Accessing and Downloading PDF Payslips

Accessing and Downloading PDF Payslips

Once the payroll has been processed and reconciled, payslips should be distributed to employees.  This article clarifies how to payslips can be accessed and downloaded.
Employees can access and download their payslips via ESS or Pacey. Should the ESS module not be used, company level users can download the Payslips report to provide to employees.

      An example of a PDF payslip

      

Employee Self Service (ESS)

If employees are registered for Employee Self Service (ESS),  an email notification informing the employee that their PDF Payslip vis a link to their ESS profile. To configure this function, enable the "Will Payslip be emailed to All Employees?" checkbox on the Basic Company Information screen.

      Navigate > Configuration > Basic Settings > Company Settings > Basic Company Information > General

      

The system will send the emails out on the specified pay date on the Payslip Pay Dates screen.

      Navigate > Payroll Cycle > Payslip Pay Dates

      

      An example of the payslip email notification

      

Once the employee accesses their ESS profile via the "View payslips" button on the email, they will be able to view and download their payslip from the Payslips screen. 

      

Icon explanations

        Select the "view" icon to open the payslip on the system.

                        

       Select the "download" icon to download the payslip in PDF format. The file will be saved in your Downloads folder.

       Select the "email" icon to send the PDF email as a zipped file to the employee, which will be password protected.

PaySpace Edition
      This feature is available on all the PaySpace editions.

Pacey (ESS via Whatsapp)

Pacey allows employees to view and download their payslips through Whatsapp in PDF or text format.

Each employee on registered on Pacey will be provided with a predefined number of conversations per calendar month. Employees will be limited to the number of predefined conversation that is chosen on company level. These conversations is measured in 24-hour increments that starts when the first message by the user is sent to Pacey .

During this 24 hour window the user can interact with Pacey through as many messages as they like as required. After the first 24 hour window has lapsed and the User starts another conversation with Pacey after their initial 24 hours, it will be counted as a second conversation.

Important! In order for employees to use Pacey, the add on module needs to be activated for the company on the system.

Related FAQs

Make use of the following steps to access and download a payslip via Pacey.

      Step 1 - Initiate a conversation with Pacey, by sending a "Hi" message/text.

      Step 2 - Select "View payslips" from the Menu options.

            

            

      Step 3 - Select a payslip for the month to be downloaded.

            

            

            

      Step 4 - Select the format you would like to view the payslip in.

            

      Step 5 - Open or download the payslip onto your device.

            

Note! Pacey has replaced the SMS Payslip feature, which was sunset on 1 December 2022. It will be the mobile channel for employees to access their payslips going forward.

Generating PDF Payslips from the Reports Menu

If the ESS module not be used, company level users can download the Payslips report to provide to employees..

      Navigate > Reports > Reports > Standard > Payroll

      

      

      Navigate > Reports > Reports > Standard - Classic > Payroll
      
            

            

Field explanations

Field

Explanation

return this report to me in the following format

Various formats are available to extract reports.

email this report to me in the above format?

Selecting this option, when the report is executed, will e-mail the report to you in the selected format. The report will be zipped, and password protected.

tick here if you want to add this report with the selected parameters to your list of scheduled reports:

You can select to save all defined parameters. A unique name can be specified to identify the report, going forward. The report will be saved as a scheduled report for future use. Note! Scheduled reports are set up per user profile

select a run

Choose a run whose payslips will be downloaded/extracted.

sort order

Choose a option to sort employees by their last name or employee number.

exclude org. unit, pay point & project sorting (only sort on the option selected above) 

By default, the payslip report is sorted by org. unit, pay point and then projects. Selecting this option, will ignore the default and sort the report either by Employee Last Name or Employee Number as per the sort order selection.

include zero net pay payslips? 

Employees’ payslip with a zero net pay, will also be generated.

exclude payslips for employees marked as paid?

This applies to the run selected above. Where the indicator, net pay for this payslip has already been paid, has been selected on the Payslip Edit Screen, the payslip will be excluded. 

filter employees paid via 

The Payslips Report can be generated for employees who are paid Cash, Cheque or EFT.

organisation level

These two fields work in conjunction with each other. You can run the report for a specific organisation level.

organisational units 

Alternatively, you can run the report for a specific organisational unit by selecting the box from the list provided. Selecting a parent item will automatically include all relevant children items. Note! Should the parent and children items be selected, the figures will double on the reports.

employee number

Specify the employee number to generate a PDF Payslip for a specific employee record.

only include employees that do NOT have email addresses? 

Selecting this option, will only include employees without an email address specified on their Basic Profile screen.

do you want to view the component names in an alternative language?

This option allows you to provide the PDF payslips in an alternate language. Only the component names will print in the alternative language as it was set up on company level.

position

If you are utilising this field, by default, the report will return all employees linked to all positions. However, you can choose to only run the report for a selected position.

custom field

 This field may be ignored.

Execute 

This will execute the file containing the PDF payslips. The file will be obtainable from your Downloads Folder.

Send Email Notification

 If Employee Self Service (ESS) is used, selecting this option will e-mail payslip notifications to employees. The e-mail will contain a link that will direct the employee to their Employee Self Service (ESS) profile.



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