Sending Xero Payslips To HR Partner
Did you know that you can easily send Xero-generated payslips to your Employee's Portal through our inbound emailing feature? In this article, we will guide you on how to set up this feature and help your employees locate their payslips conveniently.
Enabling Inbound Emailing
The first step is to ensure that the "Inbound Email" feature is activated in your admin portal. After enabling this feature, HR Partner will generate a unique email address for each employee which we will need later on to complete the process.
Initially, two-way emailing is disabled for all companies, but it can be easily enabled by navigating to Setup > Company Info Check the option highlighted in the picture below and click "Save".
For a more detailed explanation of how HR Partner's two-way emailing works, please refer to our separate article available here: https://help.hrpartner.io/article/197-receiving-inbound-emails
Creating A New Folder/Category
The next step involves creating a folder within each employee's File Attachments section.
We recommend choosing a name or term that is easily recognizable by your employees, such as "Payslips". To create a new folder, simply access any employee's profile, then click on File Attachments and select "Add New Category".
Please Note: Any new folders you create will automatically appear across all employee profiles, eliminating the need for repetition.
Selecting Your Inbound Email Addresses
In the next step, you need to determine which email address(es) can be received by HR Partner, particularly from third-party systems like Xero. Here is where you will also specify the destination for these emails and payslips.
If you have recently enabled Inbound Emailing, you will notice a new menu option called "Inbound Allowed" under Setup > Configure. Click on "Add Inbound Email" and a pop-up screen will appear, prompting you to enter the third-party email address.
NOTE: When selecting the email address at this stage, please only copy and paste: "@post.xero.com"
HR Partner no longer requires the full email address since partial emails from Xero can be detected automatically.
In the same pop, you need to select the File Category you created in the employees' profiles, this is where both you and your employees will locate the PDF payslips. Lastly, make sure that your employees have visibility of this email address otherwise their payslips will be hidden from view!
Setting it up in Xero
Finally, in Xero, you need to configure the employee's email address to match the unique email generated by HR Partner upon enabling "Inbound Emailing."
To find the Unique Email, navigate to the employee's profile, click on Email Messages and it will be displayed at the bottom of the page.
Once these steps are completed, whenever your pay schedule runs and you choose to email the payslips, Xero will automatically send them to the designated HR Partner email address.
Where Can Your Employees Find Their Payslips?
Once you have processed their pay and sent their payslips to HR Partner, employees can log into their portal and navigate to the My Documents area on the left side menu.
Clicking on this will show all documents made visible to them along with any files the employee may have uploaded themselves.