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To create an email template, follow the procedure below.

1

From the left hand menu panel click Maintenance and in the Global Section, click Pay / Bill Email Template.

The Pay / Bill Email Template screen displays.

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2

Click Add.

The Pay / Bill Email Template Entry screen opens.

3

In the Country field, select the country to which the template is to belong.

4

In the Type field, select the type of email template required. The options available will change depending on the Country selected.

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titleAustralia

Invoice / Credit Note

Payslip

Payment Summary - If you are reporting through Single Touch Payroll (STP) you are not obligated to issue payment summaries to payees.

STP EOFY Finalisation - used for notifications that are sent to payees when their finalised earnings for a financial year are successfully reported to the ATO in a STP EOFY batch. This type of notification can be used to alert payees that their finalised income statement for the financial year is available in the myGov portal and can be used to pre-fill their tax returns after 30 June.

STP Pay Finalisation - used for notifications that are sent to payees when they have had their employment terminated in a pay batch and their final pay has then been reported successfully to the ATO via STP. This type of notification can be used to alert payees that their finalised income statement is available in the myGov portal.

STP Finalised Pay Update - used for notifications that are sent to payees who have had their pay finalised but receive further payments in the financial year, which are reported successfully to the ATO via STP. This applies to payees who have had their pay finalised at EOFY and payees who have had their pay finalised due to having their employment terminated. This type of notification can be used to alert payees that their finalised income statement on myGov has been adjusted since being finalised.

Proforma Remittance - used to deliver proforma remittance documents that are automatically generated when an interpreted timesheet is released for payroll processing.

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titleNew Zealand

Invoice / Credit Note

Payslip

Proforma Remittance - used to deliver proforma remittance documents that are automatically generated when an interpreted timesheet is released for payroll processing.

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titleUnited Kingdom

Invoice / Credit Note

Payslip

P60

P45

Proforma Remittance - used to deliver proforma remittance documents that are automatically generated when an interpreted timesheet is released for payroll processing.

All Countries will be able to select a Payslip Type of Supplier where the payslip is delivered to the supplier of a Supplied Payee.

5

In the Name field, type a unique name for the email template. Note that the name must be unique within the selected country but can be the same as that of another email template record for another country.

6

If the email template is not to be active by default, click the Active field to clear the tick.

7

In the Subject field, type the default subject line for the email message.

8

In the Message field, type the default body text for the email message and add any merge tags as required by double clicking on the merge tag required, or clicking on the merge tag then the arrow icon. You can move any merge tag if necessary by copying and pasting the merge tag or using any other standard Windows text editing operations to shift the position of the tag.
Ensure that you move/copy the entire tag including the parenthesis surrounding the field name as the parenthesis designate the start and end of the merge tag.

You can delete any merge tag that has been inserted into the message or that is defined by default by the message template by selecting the entire tag and clicking DELETE.

Click below for more details on what merge tags are available by Type.

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titleInvoice / Credit Note

BillingCompanyContactEmail

Email address of the contact person at the billing company that is issuing the invoice/credit note. This is taken from the billing company record.

BillingCompanyContactFirstName

First name of the contact person at the billing company that is issuing the invoice/credit note. This is taken from the billing company record.

BillingCompanyContactPhone

Telephone number of the contact person at the billing company that is issuing the invoice/credit note. This is taken from the billing company record.

BillingCompanyContactSurname

Surname of the contact person at the billing company that is issuing the invoice/credit note. This is taken from the billing company record.

BillingCompanyCorporateIdentityNumber

Corporate identity number of the billing company that is issuing the invoice/credit note. This is taken from the billing company record.

BillingCompanyCountry

Country to which the billing company that is issuing the invoice/credit note belongs. This is taken from the billing company record.

BillingCompanyName

Name of the billing company that is issuing the invoice/credit note. This is taken from the billing company record.

DebtorCode

Unique ID number identifying the debtor company receiving the invoice/credit note. This is taken from the debtor record.

DebtorContactName

Name of the contact person at the debtor company receiving the invoice/credit note. This is taken from the debtor record.

DebtorEmail1

Primary email address of the debtor company receiving the invoice/credit note. This is taken from the debtor record.

DebtorEmail2

Secondary email address of the debtor company receiving the invoice/credit note. This is taken from the debtor record.

DebtorMailAddress1

First address line of the mailing address of the debtor company receiving the invoice/credit note. This is taken from the debtor record.

DebtorMailAddress2

Second address line of the mailing address of the debtor company receiving the invoice/credit note. This is taken from the debtor record.

DebtorMailCountry

Country in which the mailing address of the debtor company receiving the invoice/credit note is located. This is taken from the debtor record.

DebtorMailStateProvince

State or province in which the mailing address of the debtor company receiving the invoice/credit note is located. This is taken from the debtor record.

DebtorMailSuburb

Suburb or city in which the mailing address of the debtor company receiving the invoice/credit note is located. This is taken from the debtor record.

DebtorMailZipPostCode

Zip code or post code of the debtor company receiving the invoice/credit note. This is taken from the debtor record.

DebtorName

Name of the debtor company receiving the invoice/credit note. This is taken from the debtor record.

InvoiceBalanceDueDate

InvoiceBalanceDueDate

Date on which payment of the invoice/credit note is due, based on the issue date and the invoice terms.

InvoiceNumber

Invoice/credit note number, as defined on the invoice/credit note.

InvoiceTerms

Payment terms as defined on the invoice/credit note.

RecipientFirstName

Prints the given name of the contact, who is the recipient of the email, within the body of the email.

RecipientSurname

Prints the family name of the contact, who is the recipient of the email, within the body of the email.

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titlePayslip / AU Payment Summary / AU STP / UK P45 / UK P60

PayCompanyContactEmail

Inserts the email address of the pay company that is issuing the payslip.

PayCompanyContactFirstName

Inserts the first name of the contact person for the pay company that is issuing the payslip.

PayCompanyContactPhone

Inserts the telephone number of the contact person for the pay company that is issuing the payslip.

PayCompanyContactSurname

Inserts the surname of the contact person for the pay company that is issuing the payslip.

PayCompanyName

Inserts the name of the pay company that is issuing the payslip.

PayCompanyPayslipContact

Inserts the name of the payslip contact person for the pay company that is issuing the payslip.

PayCompanyPayslipContactEmail

Inserts the name of the payslip contact person for the pay company that is issuing the payslip.

PayeeFirstName

Inserts the first name of the payee to whom the payslip is being issued.

PayeePayslipMessage (Payslip)

Inserts the payslip message as defined on the payslip details for the pay company that is issuing the payslip.

PayeeSurname

Inserts the surname of the payee to whom the payslip is being issued.

PayPeriodEndDate (Payslip)

Inserts the end date of the pay period to which the payslip corresponds.

PayPeriodStartDate (Payslip)

Inserts the start date of the pay period to which the payslip corresponds.

LinkToDownloadDocument

Click .

A confirmation message opens indicating that the email template has been saved.

Inside the confirmation message, click .

The confirmation message closes.

Adding Merge Tags to the Email Template

When creating an email message template you can add additional merge tags to the message body text that is displayed within the Message field in the Email Template Entry screen. To do this, follow the procedure below.

...

How to Add a Merge Tag to the Message Text

...

In the Message field within the Email Template Entry screen, click the position within the message text where you want the merge field to appear.
The text cursor flashes at the position where you clicked.

In the Merge Tags field, click the merge tag to be inserted into the message.

 Click here to see descriptions of the available merge tags.

...

To the left of the Merge Tags field, click  .The selected merge tag is added to the Message field at the point where you positioned the text cursor.

...

PaymentPeriodEndDate (🇦🇺 AU Payment Summary)

Inserts the end date of the pay period to which the payslip corresponds.

PaymentPeriodStartDate (🇦🇺 AU Payment Summary)

Inserts the start date of the pay period to which the payslip corresponds.

YearEnding (🇬🇧 UK P60, 🇦🇺 AU Payment Summary, 🇦🇺 AU STP)

Inserts the calendar year in which the end of the tax year, to which the payment summary corresponds, falls into.

SupplierComanyName (Payslip Type Supplier)

Name of the supplier to which the payee relates to.

SupplierContactFirstName (Payslip Type Supplier)

The contact first name on the supplier company.

SupplierContactSurname (Payslip Type Supplier)

The contact surname on the supplier company.

LinkToDownloadDocument

Outputs a url for a payee or supplier contact to click on to access the online document.

For all countries where type is Supplier, this link downloads the consolidated supplied payee payslip

For 🇦🇺 AU and 🇳🇿 NZ where type is Payslip, this link downloads the Payslip.

For 🇬🇧 UK where type is Payslip, P45 or P60, this link downloads the applicable document.

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9

Click Save.

A confirmation message opens indicating that the email template has been saved.

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