To generate and distribute pay slips in SapphireOne, navigate to the PayRoll/HR Mode, select the Payslips Report from the Reports menu, and choose the desired pay run, either the current or a historical one. The process is as follows.
- Navigation – Go to Payroll/HR > Payroll > Report and then select the PaySlips item. SapphireOne will display the Employee Pay Slips Reports printer dialog screen.
- Printer dialog screen options:
- Print Destination – For printing pay slips in SapphireOne, the user has several options, with the two most common being: sending the pay slips directly to a connected printer for physical copies or sending them as emails to employees. When choosing the email option, ensure that all employee email addresses are correctly set up in their profiles to avoid delivery issues.
- Report Type – There are a number of report formats available in SapphireOne for generating payslips, ranging from Laserwriter for direct printing to Export Payslip for creating digital files. Select the format that best suits your organisation’s needs and distribution method.
- Report Sort Order – In SapphireOne, reports can be sorted using various criteria, including by ID or by Department. Choose the sort order that aligns with your organisational needs for easier processing and distribution of payslips.
- Report Selection – Select the relevant pay run from the list provided, or choose from the other available options, which include four additional items tailored for specific reporting needs. Ensure your selection aligns with the desired pay period or reporting criteria.
- Filtering the List of employees. SapphireOne offers extensive filtering options located at the bottom of the Print Dialog screen. These filters allow users to refine the employee list based on criteria such as department, ID, or specific pay runs, ensuring accurate and tailored report generation.
- Filter Option menu – The first dropdown menu in the Print Dialog screen defaults to the Payrun No option. Users can select other filtering options as needed, such as Employee ID, Department, or Tag 3, to customise the list of employees for the report.
- Second Option Menu – The second dropdown menu provides comparison operators ranging from Equals to Does Not Contain, allowing users to further refine employee filtering criteria based on specific conditions.
- Data entry Menus – The last two dropdown menus in the filtering section are for data entry. These allow users to input specific values, with two fields provided when the selected filter option, such as Between, requires a range of values
- Final Steps – Carefully review the pay slip details for accuracy, ensuring all information is correct and aligned with the selected pay run and filters.
- Once verified, click on the appropriate option, as documented above, to generate the pay slips in the chosen format and distribution method.
- Distribute Pay Slips – Use the distribution options documented above to send pay slips either directly to a printer for hard copies or via email to employees.
- Ensure all distribution settings, such as printer configurations and employee email addresses, are correct to facilitate smooth delivery.
For more detailed instructions & documentation, please refer to the Payroll/HR > Payroll > PaySlips Report article.