Introduction to the Personnel Payment Register

Use the Personnel Payment register to issue expenses payments and cash advances to your employees and members of personnel. In operation, it is similar to the Payment register in the Purchase Ledger. One Personnel Payment can include a set of payments to more than one member of personnel, made from different bank accounts (i.e. using different Payment Modes), provided they use a single Currency.

To open the register, ensure you are in the Expenses or Cash Book module and select 'Pers Payments' from the Registers menu, or click the [P.Payments] button in the Master Control panel. The 'Personnel Payments: Browse' window is opened, showing Payments already entered.

In the list, the Payment Number is followed by check marks if the Payment has been Ordered or approved, by the Transaction Date and the total amount of the payment.

Entering a Personnel Payment

To enter a new Payment, first open the Personnel Payment register as described here, then click [New] in the Button Bar or use the Ctrl-N (Windows and Linux) or ⌘-N (Macintosh) keyboard shortcut. Alternatively, select a Payment similar to the one you want to enter and click [Duplicate] on the Button Bar.

The 'Personnel Payment: New' window is opened, empty if you clicked [New] or containing a duplicate of the highlighted Payment.

Since the amount of information stored about each Personnel Payment will not fit on a single screen, the Personnel Payment window has been divided into two cards. At the top of each is the header containing two named buttons ('tabs').

By clicking the tabs you can navigate between cards.

Entering a Personnel Payment - Header

No.
Paste Special    Select from another Number Series
The unique identifying number of the Personnel Payment record. When you enter a new record, Hansa will enter the next unused number from the first number sequence entered in the Number Series - Personnel Payments setting. You may change this number, but not to one that has already been used.

Pay Date
Paste Special    Choose date
The date when you want the Payment to be executed.

Trans Date
Paste Special    Choose date
The Transaction Date for the Nominal Ledger Transaction. If you are not using the Allow Trans. Date Changing option in the Transaction Settings setting in the Nominal Ledger, this date must be the same as the Payment Date and cannot be changed independently.

Pay Mode
Paste Special    Payment Modes setting, Sales/Purchase Ledger
The Payment Mode determines the Nominal Ledger Account (bank or cash Account) that will be credited with the value of the Payment.

It is possible to enter payments to different members of personnel in a single Payment record. It is also possible to enter payments across Payment Modes: specifying a Payment Mode for any of the individual payments in the grid will override that entered here.

Own Bank A/C
The number of the bank account you want to use for the Payment. This information will be brought in from the Payment Mode record.

Entering a Personnel Payment - Amounts Card

Enter the details of each payment to be made in the grid area, as follows:

Flip A

Person
Paste Special    Person register, System module
Enter the initials of the person receiving the payment or advance.

Text
Enter any text describing the transaction. The name of the Person being paid is brought in as a default.

Pay Mode
Paste Special    Payment Modes setting, Sales/Purchase Ledger
Enter a Payment Mode, if different from the Payment Mode entered in the header. This allows different payments on the same Personnel Payment to be credited to different bank or cash Accounts.

Objects
Paste Special    Object register, System module
Default taken from    Person
You can assign up to 20 Objects, separated by commas, to this Personnel Payment and all transactions generated from it. You might define separate Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports.

Any Objects specified here will be assigned to the debit posting in the Nominal Ledger Transaction generated from this Personnel Payment. Any Objects specified in the Payment Mode will be assigned to the credit posting to the Bank or Cash Account.

Cheque
Paste Special    Own Cheque register, Cheques module (if present)
Record the number of the cheque used for the Personnel Payment here.

If you have the Cheques module, this field should contain the Serial Number of a record in the Own Cheques register: use 'Paste Special' to ensure the correct record is specified.

To Bank A/C
The bank account of the payee is brought in from the 'Bonus' card of the Person record.

Amount
The amount paid out, in the Currency indicated.
Flip B
Reference Number
This field should be used by certain state companies in Estonia to record the RK Reference for each Personnel Payment row. This reference can be generated automatically and will be included in the Banking File (Estonia) export.
Footer
Ordered
Check this box to indicate that a Payment has been ordered. No Nominal Ledger Transaction will result, but you will no longer be able to modify the record.

References in these web pages to Ordered Personnel Payment records are to those whose Ordered check box has been checked, but whose OK check box has not been checked.

OK
Click this box to approve the Personnel Payment record. On clicking the [Save] button to save the record, the Bank Account specified for the Payment Mode will be credited and the Account specified on the 'Bonus' card of the Person record will be debited. The Payment will now appear in account statements produced for the individual(s) in question.

References in these web pages to approved Personnel Payment records are to those whose OK check box has been checked.

Currency
Paste Special    Currency register, System module
The Currency to be used in the payment. Only one Currency per Personnel Payment record is permitted.

The exchange rate will be shown on the 'Currency' card where you can modify it for this particular Personnel Payment record if necessary.

Bank Fee
Enter any fee charged by the bank for this Payment. Bank fees will be debited to the Bank Fee Account specified on the 'Rate' card of the Account Usage P/L setting.

Sum
The sum of all the payments entered above, in Currency.

Withdrawn
The total amount of the payment, i.e. the amount actually withdrawn from the account in the home Currency, including any extra fees. Calculated by Hansa.

Entering a Personnel Payment - Currency Card

Currency
Paste Special    Currency register, System Module
Default taken from    Default Base Currency
You can record a Personnel Payment in any Currency, although you can only use one Currency in each Personnel Payment record.

All figures entered in the Personnel Payment should be in Currency: the resulting Nominal Ledger Transaction will show figures in both foreign and home Currencies (and in the second base Currency if appropriate).

Exchange Rates
The current exchange rates for the specified Currency will be entered by Hansa.

One of two conversion methods will be used. The Dual-Base system will be useful for companies that have offices in two countries that need to report in both Currencies, for companies operating in countries where there is a second Currency (usually the US Dollar or Euro) in common use in addition to the national one, and for companies in the Euro zone who retain their old national Currency for comparison purposes. The second method is a simple conversion from the foreign Currency to the home Currency, applicable to the majority of worldwide Currency transactions. These are described below.
Exchange Rates (Dual-Base System)
If the Dual-Base system is being used, the Base Currency 1 and 2 fields on the left show in the form of a ratio the exchange rate between the two base Currencies (taken from the latest record in the Base Currency Rates setting).

Note that European Monetary Union (EMU) regulations specify that the ratios must always show how many units of the home or foreign Currency can be bought with one Euro.

Exchange Rates (Simple Currency Conversion System)
In the case of a simple currency conversion system, only the Rate and right-hand Base Currency 1 fields are used to show a simple exchange rate between the foreign and home Currencies.

Inspecting Personnel Payments, Marking as OK and Posting to the Nominal Ledger

After entering a Personnel Payment and checking that it is correct, you should mark it first as Ordered and then as OK. Depending on the payment method you are using, you can tick the Ordered and OK boxes at the same time. But if you are paying by cheque, there will be a delay between the ordering of the Payment and the clearing of the funds from your company's bank account, so you may need to tick the OK box at a later date.

In such a situation, when you issue the cheque, enter the Payment in the usual way and tick the Ordered box but not the OK box. This causes the Personnel Payment record to be locked, so that, after saving, you will no longer be able to change it. If you are using Windows or Mac OS X, you can order several Payments at once by highlighting them in the 'Payments: Browse' window and selecting 'Order' from the Operations menu.

When you receive a statement from the bank, you can reconcile it with the ordered Personnel Payments. When a Payment agrees with your bank statement, tick the OK check box and save it. If so defined in the Sub Systems setting in the Nominal Ledger and in the Number Series - Personnel Payments setting, a Nominal Ledger transaction will be generated. Again, if you are using Windows or Mac OS X, you can mark several Payments at once as OK by highlighting them in the 'Payments: Browse' window and selecting 'OK' from the Operations menu.

If an Ordered Payment is not included on the statement (perhaps because the cheque bounced or was lost), highlight the relevant rows in the Payment in turn by clicking the row number and then press the Backspace key (Windows/Mac OS X) or long tap on the row number on the left of the relevant row and select 'Delete Row' from the resulting menu (iOS/Android). A red line will be drawn through the row. When you mark the Payment as OK and save, rows with red lines will not be included in the resulting Nominal Ledger Transaction. If the Payment contains many rows and you need to apply a red line to every one, a short cut is to mark it as OK, save it and then use the 'Invalidate' function on the Record menu (which has a 'cog' icon if you are using iOS or Android).

An example Nominal Ledger Transaction created from a Personnel Payment record is illustrated below. In normal circumstances, the Transaction will include a single credit posting to the bank or cash Account specified in the Payment Mode (or more than one credit posting if you have specified Payment Modes in any of the rows). The Transaction will include separate debit postings corresponding to the rows in the Personnel Payment, posting to the Accounts specified in the Person records of the members of personnel being paid.

Tags/Objects on the debit side will be taken from the corresponding row in the Personnel Payment, while those on the credit side will be taken from the Payment Mode.

Once the Transaction has been generated, you can look at it straight away using the 'Open NL Transaction' function on the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android) (subject to access rights).

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The Personnel Payment register in Standard ERP:

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Printing Payment Forms and Cheques

It is often necessary to print certain documents associated with the Payment. These may be remittance advices, cheques or documents used to gain internal authorisation for the Payment.

If you want to print a remittance advice and a cheque together, you can do so, providing some set-up work has been carried out in advance. Follow this procedure:

  1. Using the Form register in the System module, design the remittance advice and the cheque and name them "PERS_REM_ADVICE" and "PERS_CHEQUE". The sample "REM_ADVICE" supplied with Hansa (intended for use in the Purchase Ledger) can be modified for this purpose: in the 'Properties' dialogue box (obtainable from the Operations menu) ensure the Document Type is set to "Personnel Payment Receipt" to make sure the appropriate fields are available for inclusion in the design.

  2. Select the Expenses module using the Modules menu.

  3. Select 'Documents' from the File menu or click [Documents] in the Master Control panel. The 'Documents' list window is opened showing a list of available documents. Highlight 'Personnel Payment Receipt'.

  4. Select 'Define Document' from the Operations menu.

  5. The Sequence column in the subsequent window is used to determine the order in which the Forms will be printed. If, for example, you need a remittance advice to be printed first, on the first line enter "1" as the Sequence Number and "PERS_REM_ADVICE" as the Form (you can use 'Paste Special' from the Form field to ensure the spelling is correct). On the second line, enter "2" as the Sequence Number and "PERS_CHEQUE" as the Form. The Printer column can be used to print the Forms on different printers if necessary: you may have a dedicated printer for your cheque stationery. You can, of course, specify on a third line that an internal authorisation document is also to be printed.

  6. Click [Save] to save the Payment Form definition. From now on, whenever the Personnel Payment Receipt is printed, the remittance advice and the cheque will be printed, on different printers.
You can print the Payment Form using one of two methods:
  1. When viewing an individual Personnel Payment record, by clicking the Printer icon. If you want to print to screen, click the Preview icon.

  2. By selecting 'Documents' from the File menu or by clicking [Documents] in the Master Control panel and selecting 'Personnel Payment Receipts' from the subsequent list.
If you are intending to use the Personnel Payment Receipt in this manner, it is recommended that you enter individual Personnel Payment records for each member of personnel being paid. If a Personnel Payment record contains payments to more than one Person, separate payment forms are not printed for each one.

Invalidating Personnel Payments

In some circumstances it can be appropriate to invalidate a Personnel Payment using the 'Invalidate' command on the Record menu of the 'Personnel Payment: Inspect' window. This function will remove the Personnel Payment record from all reports; any associated Nominal Ledger Transaction will be removed from the Nominal Ledger as well. An invalidated Personnel Payment record is easily distinguished because all fields have red lines drawn through them. These red lines are also shown in the 'Personnel Payments: Browse' window.

You cannot invalidate a Personnel Payment if it has not yet been approved, if it has only been Ordered or if its Transaction Date is earlier than the Lock Others date specified in the Locking setting in the System module.

Operations Menu

The Operations menus for Personnel Payments are shown above. The first illustration shows the Operations menu for the 'Personnel Payments: Browse' window: highlight one or more Personnel Payment records (hold down the Shift key while clicking) in the list before selecting the function. The second illustration shows the 'Personnel Payment: New' and 'Personnel Payment: Inspect' windows.

Operations Menu - Order

This command is available on the Operations menu only from the 'Personnel Payments: Browse' window. It permits the ordering of a Personnel Payment and is therefore the equivalent of checking the Ordered box in a Personnel Payment record. You can also select several Personnel Payments in the 'Personnel Payments: Browse' window (hold down the Shift key to select a range of Payments in the list) and order them all at once.

Operations Menu - OK

This command is available on the Operations menu only from the 'Personnel Payments: Browse' window. It permits the approving of a Personnel Payment and is therefore the equivalent of checking the OK box in a Personnel Payment record. You can also select several Personnel Payments (hold down the Shift key to select a range of Payments in the list) and approve them all at once. Remember that, if so defined in the Sub Systems setting in the Nominal Ledger, this action causes Nominal Ledger Transactions to be created for each Personnel Payment in the selection and that therefore once it has been carried out you will no longer be able to modify those Personnel Payments.

Operations Menu - Print Cash IN-OUT

You will usually use the 'Print Cash IN-OUT' command for Personnel Payments with a cash Payment Mode. It prints a cash receipt for your records: there is a legal requirement in the Baltic States to keep printed records of all cash transactions. The function requires the Cash Book module to be present.

To print cash receipts in batches, first change to the Cash Book module using the Modules menu. Then, click the [Documents] button in the Master Control panel or select 'Documents' from the File menu. Double-click 'Cash Out Personnel Payments' in the 'Documents' list window. Indicate the Payment Number (or range of Numbers) to be printed and press [Run].

Whether printing singly or in batches, the Form used is determined as follows:

  1. Using the Form register in the System module, design the cash document and name it "CASH_OUT_PERS_PAYM". Use the 'Properties' function on the Operations menu to assign a Document Type of "Cash Out Personnel Payments".

  2. Select the Cash Book module using the Modules menu.

  3. Click the [Documents] button in the Master Control panel or select 'Documents' from the File menu. The 'Documents' list window is opened: highlight 'Cash Out Personnel Payments'.

  4. Select 'Define Document' from the Operations menu.

  5. In the subsequent window, enter "CASH_OUT_PERS_PAYM" in the Form field of the first line (you can use 'Paste Special' to ensure the spelling is correct).

  6. Click [Save] to save the Form definition. From now on, the Form that you have designed will be used, from the 'Documents' function in the Cash Book module and from the Operations menu item on the Personnel Payment screen.
You must save the Personnel Payment before you can print it, but you need not approve it.

Operations Menu - Open NL Transaction

Once a Personnel Payment has been approved and saved, if so defined in the Sub Systems setting in the System module, a Nominal Ledger Transaction is created. This function allows you to view that Transaction.

When you select the function, the Transaction will be opened in a new window.

Operations Menu - Personnel Payment - Bank Statement

This page describes the 'Bank Statement' function on the Operations menu in the Personnel Payment record window. If you are using iOS or Android, the 'Bank Statement' function is on the Tools menu (with 'wrench' icon).

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It can be useful to see a list of the transactions posting to the Bank or Cash Account and the balance of that Account on the day of the Personnel Payment. The 'Bank Statement' function produces a report showing this information.

When you select the function, the following window opens:

Period
Paste Special    Reporting Periods setting
The report will list the transactions posting to the Bank or Cash Account during the period specified here. The default is the Transaction Date of the Personnel Payment.

Bank Account
Paste Special    Account register, Nominal Ledger/System module
Specify the Account whose transactions and balance you wish to see. The default is the Account in the Payment Mode specified in the Personnel Payment header.

Specify
Use these options to specify whether Receipts, Payments and Personnel Payments that have and/or have not been marked as OK will be shown in the report. Nominal Ledger Transactions will always be shown, irrespective of the options chosen here.
When you click (Windows/macOS) or tap (iOS/Android) the [Run] button, a Bank Statement report will be produced, listing the transactions posting to the specified Bank or Cash Account during the specified period:

The report lists the Payments, Receipts, Nominal Ledger Transactions and Personnel Payments posting to the Account. Each transaction number has the Standard ERP Drill-down feature, allowing you to open and examine any transaction from the report.

You can also produce the Bank Statement report from the Nominal Ledger.

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The Personnel Payment register in Standard ERP:

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Operations Menu - Personnel Payment - Prepare Cheque

This page describes the 'Prepare Cheque' function on the Operations menu in the Personnel Payment record window. If you are using iOS or Android, the 'Prepare Cheque' function is on the Tools menu (with 'wrench' icon).

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If you have the Cheques module, you can use the 'Prepare Cheque' function to connect an individual Personnel Payment row to an unused Own Cheque record (in the Own Cheque register in the Cheques module). If there is no unused Own Cheque record, a new one will be created.

To use the 'Prepare Cheque' function, first create a new Personnel Payment and specify the Person(s) that you want to pay. Make sure that you specify a Payment Mode in which the Type is "Own Cheques", either in the Personnel Payment header or in a particular Personnel Payment row. Place the insertion point in the row that you wish to connect to an Own Cheque record. The Cheque field in this row must be empty. Then, choose 'Prepare Cheque' from the Operations menu (Windows/Mac OS X) or Tools menu (iOS/Android).

If there is a suitable unused Own Cheque (i.e. Unused, with a blank Bank Account and with no Amount), it will be opened for inspection and checking. To create Own Cheques without Amounts, use the 'Create Own Cheques' Maintenance function in the Cheques module. If there is no suitable unused Own Cheque, a new one will be opened. The window titles will be 'Own Cheque: Update' in the first case, meaning that the record contains unsaved changes, and 'Own Cheque: New' in the second case, meaning that the record has not yet been saved.

In both cases, the Currency will be copied to each Own Cheque record. The Payment Date from the Personnel Payment will be copied to the Effect Date field in the Own Cheque, while the current date will be placed in the Reg. Date. The Own Bank A/C from the Personnel Payment header will be copied to the Bank Account field in the Own Cheque. The Amount from the Personnel Payment row will be copied to the Amount field in the Own Cheque (if there are several Personnel Payment rows paying the same Person, the total Amount from these rows will be copied to the Own Cheque).

After amendment if necessary, save the record in the Own Cheque register by clicking the [Save] button (Windows/Mac OS X) or tapping √ (iOS/Android) in the Button Bar. If the function created a new Own Cheque, you will need to specify a Cheque No. before saving. The Own Cheque window will be closed, returning you to the Personnel Payment. The Serial Number of the Cheque record will be copied to the Cheque field in the Personnel Payment row. To print the cheque(s) from the Personnel Payment, use the 'Print Cheques' function immediately below this one on the Operations/Tools menu.
If a Cheque is not opened when you select the function, the probable reasons are:

  1. The insertion point is in a Personnel Payment row that already has a Cheque Number.

  2. The Type of the Payment Mode applying to the selected Personnel Payment row is not "Own Cheques".

  3. The Personnel Payment has been marked as Ordered or OK. This indicates that a cheque has already been sent.
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The Personnel Payment register in Standard ERP:

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Operations Menu - Personnel Payment - Print Cheques

This page describes the 'Print Cheques' function on the Operations menu in the Personnel Payment record window. If you are using iOS or Android, the 'Print Cheques' function is on the Tools menu (with 'wrench' icon).

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If you specify the Serial Numbers of Own Cheque records in the Cheque field in each row in a Personnel Payment, you can then use the 'Print Cheque' function to print those Own Cheques immediately, without the need to change to the Cheques module. You will usually use this function from a Personnel Payment that has a Payment Mode in which the Type is "Own Cheques", in which case you must connect each Personnel Payment row to an Own Cheque. An easy way to do this is to use the 'Prepare Cheque' function immediately above this one on the Operations/Tools menu. There is no need to save a Personnel Payment before using this function, or to mark it as Ordered or OK.

You can also print Own Cheques in batches. To do so, first change to the Cheques module using the [Switch Module] button in the Navigation Centre. Then, if you are using Windows or Mac OS X, click the [Forms] button, also in the Navigation Centre and double-click 'Own Cheques' in the 'Forms' list window. If you are using iOS or Android, tap the [Routines] button in the Navigation Centre and then tap [Forms]. Tap 'Own Cheques' in the 'Forms' list window. In all cases, enter the Serial Number (or range of Numbers) (i.e. not Cheque Numbers) of the Own Cheques that you want to be printed and press [Run].

To specify the Form Template that will be used when you print Own Cheques both singly and in batches, follow these steps using Windows or Mac OS X (not iOS or Android):

  1. Design the cheque document using the Form Template register in the System module. Use the 'Properties' function on the Operations menu to name the Form Template (in this description, we have used the name "OWN_CHEQUE") and to assign it a Form Type of "Own Cheques". Full instructions for using the Form Template register can be found in the 'System Module' manual.

  2. Select the Cheques module using the [Switch Module] button in the Navigation Centre.

  3. Click the [Forms] button in the Navigation Centre. The 'Forms' list window will be opened: highlight 'Own Cheques'.

  4. Select 'Define Form' from the Operations menu.

  5. In the subsequent 'Form Definition' window, enter "OWN_CHEQUE" in the Form Template field in the first row (you can use 'Paste Special' to ensure the spelling is correct).

  6. Click [Save] to save the Form definition. From now on, the Form Template that you have designed will be used, from the 'Forms' function in the Cheques module and when selecting 'Print Cheques' from the Operations/Tools menu when viewing a Personnel Payment.

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    The Personnel Payment register in Standard ERP:

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    Create Menu - Personnel Payments

    The Create menus for Personnel Payments are shown above. On the left is the Create menu for the 'Personnel Payments: Browse' window. On the right is the Create menu for the 'Personnel Payment: New' and 'Personnel Payments: Inspect' windows. If you are using iOS or Android, you can access the Create menu functions through the + menu.

    'New' and 'Duplicate' are standard functions that are provided on every Create and + menu. Use these functions to create new records, in this case in the Personnel Payment register. Please follow the links below for details about the other functions:

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    Create Menu - Personnel Payment - Workflow Activity

    This page describes the 'Workflow Activity' function on the Create menu in the Personnel Payment record window. If you are using iOS or Android, the 'Workflow Activity' function is on the + menu.

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    Creating an Activity from a Personnel Payment can be useful when you need to schedule a follow-up task related to it.

    You can create an Activity from a Personnel Payment using the following methods:

    1. Open the Personnel Payment in a record window and select 'Workflow Activity' from the Create or + menu. Save any changes you have made to the Personnel Payment record before selecting the function.

    2. Open the Personnel Payment in a record window and then open the 'Workflow Manager' window. Click or tap the [+] button in this window to create a new Activity.
    In all cases, the new Activity will be opened automatically for checking and approval:

    The new record will be opened in a window entitled 'Activity: Inspect'. This means that it has already been saved and is being opened for checking.

    The new Activity will contain the following information:

    • No default Activity Type will be offered.

    • The Task Type will be To Do.

    • The Calendar Type will be Don't Show.

    • The Symbol will be Other.

    • The Start Date and Time of the Activity will be the current date and time.

    • The Person will be the current user. As the Task Type will be To Do, the Activity will be placed in the current user's Task Manager.
    After amendment if necessary, save the record in the Activity register by clicking the [Save] button (Windows/Mac OS X) or tapping √ (iOS/Android). You can then close it using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). Alternatively, if you no longer require the Activity, remove it using the 'Delete' function on the Record menu (which has a 'cog' icon if you are using iOS or Android). In either case, you will be returned to the Personnel Payment window.

    The Personnel Payment and the Activity will be connected to each other through the Link Manager and Workflow Manager. When reviewing the Activity, you can return to the Personnel Payment quickly and easily using the Link Manager in the Activity, while you can open the Activity from the Personnel Payment using the Workflow Manager.

    You must save a Personnel Payment at least once before you can create an Activity from it. This is to ensure that the links mentioned in the previous paragraph can be established.

    The 'Activity: Inspect' window is fully described here

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    Create Menu - Personnel Payment - Email(s)

    This page describes the 'Email(s)' function on the Create menu in the Personnel Payment record window. If you are using iOS or Android, the 'Email(s)' function is on the + menu.

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    The 'Email' function allows you to create Mails from a Personnel Payment. Separate Mails will be created for each row in the Payment. You can only create Mails from Personnel Payments that have been marked as OK.

    To create a Mail from a Personnel Payment, first open the Personnel in a record window and then select 'Email(s)' from the Create menu (Windows/Mac OS X) or + menu (iOS/Android). The relevant Mails will be created and placed in your Mailbox. The Mails will not be opened for checking. An example is illustrated below:

    The Mails will be composed as follows:
    • The sender of each Mail will be the current user.

    • The Recipient of each Mail will be the Person specified in each Personnel Payment row. Mails will not be sent to Persons who do not have Mailboxes.

    • The Subject and Text of the Mail will be taken from the fields in the header of the record in the Mail Texts setting in the Email and Conferences module in which the Form is "Personnel Payments", as follows:

    • The Subject in the mail will be composed from the Subject in the Mail Text record (which does not need to have a trailing space), the text "Personnel Payment : " and the Personnel Payment Number. For example, if the Subject in the Mail Text record is "Please find attached" (without trailing space), the Subject of the Mail will be "Please find attached Personnel Payment : XXXX" (where XXXX is the Personnel Payment Number).

    • The Text of the Mail will be built up as follows:

    • The initial text will be taken from the Standard Text record quoted in the First Text field in the Mail Text record.

    • Depending on the Do not put Record Details in Mail Body option in the Mail Text record, the Transaction Date of the Personnel Payment, the Amount from the row and the Currency will then be listed.

    • The final text will be taken from the Standard Text record quoted in the Last Text field in the Mail Text record. It is recommended that the first line in this Standard Text record should be a carriage return, to ensure that the text in the mail is neatly spaced.

If either Standard Text record is in HTML format, the Mail will be in HTML format as well.

If there is no suitable record in the Mail Texts setting, the Subject of the Mail will be " Personnel Payment : XXXX" (where XXXX is the Personnel Payment Number). The Text of the Mail will contain the Transaction Date of the Personnel Payment, the Amount from the row and the Currency.

Note that the Personnel Payment record does not have a Language field. Therefore, if you enter a record in the Mail Texts setting in which the Form is "Personnel Payments", you only need fill in the fields in the header of that record. Any rows with different Languages that you add to the matrix will not be used when creating Mails.

  • The Mail(s) will be connected to the Personnel Payment through its Link Manager. This allows you to open the Mail(s) quickly and easily when reviewing the Personnel Payment. You can reformat the main body of the Mail to suit your requirements, and change the recipient or add extra ones if necessary. If you are then ready to send the Mail, tick the Sent box. Finally, save the Mail by clicking the [Save] button (Windows/Mac OS X) or tapping √ (iOS/Android) in the Button Bar. If you are using the Lock and Send emails Automatically option in the Mail and Conference Settings setting in the Email and Conferences module and the Mail contains an external email address (i.e. one with the @ sign), it will now be sent automatically. If you are not using this option, select 'Send email' from the Mail's Operations or Tools menu after you have saved the Mail. Finally, close the Mail using the close box (Windows/Mac OS X) or by tapping < (iOS/Android). You will be returned to the Personnel Payment window.

    If the function does not create Mails, the probable causes are:

    1. The current user does not have a Mailbox.

    2. None of the Persons listed in the Personnel Payment have Mailboxes.

    3. The Personnel Payment has not been marked as OK or saved.
    To be able to use this function, the Email and Conferences option in the Configuration setting in the System module must be ticked. If you wish to use this function to send Mails to other members of staff, the intended recipients must have Mailboxes. If you need to send Mails to external email addresses, you must be using the External Gateway module, and you must have configured the Email SMTP Server setting. Please refer here for full details about the mailing features in Standard ERP.

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    The Personnel Payment register in Standard ERP:

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