Payslip tool

We have developed a payslip tool that you can use with HMRC Basic PAYE Tools to create a payslip

How to use this tool

After you have completed your payroll process using HMRC Basic PAYE tools, under the Manage Employees tab, select the employees you want to create a payslip for.

Then select the Employee payments tab.

You will then see a list of the employee payments you have made, and three choices – "View", "Change" and "Export to csv".

Choose 'Export to csv'. (Please note the payslip tool will only allow you to export  to csv for the current pay period.)

The next screen should ask you where on your computer you want the file to be saved – select the ‘Browse’ button, navigate to the place that you want on your computer and press ‘Save’.

It may be an idea to have a folder specifically for payslips: if you want to know how to do that, follow the guidance below.

In any case, you may want to make a note of where the file has been saved so that you can easily find it again.

Now go to the 'Browse' button in the blue 'select your csv file' box above. Your computer will open your list of files.

Select the file you saved in the previous step.

Select the red 'Create payslip' button.

Your payslip has been created and you can print it off in the format that suits you best to give to your employee.

Saving payslips to a dedicated payslip folder

If you are using our payslip tool it may be an idea to keep all your employees’ payslips in a dedicated folder. This may make it easier to find them all.

To do this go through the Basic Payroll Tools ‘Export to csv’ process, as outlined above.

Instead of just saving the file to your chosen place, look for the button that says ‘create a new folder’ (or something similar).

Click this, and call the new folder ‘Payslips’ or something of your choice. This will create a new folder and then you can save your payslip file to this folder.

From then on, when you are exporting your files for the payslips, your new ‘Payslips’ folder should hopefully appear as the ‘default’ (or a ‘recent’) save location.

How can I email a copy of the payslip to my employee?

Once you have generated your payslip you may want to send it to your employee via email rather than print it out and give it to them.

You may have noticed that our payslip tool has only has a ‘Print payslip’ option however it is possible to use this to create a new PDF file on your computer which you can then email, instead of printing it to a physical document.

If you are using an Apple Mac, are using Windows 10 or have a programme like Adobe Acrobat already installed on your computer, you should have a default print to PDF function available:

  1. Once you have clicked ‘Print payslip’ look for the option that says something like ‘print to pdf’ or ‘adobe pdf’ in the drop down printer list and then click “Print” to convert the file to PDF.
  2. You should then be asked where you’d like to save the PDF document. Simply choose the location on your computer where you’d like to store it, give it a name, and click “Save” to create your PDF.

Other Windows computers may not have a built in PDF printer. Instead however, you should be able to print to the Microsoft XPS Document Writer printer to create an XPS file from the document (Microsoft’s version of PDF).

This in itself, may suit your needs although please note that as XPS files are not as well-known as PDFs, it may look unfamiliar to the recipient and/or they may not be able to open it easily. Therefore, you have a couple of simple options:

  1. You can install a free PDF printer to add to your list of printers. You can choose from a variety of free PDF printers available online – although be very careful about downloading any random add-ons during installation (check any boxes you are asked to tick/untick carefully). Then you can follow steps 1 and 2 above.
  2. If you are unable to install a PDF printer on your computer, you can create an XPS file from the document. Free web-based converters that you do not need to download/install, are then available if you want to create a PDF using your XPS file. Again, an online search should provide you with plenty of options but again, watch out for downloading and installing and unwanted add-ons during the conversion process. Then you can follow step 2 above.

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