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Print Year End Forms (Payroll Tab)View the previous screen based on the program's menu order

Use this screen to define the settings that will be used to create printed copies of your employee T4, T4A and RL-1 forms. Each row in the table represents a group of settings to create an individual report. You can use a single row and modify the information each time you wish to create a new report, or you can add multiple rows to represent each individual report you wish to create (the latter is a more efficient method).

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Common Buttons

Visit the Button Descriptions help page to view detailed descriptions of each button that appears on your screen (whether in the Button Bar at the top of the table, or in the table itself). Note: If a button is unavailable (i.e. its text appears in Gray), either the command is not applicable to the current screen, or its function has already been applied (e.g. you clicked the New button for an item that can only be added one time).

Sample command buttons


The following section of this help page describes the various columns that can appear in the main table on this screen. If you see a column description below that does not appear on your screen, you can add the column to your view by using the Customize option under the Views button (located at the left side of the screen just above the table). Refer to the Customize View help page for more help on this feature.


Bottom

Use this cell to control the bottom alignment of the page for your printed forms. If your printed data needs to be shifted up from the bottom of the page, enter a single-digit numerical value then generate the report once again to see the effect. The higher the value, the more offset the print will appear.

Email

Email - Available for the "Print with Form Background" Output Type only, select this button to send T4s/T4As to applicable employees (see Note below).

Note: The following apply when using the Email button:

Email Statements

Available only for year-end reports that have the "Print with Form Background"option selected in the Output column, use this cell to specify if the year-end statements should be made available for emailing to applicable employees. Checking the box will enable the Email button in the Email cell (refer to the Email help description above for more information).

Employee Copy

Use this cell to specify if a printed copy of the form should be created for each employee. Editing the cell will display a checkbox where you can specify the two available options: Yes (printed forms will be created for each employee) or No (no printed forms will be created).

If you choose to create printed forms, each page will contain the information for an individual employee. For example, if you are printing T4s, the resulting printouts will contain the same employee information on both the top and bottom portion of the T4 form. This will allow you to present a single T4 sheet to your employee. Note: The employee will require two copies of the T4 - one for their records, and one for the CRA.

Employees

Use this cell to specify the employees that should be included when the corresponding report is created. Editing the cell displays a drop-down menu where you can choose the employees that may be included via their corresponding checkbox. The menu also includes a search box at the top where you can type in a name (or part of a name) and have matching employees displayed quickly in the list.

Employer Copy

Use this cell to specify if a printed copy of the form should be created for the employer. Editing the cell will display a checkbox where you can specify the two available options: Yes (printed forms will be created for the employer) or No (no printed forms will be created).

If you choose to create printed forms, each page will contain the information for an individual employee. For example, if you are printing T4s, the resulting printouts will contain the same employee information on both the top and bottom portion of the T4 form.

Generate Report

Generate Report - Use the button in this cell to create the corresponding report that is defined in the Type cell for the row. Choosing the button generates the report and the results are saved as a PDF file. Depending on your browser settings, the file will either be stored in your Downloads folder or you may be presented with a window that will prompt you where to save the file.

Government Copy

Use this cell to specify if a printed copy of the form should be created for the CRA. Editing the cell will display a checkbox where you can specify the two available options: Yes (printed forms will be created for the employer) or No (no printed forms will be created).

If you choose to create printed forms, each page will contain the information for an individual employee. For example, if you are printing T4s, the resulting printouts will contain the same employee information on both the top and bottom portion of the T4 form.

Inbox

Available for emailable reports only, click this button to upload the current report to applicable employee's eNETInbox. eNETInbox is a cloud-based storage tool that allows employees to easily view their historical pay statements, T4s, T4As, and RL-1s. Talk with a CanPay Sales representative for more details.

Last Emailed

Available for the "Print with Form Background" Output Type only, this cell displays the date on which the statements were last sent to applicable employees. This cell is uneditable and will display one of two items; 1) the most recent sending date for the statements or, 2) it will display Never (indicating that pay statements have never been sent by email).

Last Emailed Count

Available for the "Print with Form Background" Output Type only, this cell displays the number of emails that were successfully sent to applicable employees. This cell is uneditable.

Last Emailed To

Available for the "Print with Form Background" Output Type only, this cell allows you to view a log of the employees who were emailed a statement the last time the Email process was performed. When you choose the View link, a window appears that displays each employee's number, name and email address. You can copy this text to another program or you can print the window contents using the Print icon in the window's toolbar.

Left

Use this cell to control the left-side alignment of the page for your printed forms. If your printed data needs to be shifted in from the left side of the page, enter a single-digit numerical value then generate the report once again to see the effect. The higher the value, the more offset the print will appear.

Name

Use this cell to specify a name for the report for administrative purposes. For example, if you have chosen the T4 report type and defined its settings to forms with no background included, you could name the report T4 - No Background. You can also use the Name cell to help you easily differentiate between two similar reports. For example, if you have two separate reports based on the T4A type, with each one reporting on Original v.s. Amendments, you may wish to name them T4A - Original and T4A - Amendments respectively.

Order By

Use this cell to specify the primary order on which the report's data will be sorted. The options in the list are based on the available employee-level settings (as defined in the Setup Employee screen). Choosing an option from this cell's drop-down menu will sort the report's data by the selected item defined in the cell. For example, to view a report where the data is sorted by each employee's province of residence, you would choose the Province option from the drop-down menu. The options include; Employee #, Name, Province, and SIN.

Output

Available for the T4 and T4A reports only, use this cell to specify the type of output on which the report should be based. The options include:

Password Protect

Applicable to PDF reports only, use this cell to specify if the report will require a password in order to be opened. There are two types of report passwords:

Manual T4s - If you create a T4 manually and wish to email it, the employee's SIN number will be used as the password (since the program does not know the employee's Birth Date).

Quick View

Clicking this button displays the current report's content in a pop-up window without having to produce a PDF in advance. The window provides a number of useful viewing options such as a text search, zoom, print and more.

Range From

Use this cell to define the starting range of employee surnames on which to base the report. For example, if you wish to print the data for all employee's whose last names begin with the letter A through E, you would enter "A" in the this cell and you would enter "D" in the Range To cell (see below).

Range To

Use this cell to define the ending range of employee surnames on which to base the report. For example, if you wish to print the data for all employee's whose last names begin with the letter A through E, you would enter "D" in the this cell and you would enter "A" in the Range From cell (see above).

Report Type

Use this cell to specify the type report that is being created in terms of their edited status. The options include:

Right

Use this cell to control the right-side alignment of the page for your printed cheques and reports. If your printed data needs to be shifted in from the right side of the page, enter a single-digit numerical value then generate the report once again to see the effect. The higher the value, the more offset the print will appear.

Test

Clicking this button runs a test of the current report to see if your data will pass the requirements for a valid report. This can be useful if you have a detailed payroll and wish to avoid generating a large PDF that may contain data entry items that still need to be reviewed/corrected.

Times Emailed

Available for the "Print with Form Background" Output Type only, this cell displays the number of times that emails were sent to applicable employees (i.e. the number of times the Email button was pressed). This cell is uneditable.

Top

Use this cell to control the top alignment of the page for your printed cheques and reports. If your printed data needs to be shifted down from the top of the page, enter a single-digit numerical value then generate the report once again to see the effect. The higher the value, the more offset the print will appear.

Type

Use this cell to specify the type of report you wish to generate. View the descriptions below to learn more about the information that appears in each report.

Year

Use this cell to specify the year on which the report should be based.