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Email Pay Run Invoices in a Separate Pass

Overview

The Pay Run Reports job has a new Invoice parameter. Set it to No to run the job in email-only mode: it emails pay run invoices that have already been created and posted, without invoicing them again. This lets you invoice and email pay runs in two separate passes, for example invoicing first and emailing later once you've checked the invoices.

Existing jobs are not affected. The Invoice parameter defaults to Yes, which keeps today's create-and-email behaviour.

Setup

Open the Pay Run Reports job's parameters and set Invoice:

A pay run is emailed in email-only mode when all of the following are true:

• It is dated today.

• Its status is Pending.

• Its invoice has been posted.

• The client's delivery type is Email.

• It has not already been emailed, whether by the job or from the Pay Run screen.

When to Run It

The advice to run the job early and outside business hours applies to the combined invoice-and-email job (Invoice = Yes). An email-only run creates no invoices, so it can run during business hours.

How It Works

1. Invoice the day's pay runs without emailing them, for example with the invoice-only job.

2. Check the invoices.

3. The Pay Run Reports job runs with Invoice set to No.

4. Each eligible pay run's full invoice is emailed.

5. The pay run stays at Pending, and its invoice is not changed.

6. Any pay run that could not be emailed is listed on the exception report with the reason.

Expected Behaviour

Existing Jobs

• A job saved before this change runs in the default create-and-email mode without needing to be re-saved.

• In the default mode, Email-delivery pay runs are invoiced and emailed, and Post-delivery pay runs are invoiced but not emailed, as today.

Pay Runs That Are Not Emailed

• Pay runs dated before today.

• Pay runs still at Open, or whose invoice has not been posted.

• Pay runs whose client's delivery type is Post.

• Pay runs already emailed by the job or from the Pay Run screen, including earlier the same day.

A Pay Run Cannot Be Sent

• If the email fails, the pay run is named on the exception report and stays eligible for the next run.

• The remaining pay runs in the pass are still emailed.

• If the client has no pay run reports email recipient, the pay run is not emailed and is named on the exception report with the reason.

Invoicing Is in Progress

• If invoicing is in progress elsewhere, no pay runs are emailed and the job reports once that invoicing is locked.

Un-posted and Re-issued Invoices

• If a pay run was already emailed and its billing is then un-posted and re-issued (in full or in part), the job does not email it again.

• If a pay run was never emailed, and its billing is un-posted, re-invoiced and posted again, the job emails it as normal.

Changing the Invoice Value

• Only Yes or No can be saved.

• Run Date disappears as soon as Invoice is set to No, and reappears when it is set back to Yes.