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Publish Direct Deposit Advices to the Web

Document #:	3124	Product:	CenterPoint® Payroll

Assign an E-mail Address to Each Employee

Each employee that will be enrolled in the service must have an e-mail address assigned to their name. This e-mail address will be used by the Publish Pay Advices module to communicate with the employee (for example, to notify employees when new advices are available to view).

Select Setup > Payroll Details > Employees or Setup > Employees.
Highlight an employee that will be using the service and click Edit (or double-click on the employee).
Enter the employees e-mail address on the General tab in the E-mail field.
Click Save.
Repeat steps 2-4 for each employee that will be viewing their direct deposit advices online.

Note: Each employee that chooses to enroll should add noreply@!redwingsoftware.com as a contact in their e-mail so that the e-mails regarding their pay advices won't be categorized as spam/junk mail.

Setup Subscriber Information (one-time setup)

When entering our Web Services section of CenterPoint Payroll for the first time, you will be required to complete a one-time Subscriber Information screen.

Select Reporting Tools > Web Services. The Subscriber Information screen will automatically be displayed.

In the Subscriber Name field, a default value is supplied for this field and it can be modified the first time it is used, but then it will be read-only for all uses after the initial use. After the initial database is created, all subsequent databases use the same subscriber name. The system will refer to the subscriber name as the employer when e-mailing employees enrolled in the program.
The Web Services module creates a database of data separate from your CenterPoint Payroll database. Enter the name you'd like to use for this database in the Database Name field. Most customers will use their CenterPoint Payroll database name in the Database Name field.
Enter the Payroll Web Services Contact e-mail address (only one e-mail address can be entered, multiple email address separated by a semi-colon are not allowed). The system will refer to this e-mail address when e-mailing employees enrolled in the program. Specify the e-mail address you'd like employees to use if they have questions regarding their published pay advices.
The Accounting Web Services Contact is not used for CenterPoint Payroll. E-mail addresses entered here will be ignored by CenterPoint Payroll.

Enroll Employees in the Publish Pay Advices Module:

Select Reporting Tools > Web Services.

Select Payroll Web Services > Publish Payroll Advices > Employees. All employees for the Employer selected will be displayed. The Payroll Department, Direct Deposit Employees and Active Employees fields can be used to further filter the employees listed.

Select the Publish Advices box for each employee that will be viewing their advices online or if all employees should be enrolled, click Select All to select the Publish Advices box for all displayed employees.

Note: If this check box is not selected, the Publish Pay Advice check box in Setup > Employees > Direct Deposit tab will automatically be unselected.
The Print Pay Advice box will display the value from the Print Pay Advice check box in Setup > Employees > Direct Deposit tab. If a change is made to this box, it would result in the same change being made to the Print Pay Advice box found in Setup > Employees > Direct Deposit tab.

Note: Since all employers share a single employee record on the Publish Payroll Advices > Employees screen, the employee Print Pay Advice box should be unselected for all employer records if the selection is unselected.

Click Update. At the Are you sure you want to update employees to the web? message, click Yes.
At the The process has completed successfully. message, click OK.

Note: If you receive any message other than this, (for example, if you receive the The following employee is missing an e-mail address... message, none of the requested changes will be made). Resolve the issue noted in the message and select the Update button again.

CenterPoint Web Services will automatically send an e-mail (similar to the one below) to each employee selected to publish pay advices. The e-mail will specify their username and initial password. They will be required to change their password the first time they login.

"Employee Name",
Your employer, “Employer Name", has setup your account so that you may conveniently access your pay advices on-line by visiting My Services.
Your user name is: XXXXXX
Your password is: xxxxxxn;^1P
Note: When you log into this service for the first time, you will be required to change your password for security reasons.
This is an automated message from 'noreply@redwingsoftware.com', please do not respond to this e-mail address. If you have questions or concerns, please contact 'subscriber/employer email'.

Publish Pay Advices

Once a payroll that includes direct deposit advices has been processed and posted, the advices can be published to the Web for employees to access.

Select Reporting Tools > Web Services.
Select Payroll Web Services > Publish Payroll Advices > Publish.

Using the Company and Pay Dates fields, filter the payrolls to find the pay run to be published. Each unpublished pay run will automatically have the Update box selected. Select or unselect the pay run(s) to be published by selecting the Update box.
Select Publish. Each pay run with a check in the Update box will be published to the Internet.
At the Are you sure you want to update advices to the web? message, select Yes.
At the The process has completed successfully. message, click OK. CenterPoint Web Services will then deliver a message to each selected employee, notifying them of the new pay advice that is available to view.

Un-publish Pay Advices

Previously published pay advices can be un-published (removed) either by pay run or by employee. This does not remove the data from CenterPoint Payroll, it simply removes the advice(s) from the Internet.

Within Reporting Tools > Web Services, select Payroll Web Services > Publish Payroll Advices > Maintenance.
At the top of the screen, select Display Pay Advices by Pay Run (remove an entire pay run) or Display Pay Advices by Employee (remove advices for individual employees). The Employee filter can be used to limit the selected pay advices so it is possible to remove a single pay advice for an employee.
Select the Remove box for the appropriate pay run or employee. Click Remove at the bottom of the screen. This process will remove the advices for this pay run or employee. Removed pay runs are no longer available for employees to view.

Note: Pay runs that have been removed can be published again if needed.

Frequently Asked Questions

Q: How do I change the e-mail address that the Publish Pay Advices service uses for an employee?

A: If an existing employee would like to change the e-mail address that advice notifications are sent to, do the following steps:

Go to the employees record (Setup > Employees) and correct the E-mail field on the General tab.
Select Reporting Tools > Web Services.
Select General Processes > Synchronize Payroll Master Tables and click on Synchronize Databases.

Q: Can the default e-mail messages be changed?

A: Yes. To change e-mail messages:

Within Reporting Tools > Web Services, select General Processes > Change Email.

Select the type of e-mail message you want to change from the left side of the screen. The e-mail types are:

Deactivate Employee

New Employee

Publish Advices

Reactivate Employee

Reset User Password

Click the Input [ ] Fields button next to the From box, select the field that should appear in the From position in the e-mail, and click Insert.

Note: If you select an Input Field or enter/change text and you want to display the original/previous information, click the Refresh button.

Input Fields For Payroll Web services:

Application E-mail from Address - This will display the Subscriber information.

Employee - This will display the selected Employee information.

Employer - This will display the selected Employer information.

My Services - This will display the location where the Web Services information is stored and where your employees log in to view their pay advices and where customers can view invoices and statements.

Password - This will display the My Services password.

Web Services Contact - This will display the e-mail address you specified in the Subscriber information for payroll or accounting.

User - This will display the My Services user name.

Click the Input [ ] Fields button next to the Subject box, select the field that should appear in the Subject position in the e-mail, and click Insert or enter/change the text that should display in the Subject position.
Click the Input [ ] Fields button below the Text box, select the field that should appear in the Text box in the e-mail, and click Insert and enter/change the text that should display in the text of the e-mail message.
Click the Update All Emails button to update the changes to the Web Services database.

Note: To restore the original e-mail message after it has been changed, click the Refresh button.

Q: I have an employee that can't remember their password. Can I look it up for them?

A: To ensure passwords are protected, we do not have password lookups available. If an employee is unable to remember their password, the payroll administrator should reset the password for them. This is done by:

Within Reporting Tools > Web Services, select Payroll Web Services > Publish Payroll Advices > Employees.
Select the Reset Password box for the employee who is unable to remember their password, and then click Update. At the Are you sure you want to update employees to the web? message, select Yes. At the The process has completed successfully. message, click OK.
Web Services will automatically send an e-mail to the employee providing a new password. For security reasons they will be required to change the password the first time they log in.

Q: If I reset an employee's password, will they be notified?

A: Yes. Web services will immediately send an e-mail with text similar to this:

George T Aspen,

Your password has been reset to: -lOxxxx$D3

When you next log in, you will be required to change your password for security reasons. You can log into your account at anytime by visiting My Services.

This is an automated message from 'noreply@redwingsoftware.com', please do not respond to this e-mail address. If you have questions or concerns, please contact 'subscriber/employer email'.

Q: Where does the username assigned to the employee for Web Services come from?

A: Web Services will use the abbreviation (Setup > Employees > Abbreviation field) that was assigned to an employee at the time they were enrolled in Publish Pay Advices.

Note: Web Services will continue to use the original abbreviation even if an employee's abbreviation in Setup > Employees is changed AFTER they are enrolled in the service.

Q: The e-mails that are sent from Web Services specifies an e-mail address that the employees should contact if they have questions. Where does that e-mail address come from?

A: A Payroll Web Services Contact e-mail address is required on the initial subscriber information screen that is displayed when you setup Web Services. This is the e-mail address that is used for PayrollWeb Services e-mail. You can view and/or modify this e-mail address by selecting Reporting Tools > Web Services > General Processes > Web Service Administration > Payroll Web Services Contact.

Q: I had to void a pay run (an individual pay check) in CenterPoint Payroll that had already been published. Do I need to do anything in Publish Payroll Advices?

A: When a payroll check or entire pay run is voided in CenterPoint Payroll, it will continue to be published by default, but it will be marked for removal (Advices to be Removed) in the Publish screen. Select Reporting Tools > Web Services > Payroll Web Services > Publish. The appropriate pay run will automatically have the Update box selected. Simply click on Publish. If a corrected pay run is processed, that new pay run/check can be published (there may be additional charges depending on which employee(s) pay advice was published and the month it was published).

Q: Will employees be notified when a new pay run is published?

A: Yes. Each time a new pay run is published (Payroll Web Services > Publish Payroll Advices > Publish), an e-mail will automatically be sent to each enrolled employee (that was included in that pay run). The text of the e-mail will be similar to this:

George T Aspen,

Your latest pay advice is now available for viewing on-line at My Services.

This is an automated message from 'noreply@redwingsoftwae.com', please do not respond to this e-mail address. If you have questions or concerns, please contact 'subscriber/employer email'.

Q: An employee didn't receive an e-mail when they signed up for the service or when new advices were published.

A: If an employee didn't receive a specific e-mail, they should look in their Spam or Junk mail folders for the missing e-mails. This can happen if the employees e-mail software categories the e-mails from the service as junk or spam. To alleviate this from happening, employees who enroll in the service should go into their e-mail software and add noreply@redwingsoftware.com as a contact. All e-mails sent from the Publish Pay Advices service will come from that e-mail address. Once an e-mail address is added as a contact it should normally be received into their in-box. This is an example of a contact added in Microsoft Outlook:

Alternatively, if an employee is familiar with marking a domain as safe in their e-mail software, the @redwingsoftware.com domain can be added as a safe domain.

Q: Is there any type of reporting that will allow me to review which pay runs have been published?

A: Yes. Within Web Services (Reporting Tools > Web Services), select General Processes > Reports. The Payroll Advice Publishing Activity report will show which pay runs have been published.

Q: What is the Synchronize Payroll Master Tables within Web Services used for?

A: This process will synchronize the data in your employee file (Setup > Employees) with the employee information in Web Services. For example, if an employee's name changes in Setup > Employees, that data would not change in Web Services until the Synchronize Payroll Master Tables process was completed. It's a good idea to process the synchronize step periodically.

Q: Where do I change the format of the published advice?

A: The published advice uses the format selected for printed advices. To choose a different format, select File > Preferences > Payroll > Printing- Advices . Note: In this same preference area, it's recommended to select No in the Print Social Security Number field.

Q: When I post my payroll, I am prompted to print my direct deposit advices. Do I have to do that if I'm going to publish all of the advices online?

A: No. You can simply click Cancel when prompted to print direct deposit advices during the post process. After canceling the prompt to print direct deposit advices, CenterPoint will continue processing the direct deposit file.

Q: I published advices and everything went well, except some of my employees have overflow stubs. When I published payroll advices, those employees only received the first sheet of their stub. What should I do?

A: If you have employees with numerous benefits, deductions, and taxes the system may, depending on the advice format selected, print some of their information on an overflow stub (2nd piece of paper). When advices are published, only one page is published, so we recommend you switch your format to Check/Detail (File > Preferences > Payroll > Printing - Advices > Select Advice Type) if you have employees with numerous benefits, deductions and taxes. The Check/Detail format will print all of the information on one sheet instead of two.

To correct those that were published before the advice format was changed, follow the instructions above to un-publish the pay run. After changing the Advice Type to Check/Detail, the pay run should be published again.

Q: I published my advices, but forgot to enroll one of my employees prior to publishing. What should I do?

A: First, enroll the employee using the instructions provided above. Then publish the same pay run again. Only the newly enrolled employee will receive an e-mail the second time this pay run is published.

Q: I have an employee that is no longer employed by us or an existing employee that would no longer like to be enrolled in the service. What should I do?

A: Follow the instructions above on how to Enroll Employees in the Publish Pay Advices Module, but in this scenario unselect the Publish Advices box for the appropriate employee and then click Update. All previously published advices will continue to be available for the employee to view. Depending on the situation you may also want to remove all previously published advices for this employee from the Web. Follow the instructions above to Un-Publish Pay Advices. Be sure to select Display Pay Advices by Employee in that process so you can choose to remove just this employees advices.

Q: What's the difference between the Pay Run Advices to Publish and Advices to Publish columns in the Publish (Payroll Web Services > Publish Payroll Advices > Publish) screen?

A: The Pay Run Advices to Publish is the number of enrolled employees that have direct deposit advices in that pay run. The Advices to Publish column, is the number advices in that pay run that have not yet been published.

Q: What type of security is in place for published payroll advices?

A: Please refer to the Web Services SecurityWeb Services Security topic for detailed information on the multiple levels of security built into Red Wing Software's Web Services.

Q: How can an employee change their password on the Web?

A: Once logged into Web Services, an employee can click on Click to change your sign in password at the main My CenterPoint Services screen to change their password.

Q: An employee needs an e-mail (either the startup e-mail or notification of a published advice) resent, how can I do that?

A: You have two options; you can either forward them a copy of the e-mails you received or you can force the system to resend the e-mail. This can be done by unselecting/reselecting them for the service (to force the startup e-mail to be sent again) or unpublishing and republishing their advices (to force the new published advice e-mail to be sent again). Instructions are provided above on how to do each of those steps.

Q: Is it possible to resend an employee enrollment or pay advice available e-mail?

A: Yes, from the Reporting Tools > Web Services > Publish Payroll Advices > Employees menu, select the employee you want to resend the e-mail to, right-click and select Send employee email..., and then select either Employee enrollment email or Pay advice available email.

Q: Do I have to publish immediately after processing payroll or can I wait until pay day to publish?

A: We recommend you publish the same day funds are being deposited in your employee accounts (pay day).

Q: Can I publish a previous month's pay advices?

A:Yes you can publish pay runs from previous months, however you be will billed for any pay run(s) published from prior months.

Example: If you started using the CenterPoint Payroll Publish Pay Advices module in March and decided you wanted to publish pay advices for pay runs from January and February giving employees access to all of their pay advices for the current year, you will get billed for pay runs published from January and February even if they were not published until March.