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

 


Sage X3 People: Payslip by Email

This function in Sage X3 People allows to send to the employee the monthly payslips by email. This function can be used to send by email This function allows to send to the employee the monthly payslips by email. This function can be used to send by email payslips corresponding to several criteria.payslips corresponding to several criteria.

 

This screen allows you to:

  • Select the payslips to sent by email by entering criteria for the company, the site, the department, the profile, the employees and the population.
  • Specify the dates of the payslips. It is possible to send more than one payslip by pay date for the same payment month.

To send the Pay slip by email, the follow criteria must be fulfilled:

  • The pay slip status must be calculated or printed;
  • The Setup must be completed.

At the end of the process, a log file displays the report of the generation.

 

 


Sage X3 People

Simple, flexible, yet powerful Resource Management software

  • The software can be accessed online as well as from mobile devices
  • Can be fully integrated with the Sage X3 software
  • Providing access at all times and from all places, the software is perfectly suited for a mobile workforce
  • The software provides self-service HR services that ensure higher employee retention

Sage X3 People was earlier known as the Sage HR Management (HRM). This system is a simple and flexible HR management solution that is ideal for mid and enterprise-sized companies. The system can assist the companies in achieving more control over the workforce costs, helping increase the overall efficiency. Integrated with Sage X3, the software solution can provide more exhaustive and accurate data for multiple business units and locations. Users can access Sage X3 People both online as well as through their mobile devices.

Sage X3 People is the perfect cost-effective integrated payroll solution for Sage X3 customers. This software can also be used as a standalone HR management system that also offers self-service capabilities to businesses in the healthcare, servicing, distribution, and manufacturing industries.

Forward-looking solutions with the latest in technology

The Sage X3 People software includes new technological components that are widely recognized as the most forward-looking advancements in the industry. These advancements cover multi-bowser and mobile usage, cloud database integration, document management, web service development, and speed search.

User-centred design

Our futuristic technology designs help in increasing the collaboration and overall visibility in your company. The self-service capabilities and user-centered design provides the managers and the employees with an easy access to required information at all times and on all devices.

Multi- browser, multi-OS and multi-database

Sage X3 People is compliant with HTML5, because of which, you can access any popular web browser like Opera, Safari Google Chrome, and Microsoft Internet Explorer.

The system is also compatible with a number of operating systems like Windows, Linux (Red Hat), or Unix (AIX) as well as either Microsoft SQL Server or Oracle databases.

Multi-user performance

The system has a robust N-tier architecture that consistently delivers high performance, even with hundreds of concurrent users.

Functionality

Personnel Administration:
A functional structure adapted to multiple entities and decentralised organisations;
Fully detailed employee records with complete history;
Pre-on boarding file and data review;
Generates contract and legal documents;
Manages concurrent contracts and multiple occupations – part time, seasonal activity, entertainment;
Monitors and provides alerts for health check-ups, work permits, and regulatory authorisations.

Payroll:
Payroll preparation, statutory declarations, and annual reports;
Accounting and payment management;
Back-pay and regularisations;
Adherence with training, expenses tracking, and time and activity management.

Total payroll and budget forecasting:
Budget planning, portfolios definition, and segmentation through companies, subsidiaries and branches;
Scenario definition, comparison, revision and reforecast;
Definition of detailed assumptions and global assumptions;
Variance analysis, operational indicators and KPI analysis, drill down from figures to detailed commitments.

Time and activity management:
Forecasting and tracking of work-hours and costs;
Attendance monitoring – such as leave, illness, and accidents;
Management of work-hours, shifts and cycles, bonuses, absenteeism totals, and leave entitlement calculation and valuation;
Generates predictive calendars or attendance-history reports.

Skills and competencies management:
Skills and competencies tracking and mapping among employees;
Strengths and improvements analysis by company, subsidiary and branch;
Job, role and mission definitions, with skills requirements and compensation package;
Performance management: skills assessment, training programs, and skills transfers planning.

Training Management

Training budgets:
Budget wizard to define training plans and budget;
Training needs, requests, and auto detection;
Gross training costs calculation and budget control.

Training programs:
Training path, organisation, and tracking of training actions;
Training catalogue accessible within the self-service portal.

Appraisals and interviews:
Appraisal of goals and achievements;
Performance assessment tools;
Skills review and training requests collection;
Provides a framework through the self-service portal for an interactive dialogue.

Profit sharing:
Involve and reward employees for the company’s successes and performance;
Calculate the distribute incentives and profit-sharing between employees;
Publish automated letters to rewarded employees.

Expenses management:
Expenses life-cycle management;
Online forms and refund procedure;
Promote, check, and control travel expenses policy;
Full process of approval workflow, payment, and accounting.

Analytics, reporting, dashboards:
Built-in decision making tools with ability to query from any level: company, subsidiary, branch, and any module;
User dashboards and intelligence with standard KPIs covering workforce, contracts, attendance, leave, and compensations;
Library of pre-defined reports that centralise data and delivers on demand;
Expand the core analytics capabilities with business intelligence options like SAP BusinessObjects;
Extensive library of business-oriented statistical reports, SQL query builder. and Sage graphical query builder.

Need more info or would you like to book a free demo? Contact me:


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.

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