CenterPoint Payroll - Publish Pay Advices - Existing Installation Migration, Administration, and Processes

Document #:	3366	Product:	CenterPoint® Payroll

Publish Pay Advices Migration Wizard (One-Time Setup)

Open a CenterPoint Payroll database or the existing Publish Pay Advice web service.
If you are an existing Publish Pay Advices Web Services subscriber, you will be asked if you want to complete the steps necessary to use the new version of Publish Pay Advices. If you want to continue, click Yes or click No to continue using CenterPoint. You will be prompted again the next time you open your database or if you attempt to open a Publish Pay Advice menu. CenterPoint will continue to function, but you cannot publish advices until this process is completed.

The Publish Pay Advices Migration Wizard will display which will guide you through the transfer of your existing published data, including up to three years of history, to the new service which can take a few minutes. Click Next to begin the transfer.

During the transfer, a synchronization progress bar will display. When the transfer of the data is complete, the Verify Subscriber information screen will display.

Enter a required Contact Name.

Click Next.

Since the security for the new Publish Pay Advice service was enhanced with the new version, employees are required to create a Red Wing Software user account (one-time process). CenterPoint will notify your enrolled employees currently receiving published advices with detailed instructions about the one-time registration process if you click Next.
1. If you prefer to notify your employees outside of CenterPoint click the No (I'll do this myself) check box and communicate the following information which they will need to complete the registration process when they log in:
  - Your "Company Code.
  - Their "Employee Code" (Employee Abbreviation).
  - The last 4 digits of their Social Security Number.
When you click Next, the following email notification will be sent to each of your enrolled employees currently receiving published advices. The displayed text can be modified.

Click Next.
The Ready to go! screen displays after all email notifications are sent. Click Finish.

Note: If your employees are also enrolled in the CenterPoint Time Clock module, your employees can log in to https://payadvices.redwingsoftware.com using the same user credentials.

Publish Payroll Advices

Option A - While Processing a Pay Run

Process payroll following your usual procedure until you make your selections on the 6. Print Checks tab, continue with Step 2.
Select the Publish Pay Advices check box to publish payroll advices for the employees enrolled in the Publish Payroll Advices service.

Note: The posting Options selection will be saved for each database you process payroll for.

Continue processing payroll as you normally do.
At the payroll successfully posted message, click OK.
If you selected the Publish Pay Advices check box, choose the date the advices will be made available to employees (the date will default to the pay date) and then click Publish.

Note: The Advice Published email notification text from Setup > Payroll Details > Publish Pay Advice Settings > Customize Emails will be sent to the email address the enrolled employees registered with from noreply@redwingsoftware.com on the date selected above at 12 AM. Advices will not be available online and email notifications will not be sent until the date selected above.

Option B - After Posting a Pay Run

Select Processes > Publish Pay Advices > Publish Advices.
The last 31 days of pay runs will be displayed with the status of the published pay advices for the pay run.

Note: The default to display the last 31 days of pay runs can be changed. Click Refresh to redisplay the screen if the filter is changed.

Under the Advices column, the first number is the advices that have already been published
Under the Status column, the following can display
- Published - This status displays when a pay run includes enrolled employees that had the Publish Pay Advice check box selected when the pay run was posted and payroll advices were published.
- Ready to Publish - This status displays when a pay run includes enrolled employees and the Publish Pay Advice check box was not selected when a pay run was posted.
- Partially Published -This status displays when payroll advices have been published and one or more advices were removed in Processes > Publish Pay Advices > Remove Advices.
- Voided -This status displays when a pay check or pay run for an enrolled employee with published pay advices has been voided.
To publish payroll advices for a pay run with a Ready to Publish, Partially Published, or Voided status, select the Include check box and then click Publish.

Choose the date the advices will be made available to employees (the date will default to the current system date) and then click Publish.

Note: The Advice Published email notification text from Setup > Payroll Details > Publish Pay Advice Settings > Customize Emails will be sent to the email address the enrolled employees registered with from noreply@redwingsoftware.com on the date selected above at 12 AM. Advices will not be available online and email notifications will not be sent until the date selected above.

The status of the pay runs will change to a Published status as shown below.

Click Close.

Remove Published Pay Advices

Select Processes > Publish Pay Advices > Remove Advices.
Select an Employee you want to remove published pay advices for or leave blank to include all employees.
Select a Pay Run you want to remove published pay advice in or leave blank to include all pay runs for the selected employee.
Click Find.

Click Remove. All pay advices displayed will be removed. Individual pay advices can be selected if you select a specific employee and pay run combination.
At the Remove Publish Pay Advices form the web. Are you sure? message, click Yes.

Resend an Available Advice Notification to an Employee

Select Setup > Employees > Publish Pay Advices tab.
Under Resend Advice Available Email Message, click Send.
Click Save.

Click Close.

Enroll Individual Employees in the Publish Payroll Advices Service

Select Setup > Employees > Publish Pay Advices tab.
Verify that the Publish Pay Advices check box is selected.

Verify that the email address that displays in the Send enrollment message to the following email address box is accurate. If there is no email address or if it needs to be changed, select the General tab and enter the correct information into the E-mail box and click Save and then return to the Publish Pay Advices tab.
Click Send.

Note: The Employee Enrollment email notification text from Setup > Payroll Details > Publish Pay Advice Settings > Customize Emails will be sent to the employee email address stored on the Setup > Employee > General tab from noreply@redwingsoftware.com.

Click Save.
Click Close.

Unenroll Employees from the Publish Payroll Advices Service

Select Setup > Employees > Publish Pay Advices tab.
Unselect the Publish Pay Advices check box.
Click Save.

Note: The Employee Unenrolled email notification text from Setup > Payroll Details > Publish Pay Advice Settings > Customize Emails will be sent to the email address the enrolled employee registered with from noreply@redwingsoftware.com.

Click Close.

Find your Company Code

Select Setup > Payroll Details > Publish Pay Advice Settings.
The Registered Company Code box displays your unique company code.

Synchronize CenterPoint Payroll Information with Publish Pay Advices

Publish Pay Advices and CenterPoint Payroll data is continuously synchronized. If employee and company data is not reflected correctly in CenterPoint Pay Advices (online) then the data can be resynchronized.

Select Setup > Payroll Details > Publish Pay Advice Settings.
Click Synchronize.
Click OK.

Update Payroll Contact Information

Select Setup > Payroll Details > Publish Pay Advice Settings.
Select the Contact Information tab.

Enter the Contact Name and Contact Email address.
Click OK.

Customize Email Notifications

Select Setup > Payroll Details > Publish Pay Advice Settings.
Select the Customize Emails tab. This tab allows you to determine the content of the emails generated by the Publish Payroll Advices module.
Select the Type of email message that you wish to customize. Advice Published, Employee Enrollment, or Employee Unenrolled.

The Subject can be edited to any text you prefer. If you want the system to insert fields from a list of Subject fields stored in the Publish Payroll Advice module, click the Insert Fields button from the top right side of the screen.

Select the Field to insert, and then click Insert. The selected Field will display in between square brackets, for example the Subject below was edited to "Your Pay Advice is Available from [Company Name]".

The body of the email can be edited to the text your prefer. If you want the system to insert fields from a list of Body fields stored in the Publish Payroll Advice module, click the Insert Fields button from the bottom left side of the screen.

Select the Field to insert, and then click Insert. The selected Field will display in between square brackets, for example the body of the email was changed to include the was edited to include the Service Email field, for example "Your latest pay advice is now available for viewing on-line at [Service URL] from [Service Email]."

Note: If you insert fields or edit the standard email text and you wish to return to the default information, click Reset.

Click OK.

Enroll Multiple Employees in the Publish Payroll Advices Service

Select Setup > Payroll Details > Publish Pay Advice Settings
Select the Enroll Employees tab.

Click Enrollment Wizard.

Note: Employees will display on the left side of the Select Employees to Enroll screen if the Active check box is selected on the Direct Deposit tab for the employees you wish to enroll.

From the left side of the screen, select the employees you wish to enroll and click the right arrow(s) to move them to the right-side of the Select Employees to Enroll screen.

Click Next.

After enrolling employees in Publish Pay Advices, you will need to provide them with their initial login information. This can be done outside of CenterPoint with a template provided to you or if you prefer, CenterPoint can send the login information to employees via email which requires email address to be entered in Setup > Employees.

Select how you want to send the login information to your employees.

Click Next. If you selected:
- Allow CenterPoint Payroll to send email messages
  - The Employee Email Address screen displays. If there are missing Email Addresses, double-click on the employee name and on the Employees screen, in the E-mail box, add the employee's email address, and then click Save. Repeat for all employees that do not have email addresses, and then click Next.
- At the "These employees will be enrolled in Publish Pay Advices and sent an enrollment email message" click Yes to enroll the selected employees.
- An email message will be sent informing the selected employees that in order for your employees to access their online pay advices, they must register at payadvices.redwingsoftware.com with your Registered Subscriber Code, their Employee Code, and the last four digits of their Social Security Number. This information is in the default Employee Enrollment email message on the Customize Emails tab.
- Click Finish.
Do not send email messages from CenterPoint Payroll
- The Confirm Enrollment screen displays with the employees that will be enrolled. Click Next.

At the "These employees will be enrolled in Publish Pay Advices, click Yes to enroll the selected employees.

In order for your employees to access their online pay advices, they must register at payadvices.redwingsoftware.com with your Registered Subscriber Code, their Employee Code, and the last four digits of their Social Security Number.

To use the template displayed on the screen in your email you will send from your own email provider, click the Clipboard icon , open your Email software, and press Ctrl + V to paste the text into your email, and then add your contact information. Send the email to the employees that need to be notified about the registration process.

Click Finish.

Frequently Asked Questions

Q: We used security policies in the previous version of Publish Pay Advices to determine which users could access the Publish Pay Advices menu. Is the security migrated to the new version of Publish Pay Advices in CenterPoint version 14?

A: The security policies for Publish Pay Advices were not migrated to the new version of CenterPoint version 14. If you previously used security policies to protect the Publish Pay Advices menu, and want to continue to grant or deny access to the menus in the new Publish Pay Advices version, you will need to set security policies for the following menus:

Processes > Publish Pay Advices > Publish Advices > Allow Publish Advices
Processes > Publish Pay Advices > Remove Advices > Allow Remove Advices
Setup > Payroll Details > Publish Pay Advice Settings > Allow Set of Publish Pay Advice Settings
Reports > Reports > Publish Pay Advices > Payroll Advice Publishing Activity > All Access

Q: How do I change the email address that CenterPoint Pay Advices uses to send notifications for an enrolled employee?

A: To reset the registration status of an enrolled employee:

From CenterPoint Payroll, select Setup > Employees.
Select the Payroll Advices tab.
Under the Troubleshooting section, click Unregister.
At the Employee Unregistered message, click OK.

The employee will need to register with CenterPoint Pay Advices again by creating a new account. If you click Send (next to the displayed email address), a new enrollment notification will be sent with detailed information about registering. If you choose not to send the enrollment email, you will need to provide instructions to your employee outside of CenterPoint or the employee can follow the Employee Registration (One-time Setup) section in the Using Publish Pay Advices document.

Note: The procedure above can also be used to reset the registration status of an enrolled employee if they are having difficulty registering with CenterPoint Pay Advices or they cannot access their account.

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

A:Yes. To change email messages:

In CenterPoint Payroll, select Setup > Payroll Details >Publish Pay Advice Settings and select the Customize Emails tab.

Select the Type of email message that you wish to customize. The email types are:

Employee Enrollment

Advice Published

Employee Unenrolled

The Subject and Body of the email can be edited to any text you prefer. If you want the system to insert fields from a list of Subject fields, click the Insert Fields button from the top right side of the screen. If you want the system to insert fields from a list of Body fields, click the Insert Fields button from the bottom left side of the screen.
Select the Field to insert, and then click Insert. The selected Field will display in between square brackets [ ].

Note: If you select a field or enter/change text and you want to display the original/previous information, click the Reset button.

Q: The notifications that are sent from CenterPoint Publish Pay Advices specifies a contact name and email address for questions. Where does this information come from?

A: The contact email address used in the notifications is set in Setup > Payroll Details > Publish Pay Advice Settings > Contact Information tab in the Contact Email box. The email address, as well as the Contact Name can be changed.

Q: I have an email address setup in Setup > Employees on the General tab for an employee, but they are not receiving Advice Published email notifications at that email address. Where are the notifications being sent?

A: The employee will only receive pay advice notifications at the email address that they provided when they registered to use CenterPoint Pay Advices (online).

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 be marked as Voided in the Processes > Publish Pay Advices > Publish Advices screen in the Status column . If you wish to remove the voided pay run, it can be removed by selecting the Include check box and clicking Publish (the employee will not be sent an Advice Published notification). 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: An employee didn't receive an email when they were enrolled in the Publish Pay Advices service or when new advices were published.

A: If an employee didn't receive a specific email, they should look in their Spam or Junk mail folders for the missing emails. This can happen if the employees email software categorizes the emails from the Publish Pay Advices service as junk or spam. To alleviate this from happening, enrolled employees should go into their email software and add noreply@redwingsoftware.com as a contact. All emails sent from CenterPoint Publish Pay Advices will come from that email address. Once an email 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 email software, the @redwingsoftware.com domain can be added as a safe domain.

Q: Is it possible to resend an Enrollment or Available Advice e-mail notification to an employee?

A: Yes, you can resend both by following the steps below:

Resend an Available Advice Notification to an Employee

Select Setup > Employees > Publish Pay Advices tab.
Under Resend Advice Available Email Message, click Send.
Click Save.

Resend an Enrollment Email Notification to an Employee

Select Setup > Employees > Publish Pay Advices tab.
Under Send enrollment message to the following email address, verify the displayed email address and then click Send.
Click Save.

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

A: Yes. Each time a new pay run is published either from Processes > Pay Employees or Processes > Publish Pay Advices > Publish Advices, Advices Published the Advice Published email notification text from Setup > Payroll Details > Publish Pay Advice Settings > Customize Emails will be sent to the enrolled employees (that were included in that pay run) to the email address the employee registered with from noreply@redwingsoftware.com on the date you chose to have advices available to employees at 12 AM. The text of the e-mail will be similar to this:

George T Aspen,

Your latest pay advice is now available for viewing online at https://payadvices.redwingsoftware.com.

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 'Payroll Administrator at payrolladministrator@payroll.com'.

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 look ups available. If an employee is unable to remember their password, they can reset their password online in CenterPoint Pay Advices.

To retrieve a forgotten password:

Start CenterPoint Pay Advices, click Log In, and then click the Forgot your Password? link.
Enter your Email address and click Email Link.
An email will be sent to the address the employee provided.
Open the Red Wing Software Reset Password email and click the here link.
To reset your password, enter your Email, new Password, and Confirm Password, and then click Reset.

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

A: Yes. In CenterPoint Payroll, select Reports > Reports > Publish Pay Advices > Payroll Advice Publishing Activity to show which pay runs have been published.

Q: What is the Synchronize button used for on the Setup > Payroll Details > Publish Pay Advice Settings > General tab?

A: Publish Pay Advices and CenterPoint Payroll data are continuously synchronized. If employee and company data is not reflected correctly in CenterPoint Pay Advices (online) then the data can be resynchronized using the Synchronize button.

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 .

Q: Do I need to print paper advices for employees who are getting a published pay advice?

A: No, if you do not wish to print pay advices for an employee because they are enrolled in Publish Pay Advices, go to Setup > Employees > Direct Deposit tab and uncheck the Print Pay Advice box. When payroll is posted and you are prompted to print pay advices, only advices for those employees with Print Pay Advice selected will print.

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 remove 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 Enroll Individual Employees in the Publish Payroll Advices Service section in this document. Then publish the same pay run again from Processes > Publish Pay Advices > Publish Advices by selecting the Include check box and then clicking Publish. Only the newly enrolled employee will receive an email notification the second time this pay run is published.

Q: How can an employee change their password in CenterPoint Pay Advices online?

A: An employee can change their password in CenterPoint Pay Advices online by following the steps below:

From a web browser, enter https://payadvices.redwingsoftware.com
In the upper-right corner, click the down-arrow next to your name, and then select ViewAccount.
Click Change Password.
An email will be sent to your current email address.
Open the Red Wing Software Change Password email and click the here link.
Enter your Current Password, New Password, and Confirm New Password, and then click Update Password.

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

A: Pay advices can be published either during a pay run or after a pay run, and you choose the date the advices will be made available to employees.

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 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.