Automating Pay Run Invoicing and Emailing

Overview

Pay Run Reports Job schedules automatic generation and email delivery of pay run invoices, removing manual invoice creation from Pay Runs screen. Job ensures invoices processed on schedule with companion report showing pay run status for team review.

Removes manual invoice creation workflow and ensures consistent processing timing across all pay runs.

Setting Up the Job

Pay Run Reports Job configured in System Administration > Scheduler Jobs.

Job Configuration Parameters

Define following parameters when configuring job:

Parameter	Description
Frequency	How often job should run
Timing	What time of day job executes
Recipients	Email addresses where reports sent, or configure report available in Report Queue for download

Recommended Timing

Scheduling Best Practices

Run job early in day: Allow team time to review records before export to accounting system
Schedule email sends outside peak hours: Minimise system load impact during business hours
Daily or periodic schedule: Match pay cycle frequency (fortnightly, monthly)

Staging Job Configuration

Standard staging environment scheduling:

Job	Frequency	Purpose
payRunReports - Delivery = 'Email' and Run Date = 'Invoice Date'	Early morning (staging)	Generate pay run invoices and email to team
executeQuery - Pay Run Invoice Date Review	Daily	Review pay run invoice dates and identify discrepancies

Important: Schedule payRunReports job to run in early morning. Do not run during work hours.

Screen/Process	Purpose
System Administration > Scheduler Jobs	Configure Job frequency and delivery
System > Mail Queue	View exception report delivery status
Setup > Import Table Data	Import corrected pay run dates
Pay Runs / Pay Run	Manual invoice send from screen (if needed)
Reports > Pay Run Invoice Date Review	View report status and identify corrections needed