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Payroll
=======
Odoo *Payroll* is used to process work entries and create payslips for employees. *Payroll* works in
conjunction with other Odoo apps, such as *Employees*, *Time Off*, *Attendances*, and *Planning*.
Odoo's **Payroll** app is used to calculate employees' worked time in conjunction with other Odoo
apps, such as **Employees**, **Time Off**, **Attendances**, and **Planning**, and create
corresponding payslips.
The *Payroll* app helps ensure there are no issues or conflicts when validating work entries. It
also handles country-specific localizations to ensure payslips follow local rules and taxes, and
allows for salary assignments.
When an employee is hired, they must sign a :doc:`contract <payroll/contracts>`. The contract
outlines how the employee is compensated, including the salary structure and rules their pay is
calculated from, when they work (their `working schedule`), and what benefits they receive.
.. important::
It is critical to install the correct :doc:`country-specific localization
<payroll/payroll_localizations>`, as this configures all local and national rules, regulations,
and applicable taxes for the selected country.
In addition to the employee contract, any :doc:`salary attachments <payroll/salary_attachments>`
must be configured before running payroll.
When it is time to run payroll according to the business's schedule (monthly, weekly, bi-weekly,
etc.), :doc:`payslips <payroll/payslips>` can be created individually or in :doc:`groups
<payroll/batches>`. Odoo calculates when the employees worked based on their :doc:`work entries
<payroll/work_entries>`. Work entries are created according to their :doc:`contracts
<payroll/contracts>`, based on information from the **Attendances**, **Planning**, or **Timesheets**
apps. Any errors with work entries **must** be resolved *before* continuing to process payroll.
After all issues or conflicts are resolved, payslips are :ref:`processed <payroll/process>`, and
then :ref:`employees are paid <payroll/pay-employee>`, either with a wire transfer or a physical
check.
.. note::
It is possible to pay employees with cash, but this is not recommended.
Settings
========
Configure the *Payroll* app by navigating to :menuselection:`Payroll app --> Configuration -->
Settings`. The various settings for accounting, localizations, time off, alerts, and payslips are
specified here.
Before running payroll, various settings for the **Payroll** app **must** be configured. Navigate to
:menuselection:`Payroll app --> Configuration --> Settings`. The various settings for
:ref:`accounting <payroll-accounting>`, :ref:`localizations <payroll-localizations>`, :ref:`time off
<payroll-time-off>`, and :ref:`general payroll settings <payroll-payroll-settings>` are specified
here.
.. _payroll-accounting:
Accounting
----------
The accounting section of the configuration menu relates to three options:
Configure the following in the accounting section of the configuration menu:
- :guilabel:`Payroll Entries`: enable this option to post payroll slips in accounting.
- :guilabel:`Payroll SEPA`: enable this option to create SEPA payments.
- :guilabel:`Batch Account Move Lines`: enable this option to have a single account move line
created from all the accounting entries from the same period. This disables the generation of
single payments.
- :guilabel:`Payroll Entries`: Enable this option to post payroll slips in the **Accounting** app,
in a `Salaries` box on the main dashboard.
- :guilabel:`Payroll SEPA`: Enable this option to create :abbr:`SEPA (Single Euro Payments Area)`
payments.
- :guilabel:`Batch Account Move Lines`: Enable this option to have a single account move line
created from all the accounting entries of the same period. This anonymizes accounting entries and
disables the creation of individual payments.
.. _payroll-localizations:
Localizations
-------------
*Localizations* are country-specific settings preconfigured in Odoo at the creation of the database,
which account for all taxes, fees, and allowances for that particular country.
The :guilabel:`Localization` section of the **Payroll** app :guilabel:`Settings` page includes
specific settings that need to be configured for the specific country.
The settings and options shown in this section vary, depending on the :doc:`localization enabled
<payroll/payroll_localizations>` for the database.
.. warning::
It is **not** recommended to alter the localization settings, unless specifically required due to
special circumstances. For example, a new law is passed that changes basic salary rules, or a
company is exempt from specific taxes.
.. note::
Odoo can handle multi-company configurations. This is generally done when there is a main company
or office location, such as a headquarters, with other offices or branches located either in the
country or internationally, that fall under that main company or headquarters. In Odoo, each
company, including the headquarters, **must** be set up as its own company or branch using the
multi-company method.
Each company can have a different localization setting, since locations can vary worldwide, where
rules and laws differ.
For more information on companies, refer to the :doc:`companies <../general/companies>`
documentation, or the :doc:`multi-company <../general/companies/multi_company>` documentation,
which covers how to set up multiple companies.
.. seealso::
:doc:`payroll/payroll_localizations`
.. _payroll-time-off:
Time off
--------
- :guilabel:`Deferred Time Off`: if time off is taken after payslips are validated, the time off
needs to be applied to the following pay period. Select the person that will be notified for
these specific time off situations using the drop-down menu in the :guilabel:`Responsible` field.
:guilabel:`Deferred Time Off`: If time off is taken *after* payslips are validated, the time off
must be applied to the following pay period to avoid cancelling then reprocessing payslips. Select
the person responsible for these specific time off situations using the drop-down menu in the
:guilabel:`Responsible` field.
.. example::
.. example::
An employee is paid on the 15th of the month and the last day of the month. Payslips are
typically processed a day before.
typically processed one day before.
If an employee's payslip is approved and processed on the 30th, but that same employee takes an
unexpected sick day on the 31st, the time off needs to be logged.
An employee's payslip is approved and processed on the 30th, but that same employee took an
unexpected sick day on the 31st.
Since the employee is already paid for a regular work day on the 31st, to keep the time off
balances correct, the sick day is moved/applied to the 1st of the next month (the next pay
Since the employee was already paid for a regular workday on the 31st, to keep the time off
balances correct, the sick day is applied to the 1st of the next month (during the next pay
period).
.. _payroll-payroll-settings:
Payroll
-------
- :guilabel:`Contract Expiration Notice Period`: enter the number of :guilabel:`Days` before a
contract expires, and Odoo notifies the responsible person about the upcoming expiration at that
time.
- :guilabel:`Work Permit Expiration Notice Period`: enter the number of :guilabel:`Days` before a
work permit expires, and Odoo notifies the responsible person about the upcoming expiration at
that time.
- :guilabel:`Payslip PDF Display`: enable this option to show the payslip's PDF when the state is
The payroll section allows for the installation of a :doc:`payroll localization
<payroll/payroll_localizations>`. Click :icon:`oi-arrow-right` :guilabel:`Choose a Payroll
Localization` and a Kanban view of all available payroll localizations loads. Click
:guilabel:`Install` on the desired localization to install it. If a localization has been installed,
only a :guilabel:`Module Info` button appears for that specific localization.
Once a localization has been installed, configure the following fields:
- :guilabel:`Contract Expiration Notice Period`: Enter the number of :guilabel:`Days` before a
contract expires, when Odoo notifies the responsible person about the upcoming expiration.
- :guilabel:`Payslip PDF Display`: Enable this option to show the payslip's PDF when the state is
validated.
.. _payroll/working-times:
Working schedules
-----------------
When creating payslips, it is sometimes necessary to add other entries for specific circumstances,
like expenses, reimbursements, or deductions. These other inputs can be configured by navigating to
:menuselection:`Payroll app --> Configuration --> Salary --> Other Input Types`.
To create a new input type, click the :guilabel:`New` button. Enter the :guilabel:`Description`, the
:guilabel:`Code`, and which structure it applies to in the :guilabel:`Availability in Structure`
field.
.. important::
The :guilabel:`Code` is used in the salary rules to compute payslips. If the
:guilabel:`Availability in Structure` field is left blank, it indicates that the new input type
is available for all payslips and is not exclusive to a specific structure.
.. _payroll/salary-attachment-types:
Salary package configurator
===========================
The various options under the :guilabel:`Salary Package Configurator` section of the
:menuselection:`Payroll app --> Configuration --> Salary Package Configurator` menu all affect an
employee's potential salary.
Depending on what information an employee enters (such as deductions, dependents, etc.), their
salary is adjusted accordingly. When an applicant applies for a job on the company website, the
sections under :guilabel:`Salary Package Configurator` directly affect what the applicant sees, and
what is populated, as the applicant enters information.
Benefits
--------
When offering potential employees a position, there can be certain benefits set in Odoo, in addition
to the salary, to make an offer more appealing (such as extra time off, the use of a company car,
reimbursement for a phone or internet, etc.).
To view the benefits, go to :menuselection:`Payroll app --> Configuration --> Salary Package
Configurator: Benefits`. Benefits are grouped by :guilabel:`Structure type`, and the benefit listed
for a particular structure type is only available for that specific structure.
.. image:: payroll/benefits.png
:align: center
:alt: A list view of all the benefits available for each structure type.
.. example::
A company has two structure types, one labeled :guilabel:`Employee`, and another labeled
:guilabel:`Intern`. The :guilabel:`Employee` structure type contains the benefit of using a
company car, while the :guilabel:`Intern` structure type has a meal voucher benefit available.
A person hired under the :guilabel:`Employee` structure type can use the company car benefit, but
cannot have meal vouchers. A person hired under the :guilabel:`Intern` structure type would have
meal voucher benefits available to them, not the use of a company car.
To make a new benefit, click the :guilabel:`New` button, and enter the information in the fields on
the blank benefits form.
The various fields for creating a benefit are as follows:
General information section
~~~~~~~~~~~~~~~~~~~~~~~~~~~
- :guilabel:`Contract Related Field`: select from the drop-down menu a field from the contract.
The choosen value from the employee will be recorded to that field.
- :guilabel:`Benefits`: enter the name for the benefit. This field is required.
- :guilabel:`Benefit Type`: select from the drop-down menu what type of benefit it is. Select from
:guilabel:`Monthly Benefit in Kind`, :guilabel:`Monthly Benefit in Net`, :guilabel:`Monthly
Benefit in Cash`, :guilabel:`Yearly Benefits in Cash`, or :guilabel:`Non Financial Benefits`. This
field is required.
- :guilabel:`Cost Field`: select from the drop-down menu a field from the contract. The field will
define the cost of the benefit and by extention the impact on the salary,
:guilabel:`Wage`, :guilabel:`Wage with Holidays`, and :guilabel:`Work time rate`. Depending on the
localization settings, additional options are available.
- :guilabel:`Related Type`: select from the drop-down menu what type of benefit it is. Select from
:guilabel:`Monthly Benefit in Kind`, :guilabel:`Monthly Benefit in Net`, :guilabel:`Monthly
Benefit in Cash`, :guilabel:`Yearly Benefits in Cash`, or :guilabel:`Non Financial Benefits`. This
field is required.
- :guilabel:`Impacts Net Salary`: tick the checkbox if the benefit should impact the employee's net
salary.
- :guilabel:`Requested Documents`: select any document that is required to be submitted for this
benefit, from the drop-down menu.
- :guilabel:`Mandatory Benefits`: using the drop-down menu, select the benefit that is required in
order for this specific benefit to be offered to the employee.
For example, a benefit for car insurance would populate `Company Car` in this field. This would
allow the car insurance benefit to **only** be displayed if the employee has selected/enabled the
benefit of a company car.
- :guilabel:`Salary Structure Type`: select from the drop-down menu which salary structure type this
benefit applies to. This field is required.
- :guilabel:`Unit of Measure`: select the metric that the benefit is granted, using the drop-down
menu. The options are :guilabel:`Days`, :guilabel:`Percent`, or :guilabel:`Currency`.
.. image:: payroll/new-benefit.png
:align: center
:alt: A new benefit form filled out for an internet subscription.
Display section
~~~~~~~~~~~~~~~
- :guilabel:`Show Name`: tick the checkbox to have the benefit name appear in the salary package
configurator.
- :guilabel:`Display Type`: select from the drop-down menu how this benefit is displayed. The
options are :guilabel:`Always Selected`, :guilabel:`Dropdown`, :guilabel:`Dropdown Group`,
:guilabel:`Slider`, :guilabel:`Radio Buttons`, :guilabel:`Manual Input`, or :guilabel:`Text`. This
field is required.
Depending on the selection made, additional configurations need to be made. For example, if
:guilabel:`Radio Buttons` is selected, the individual radio buttons must be entered.
- :guilabel:`Icon`: an icon from the `Font Awesome 4 library <https://fontawesome.com/v4/icons/>`_
can be visible for this benefit. Enter the text code for the icon in this field. For example, to
display a suitcase icon, the code `fa fa-suitcase` is entered on this line.
- :guilabel:`Hide Description`: tick the checkbox to hide the benefit description if the benefit is
not selected by the employee.
- :guilabel:`Folded`: if the benefit should be folded, or hidden, because it is dependant on another
benefit selection, tick the checkbox. The following fields appear when this is active:
- :guilabel:`Fold Label`: enter a name for the folded section of the benefit.
- :guilabel:`Fold Res Field`: select the contract field this benefit is tied to using the
drop-down menu. If this field is selected on the contract, then this benefit becomes visible.
Activity section
~~~~~~~~~~~~~~~~
- :guilabel:`Activity Type`: from the drop-down menu, select the activity type that is automatically
created when this benefit is selected by the employee.
- :guilabel:`Activity Creation`: select when the activity is created, either when the
:guilabel:`Employee signs his contract`, or when the :guilabel:`Contract is countersigned`. Click
the radio button next to the desired selection.
- :guilabel:`Activity Creation Type`: select the parameters for when the activity is created, either
:guilabel:`When the benefit is set` or :guilabel:`When the benefit is modified`. Click the radio
button next to the desired selection.
- :guilabel:`Assigned to`: select the user the activity is automatically assigned to, using the
drop-down menu.
Sign section
~~~~~~~~~~~~
- :guilabel:`Template to Sign`: if the employee is required to sign a document when selecting this
benefit, select the document template from the drop-down menu.
For example, a benefit regarding the use of a company car may require the employee to sign a
document acknowledging the company's car policies.
Description tab
~~~~~~~~~~~~~~~
Provide any additional information in this tab to help clarify the benefit.
Personal info
-------------
Every employee in Odoo has an *employee card* which is created when a candidate becomes an
employee. This card includes all of their personal information, resume, work information, and
documents.
The personal information is gathered from the salary package configurator section that a
candidate fills out after being offered a position. This personal information is then transferred to
the employee card when they are hired.
To view an employee's card, go to the main :menuselection:`Employees` app dashboard, and click on
the employee's card.
.. note::
An employee card can be thought of as an employee personal file.
The :guilabel:`Personal Info` section lists all of the fields that are available to enter on the
employee's card. To access this section, go to :menuselection:`Payroll app --> Configuration -->
Salary Package Configurator: Personal Info`.
.. image:: payroll/personal-info.png
:align: center
:alt: A list of all the personal information that appears on the employee card to enter.
To edit a personal info entry, select an entry from the list on the :guilabel:`Personal Info` page,
and modify the personal info on the form that appears.
To create a new personal info entry, click the :guilabel:`New` button.
The required fields, aside from entering the :guilabel:`Information` name, are :guilabel:`Related
Model`, :guilabel:`Related Field`, and :guilabel:`Category`.
Select a :guilabel:`Related Model` from the drop-down menu. :guilabel:`Employee` populates the field
by default, but the :guilabel:`Bank Account` option is also available if the information is related
to a bank account, instead.
Select a :guilabel:`Related Field` from the drop-down menu that best describes what kind of personal
information this entry is, and where it is stored in the backend. Then, select a
:guilabel:`Category` from the drop-down menu that the personal information should be under, such as
:guilabel:`Address` or :guilabel:`Personal Documents`.
The two most important fields on the personal info form are :guilabel:`Is Required` and
:guilabel:`Display Type`.
Checking the :guilabel:`Is Required` box makes the field mandatory on the employee's card. The
:guilabel:`Display Type` drop-down menu allows for the information to be entered in a variety of
ways, like a :guilabel:`Text` box, to a customizable :guilabel:`Radio` button, a
:guilabel:`Checkbox`, a :guilabel:`Document`, and more.
.. image:: payroll/personal-new.png
:align: center
:alt: New personal information entry.
Resumé
------
The resumé section, housed within the salary package configurator section of the settings menu, is
how salary information rules are configured when offering a position to potential employees.
When an offer is sent to a prospective employee, the values for the offer are computed from these
settings, and appear on the offer page.
To configure this section, navigate to :menuselection:`Payroll app --> Configuration --> Salary
Package Configurator: Resumé`.
By default, there are three :guilabel:`Salary Structure Types` pre-configured in Odoo:
:guilabel:`Worker`, :guilabel:`Employee`, and :guilabel:`None`.
Each :guilabel:`Salary Structure Type` has several rules configured. These affect how an offer is
calculated using that particular :guilabel:`Salary Structure Type`.
To create a new rule, click the :guilabel:`New` button, and a blank :guilabel:`Contract Salary
Resumé` form loads.
Enter the following information on the form:
- :guilabel:`Information`: type in a name for this field.
- :guilabel:`Category`: select the category this value is housed under, using the drop-down menu.
The default options are :guilabel:`Monthly Salary`, :guilabel:`Monthly Benefits`,
:guilabel:`Yearly Benefits`, and :guilabel:`Total`.
New categories can be made if needed.
Click the :guilabel:`New` button, then enter the name for the new category in the :guilabel:`Name`
field. Next, select the :guilabel:`Periodicity` from the drop-down menu, either
:guilabel:`Monthly` or :guilabel:`Yearly`. Last, enter a number for the sequence. This corresponds
to where this rule appears in the :guilabel:`Salary Structure Type` rule list.
Finally, click :guilabel:`Save & Close`.
- :guilabel:`Impacts Monthly Total`: tick the checkbox if this value is added in the monthly total
calculation.
- :guilabel:`Unit of Measure`: select what kind of value this rule is, either :guilabel:`Currency`,
:guilabel:`Days`, or :guilabel:`Percent`.
:guilabel:`Currency` is for a set monetary value, :guilabel:`Days` is for compensation in the form
of time off, and :guilabel:`Percent` is for a monetary value awarded that is based upon another
metric, such as commissions.
- :guilabel:`Salary Structure Type`: select which :guilabel:`Salary Structure Type` this rule is
nested under, from the drop-down menu.
- :guilabel:`Value Type`: select how the value is computed, using the drop-down menu. The default
options are :guilabel:`Fixed Value`, :guilabel:`Contract Value`, :guilabel:`Payslip Value`,
:guilabel:`Sum of Benefits Values`, and :guilabel:`Monthly Total`.
- :guilabel:`Code`: select the code this rule applies to from the drop-down menu.
.. image:: payroll/resume-net.png
:align: center
:alt: The net wage rule form filled out, with all the information for net pay.
Jobs
====
Since the *Payroll* application is responsible for paying employees for specific job positions, the
complete list of job positions can be found in both the *Payroll* and *Recruitment* applications.
.. _payroll/job-positions:
Job positions
-------------
The job positions listed in the *Payroll* application are identical to the job positions listed in
the *Recruitment* application. If a new job position is added in the *Recruitment* application, it
is also visible in the *Payroll* application, and vice versa.
To view the job positions, navigate to :menuselection:`Payroll app --> Configuration --> Jobs: Job
Positions`.
A list of all the job positions appear, along with the corresponding department, on the
:guilabel:`Job Position` page.
.. image:: payroll/job-positions.png
:align: center
:alt: A list of all the job positions and corresponding departments.
To create a new job description, click the :guilabel:`New` button and a job form appears.
Enter the information on the form for the new position. The information is identical as to the
information entered when creating a new job position in the *Recruitment* application.
Refer to the :doc:`../hr/recruitment/new_job` documentation for more details on how to fill out this
form.
- :guilabel:`Work Permit Expiration Notice Period`: Enter the number of :guilabel:`Days` before a
work permit expires, when Odoo notifies the responsible person about the upcoming expiration.
- :guilabel:`YTD Reset Date`: Enter the date when the :abbr:`YTD (Year To Date)` is reset to. By
default, this field is set to January 1st.
.. seealso::
- :doc:`payroll/contracts`

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@@ -317,7 +317,7 @@ information on the blank contract template form that appears:
<payroll/structure-types>` from the drop-down menu.
- :guilabel:`Department`: Select the department the contract template applies to from the drop-down
menu. If blank, the template applies to all departments.
- :guilabel:`Job Position`: Select the :ref:`job position <payroll/job-positions>` the contract
- :guilabel:`Job Position`: Select the :doc:`job position <../recruitment/new_job>` the contract
template applies to from the drop-down menu. If blank, the template applies to all job positions.
- :guilabel:`Contract Type`: Select the type of contract from the drop-down menu. This list is the
same as the *employment type*.

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@@ -142,7 +142,7 @@ Schedule section
payroll during the specified pay period. The options are:
- :guilabel:`Working Schedule`: Based on the employee's assigned :ref:`working schedule
<payroll/working-times>` (e.g., 40 hours per week).
<employees/schedule>` (e.g., 40 hours per week).
- :guilabel:`Attendances`: Based on :doc:`approved checked-in hours
<../../attendances/management>` in the **Attendances** app.
- :guilabel:`Planning`: Based on :ref:`scheduled shifts <planning/shifts>` in the **Planning**

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@@ -168,7 +168,7 @@ Schedule section
- :guilabel:`Work Entry Source`: Select :guilabel:`Working Schedule`, which creates :doc:`work
entries <../work_entries>` based on the employee's assigned :ref:`working schedule
<payroll/working-times>` (e.g., 40 hours per week).
<employees/schedule>` (e.g., 40 hours per week).
.. note::
The Mexico payroll localization is currently not able to create work entries from the

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@@ -137,7 +137,7 @@ Schedule section
payroll during the specified pay period. The options are:
- :guilabel:`Working Schedule`: Based on the employee's assigned :ref:`working schedule
<payroll/working-times>` (e.g., 40 hours per week).
<employees/schedule>` (e.g., 40 hours per week).
- :guilabel:`Attendances`: Based on :doc:`approved checked-in hours
<../../attendances/management>` in the **Attendances** app.
- :guilabel:`Planning`: Based on :ref:`scheduled shifts <planning/shifts>` in the **Planning**

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@@ -163,7 +163,7 @@ Schedule section
payroll during the specified pay period. The options are:
- :guilabel:`Working Schedule`: Based on the employee's assigned :ref:`working schedule
<payroll/working-times>` (e.g., 40 hours per week).
<employees/schedule>` (e.g., 40 hours per week).
- :guilabel:`Attendances`: Based on :doc:`approved checked-in hours
<../../attendances/management>` in the **Attendances** app.
- :guilabel:`Planning`: Based on :ref:`scheduled shifts <planning/shifts>` in the **Planning**