Performance Reviews (if licensed),
  • Adjustment Analysis,
  • Memos, and
  • Councils (if set up).

Employee Detail

Employee Payslip Details

Employee Leave details

Sections

  • Employee Leave Details
  • Employee Leave Policy
  • Employee Leave Transactions
  • Employee Leave Calendar

Personnel Management

Personnel Management is a licensed module. The followings are sections available in the module

  • Disciplinary Parameter Codes
  • Discussion Parameter Codes – Not Using a Template
  • Discussion Parameter Codes – Using a Template
  • Experience Parameter Codes
  • Items Issued Parameter Codes
  • Qualification Parameter Codes
  • Training Parameter Codes
  • Intervention Parameter Codes
  • Employee Disciplinary Transactions
  • Employee Discussion Transactions – Not Using a Template
  • Employee Discussion Transactions – Using a Template
  • Employee Experience Transactions
  • Employee Items Issued Transactions
  • Employee Qualification Transactions
  • Employee Training Transactions
  • Disciplinary Process
  • Personnel Management Reports

Recruits

The VIP People application allows you to add a recruit in order to:

  • Record applicants for employment.
  • Calculate a “dummy” payslip to successful candidates in order to generate an offer of employment.
  • Allow you to employ the applicant once the offer has been accepted.

Terminating an Employee

Terminating an employee on VIP People application has been one of the features I am fond of. When terminating an employee you are terminating the Employee record not the Entity record. Therefore, on the Employee Details screen enter the applicable termination reason and termination date.

If you enter a future termination the application will prompt you if you want to do the final tax calculation now or in the termination period.

“Terminate Employee checklist” is always displayed whenever you are terminating an employee. The checklist indicates the basic screens/steps that must be completed for a terminated employee

Employee History Payslip

The History Payslip Module allows you to view all payslips for all employees for all the pay periods where the Period Status = H – History. It also allows you to capture adjustments for previous tax years it is necessary to be able to process adjustments in the final pay period of the tax year.

History payslips can only be viewed but never edited.

However, you can create a Tax Adjustment payslip for payslips in the final period of the tax year.

I will discuss various employee reports that can be viewed from people application in my next article.

Kindly drop a comment


Leave Management by People Payroll

People payroll development team has taken the serious effort to implement leave management processes across Africa. In this article I will summarize the features available.

Leave Policy Screen

All employees must be linked to a Leave policy (A nice control implemented properly). The leave policy determines the leave entitlement for applicable leave definitions

Policies are defined at company leave and linked to an employee. Changes can be made to employee’s leave policy, if the leave policy the employee is linked to allows for changes on employee level

Employee leave details

The employee’s leave detail defaults from the leave policy to which the employee is linked. Changes to the employee’s leave entitlement cannot be made on the Leave Detail screen.

Leave calendar

The leave calendar displays all leave transactions and related dates on an MS Outlook style calendar

Employee Leave Reports

People payroll comes with a set of predefined leave reports including

  • Leave Details
  • Leave Summary
  • Leave adjustment
  • Leave Basic
  • Leave by Months
  • Leave provisions
  • Leave Max Credit

Other Features

  • Future period transactions
  • Multiple Employee leave policy Transfer

Stay tuned for more features…