[IMP] Payroll: Batches replaced by Pay Runs

content/applications/hr/payroll.rst

@@ -22,7 +22,7 @@ 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/pay_runs>`. 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.
@@ -145,7 +145,7 @@ Once a localization has been installed, configure the following fields:
    - :doc:`payroll/time_off_to_report`
    - :doc:`payroll/salary_attachments`
    - :doc:`payroll/payslips`
-   - :doc:`payroll/batches`
+   - :doc:`payroll/pay_runs`
    - :doc:`payroll/commissions`
    - :doc:`payroll/payroll_analysis`
    - :doc:`payroll/headcount`
@@ -162,7 +162,7 @@ Once a localization has been installed, configure the following fields:
    payroll/time_off_to_report
    payroll/salary_attachments
    payroll/payslips
-   payroll/batches
+   payroll/pay_runs
    payroll/commissions
    payroll/payroll_analysis
    payroll/headcount

content/applications/hr/payroll/batches.rst

@@ -1,204 +0,0 @@
-=======
-Batches
-=======
-
-Batches are used to generate multiple :doc:`payslips <payslips>` at once and process them in a
-group, rather than create and process individual payslips. This method not only helps the payroll
-department pay employees in less time, but it also helps keep payslips organized.
-
-Typically, a company's payroll department :ref:`creates a new batch <payroll/new-batch>` for each
-salary structure, for every pay period (usually weekly, bi-weekly, or monthly). If desired, batches
-can be further organized by department, job position, or salary structure type.
-
-Once a batch is made, :ref:`payslips are added to the batch <payroll/add-payslips>`, then the batch
-is processed, and employees are paid.
-
-View batches
-============
-
-To view all the batches in the database, navigate to :menuselection:`Payroll app --> Payslips -->
-Batches` to display all payslip batches that have been created. These payslip batches are displayed
-in a list view, by default.
-
-Each batch displays the :guilabel:`Name`, the dates the batch includes (the :guilabel:`Date From`
-and :guilabel:`Date To` fields), its :guilabel:`Status`, the number of payslips in the batch
-(:guilabel:`Payslips Count`), and the :guilabel:`Company`.
-
-.. image:: batches/batches.png
-   :alt: View displaying all batches created.
-
-.. _payroll/new-batch:
-
-Create a new batch
-==================
-
-New batches of payslips must be created from the :guilabel:`Payslips Batches` dashboard, by
-navigating to :menuselection:`Payroll app --> Payslips --> Batches`. Click the :guilabel:`New`
-button in the top-left corner. Doing so reveals a blank payslip batch form on a separate page.
-
-On the new payslip batch form, enter the :guilabel:`Batch Name`. This should be something short and
-descriptive, to keep records organized.
-
-.. example::
-   A company pays its employees on a bi-weekly basis, and creates separate batches for their two
-   different :ref:`salary structures <payroll/structure-types>` they use: worker pay and regular
-   pay.
-
-   The names for their four August 2025 batches are:
-
-   - `Aug 1-14 2025 - Worker`
-   - `Aug 1-14 2025 - Regular`
-   - `Aug 15-31 2025 - Worker`
-   - `Aug 15-31 2025 - Regular`
-
-Next, select the date range to which the batch applies. Click into one of the :guilabel:`Period`
-fields, and a calendar pop-up window appears. From this calendar pop-up window, navigate to the
-correct month, and click on the corresponding day for both the start and end dates of the batch.
-
-The current company populates the :guilabel:`Company` field. If operating in a multi-company
-environment, it is **not** possible to modify the :guilabel:`Company` from the form. The batch
-**must** be created while in the database for the desired company.
-
-.. image:: batches/new-batch-details.png
-   :alt: The details entered for the new batch.
-
-.. _payroll/add-payslips:
-
-Add payslips to a batch
-=======================
-
-Once a :ref:`batch has been created <payroll/new-batch>`, payslips need to be added to the batch.
-Payslips can either be :ref:`created and added <payroll/generate>` to the batch, or if they have
-*already* been created, they can be :ref:`added to the batch <payroll/add>`.
-
-.. important::
-   Batches can only have payslips added to them when they are in the :guilabel:`New` stage. Payslips
-   can either be :ref:`created by the database <payroll/generate>` and added to the batch, or
-   :ref:`pre-existing payslips can be individually added <payroll/add>` to the batch.
-
-   Once either of these methods has been used, the status of the batch changes to
-   :guilabel:`Confirmed`, and both options to add payslips no longer appears.
-
-.. _payroll/generate:
-
-Generate payslips
------------------
-
-To generate the payslips and add them to the batch, first open the batch by navigating to
-:menuselection:`Payroll app --> Payslips --> Batches`, and click on the desired batch. Next, click
-the :guilabel:`Generate Payslips` button and a :guilabel:`Generate Payslips` pop-up window loads.
-
-This form contains three sections, and the configuration of this form determines which payslips are
-created. The :guilabel:`Employees Selection` section determines which employees' payslips to create.
-Using the drop-down menus, configure the :guilabel:`Department`, :guilabel:`Job Position`, and
-:guilabel:`Salary Structure Type` fields, if desired. As selections are made, the
-:guilabel:`Employees` section at the bottom updates to show which payslips are going to be
-generated.
-
-The :guilabel:`Payslip Generation` section allows the user to pick a specific :guilabel:`Salary
-Structure` to create payslips for. If left blank, the default structure for each employee is used to
-calculate their pay.
-
-.. note::
-   By default, Odoo lists all employees in the :guilabel:`Employees` section when generating
-   payslips.
-
-   The list filters automatically as selections are made.
-
-   Configuration is optional unless a batch is being created **excluding** certain employees.
-
-Once all the desired configurations have been made, click the :guilabel:`Generate` button, and all
-payslips are created and attached to the batch. Once generated, a :icon:`fa-book`
-:guilabel:`Payslips` smart button appears at the top, along with the number of payslips in the
-batch. Click this smart button to view a list of all the payslips in the batch.
-
-Once the payslips have been generated and attached to the batch, the status of the batch changes to
-:guilabel:`Confirmed`.
-
-.. image:: batches/generate.png
-   :alt: Payslips being generated for marketing and community managers.
-
-.. _payroll/add:
-
-Add payslips
-------------
-
-Instead of generating payslips, :ref:`individual payslips that have already been created
-<payroll/new-payslip>` can be added to a  batch. Start by opening the desired batch by navigating to
-:menuselection:`Payroll app --> Payslips --> Batches`, and clicking on the desired batch.
-
-Next, click the :guilabel:`Add Payslips` button, and an :guilabel:`Add Payslips` form loads in a
-pop-up window. All available payslips that have not yet been added to a batch, appear on the list.
-
-.. note::
-   **All** payslips not yet assigned to a batch appear in the list, regardless of status
-   (:guilabel:`Draft`, :guilabel:`Waiting`, :guilabel:`Paid`, or :guilabel:`Cancelled`). This allows
-   already processed or cancelled payslips to be grouped retroactively for reporting or record
-   keeping purposes.
-
-Tick the checkbox next to each desired payslip to be added, then click the :guilabel:`Select` button
-at the bottom. All selected payslips are added to the batch, and the status of the batch changes to
-:guilabel:`Confirmed`. A :icon:`fa-book` :guilabel:`Payslips` smart button appears at the top, along
-with the number of payslips in the batch. Click this smart button to view a list of all the payslips
-in the batch.
-
-.. image:: batches/add-payslips.png
-   :alt: Adding individual payslips to a batch by selecting them form this list.
-
-.. _payroll/batch-process:
-
-Process a batch
-===============
-
-After a :ref:`batch has been created <payroll/new-batch>` , and :ref:`all required payslips have
-been added <payroll/add-payslips>`, the batch must then be processed, and employees paid.
-
-Open the desired batch by navigating to :menuselection:`Payroll app --> Payslips --> Batches`, and
-clicking on the desired batch. For a batch to be processed, it must have a status of
-:guilabel:`Confirmed`. That means the batch has been created and payslips have been added to them,
-but the payslips have *not* been processed yet.
-
-Click the :guilabel:`Create Draft Entry` button to confirm and create a draft of the individual
-payslips. After this occurs, the batch status changes to :guilabel:`Done`.
-
-.. note::
-   At any time, the batch needs to be reverted back to a status of :guilabel:`New`, click the
-   :guilabel:`Set to Draft` button. This action does **not** remove any payslips that have already
-   been added to the batch, instead, the status changes back to :guilabel:`New`.
-
-   After any desired changes have been made, click :guilabel:`Confirm` and the batch status changes
-   to :guilabel:`Confirmed`.
-
-   It is important to note, that if any payslips in the batch have a status of :guilabel:`Paid`, the
-   batch **cannot** revert to a status of :guilabel:`New`.
-
-Once the status has changed to :guilabel:`Done`, the payments must be logged in the database. Click
-the :guilabel:`Create Payment Report` button, and a pop-up window loads, where the payment report
-details are entered.
-
-Using the drop-down menu, select the :guilabel:`Export Format` for the payment report. The two
-default options available are :guilabel:`NACHA`, and :guilabel:`CSV`.
-
-The :guilabel:`NACHA` option creates a compatible ACH file which is sent to the company's bank, and
-outlines all the banking information to transfer money from the company to the employees, either via
-direct deposit (most common) or a check. Refer to the :ref:`fiscal localization document
-<l10n_us/nacha>` for more information.
-
-.. note::
-   Other options may be available depending on the :doc:`payroll localization
-   <payroll_localizations>` installed in the database.
-
-   If :guilabel:`CSV` is selected, all other fields are hidden form view. Once this is selected,
-   click the :guilabel:`Generate` button to create the payment report.
-
-Next, select the desired :guilabel:`Bank Journal` the paychecks are logged on. Last, using the
-calendar selector, set the date the paychecks are issued in the :guilabel:`Effective Date` field.
-
-Once the pop-up window is configured, click the :guilabel:`Generate` button, and the file appears on
-the batch form, in a new :guilabel:`Payment Report` field.
-
-After the report is created, click the :guilabel:`Mark as paid` button to mark the payslips as paid
-in the database.
-
-.. image:: batches/generate-payslips.png
-   :alt: Adding individual payslips to a batch by selecting them form this list.

content/applications/hr/payroll/pay_runs.rst

@@ -0,0 +1,199 @@
+========
+Pay runs
+========
+
+*Pay runs* are used to generate multiple :doc:`payslips <payslips>` at once and process them in a
+group, rather than create and process individual payslips. This method not only helps the payroll
+department pay employees in less time, but it also helps keep payslips organized.
+
+Typically, a company's payroll department :ref:`creates a new pay run <payroll/new-pay-run>` for
+each salary structure, for every pay period (usually weekly, bi-weekly, or monthly). If desired, pay
+runs can be further organized by department, job position, etc.
+
+Once a pay run is made, :ref:`payslips are added to the pay run <payroll/add-payslips>`, then the
+pay run is processed, and employees are paid.
+
+View pay runs
+=============
+
+To view all the pay runs in the database, navigate to :menuselection:`Payroll app --> Payslips -->
+Pay Runs` to display all payslip pay runs that have been created. These payslip pay runs are
+displayed in a list view, grouped by :icon:`oi-group` :guilabel:`Status` (either :guilabel:`Ready`,
+:guilabel:`Done`, or :guilabel:`Paid`), by default.
+
+Each pay run displays the name, the dates the pay run includes, the number of payslips, and the
+total :guilabel:`employer cost`, :guilabel:`gross`, and :guilabel:`net` amounts for all payslips.
+
+.. image:: pay_runs/pay-runs.png
+   :alt: View displaying all pay runs created.
+
+.. _payroll/new-pay-run:
+
+Create a new pay run
+====================
+
+New pay runs can be created from the :ref:`Work Entry <payroll/work-entry-pay-run>`, :ref:`Employee
+Payslips <payroll/payslips-pay-run>`, or :ref:`Pay Runs <payroll/pay-runs-pay-run>` dashboards.
+
+.. _payroll/work-entry-pay-run:
+
+Work entry dashboard
+--------------------
+
+To create a pay run from the work entry dashboard, navigate to :menuselection:`Payroll app --> Work
+Entries --> Work Entries`. The current time period is displayed, with the current day highlighted in
+yellow.
+
+All employees appear in a default Gantt view, with all work entries displayed. If necessary,
+navigate to the desired time-period.
+
+Once all :ref:`missing work entries are added <payroll/new-work-entry>` and all :ref:`conflicts are
+resolved <payroll/conflicts>`, click the :guilabel:`Generate Pay Run` button. The pay run is created
+for all employees, with a status of :guilabel:`Ready`.
+
+.. image:: pay_runs/work-entries-pay-run.png
+   :alt: The work entries dashboard with the GeneratePay Runs button visible.
+
+.. _payroll/payslips-pay-run:
+
+Employee payslips dashboard
+---------------------------
+
+To create a pay run from the payslips dashboard, navigate to :menuselection:`Payroll app -->
+Payslips --> Payslips`. All payslips for all employees are displayed in a default list view, in
+chronological order.
+
+.. _payroll/new-pay-run-pop-up:
+
+Click the :guilabel:`Pay Run` button and a :guilabel:`New Pay Run` pop-up window loads. Select the
+:guilabel:`Salary Structure` using the drop-down menu. If no :guilabel:`Salary Structure` is
+selected, the pay run applies to *all* salary structures. Next, select the :guilabel:`Pay Schedule`,
+which is *how often* employees are paid. The default options are :guilabel:`year`,
+:guilabel:`half-year`, :guilabel:`quarter`, :guilabel:`2 months`, :guilabel:`month`,
+:guilabel:`half-month`, :guilabel:`2 weeks`, :guilabel:`week`, or :guilabel:`day`.
+
+Last, using the calendar selector, set the first day the pay run covers in the first blank
+:guilabel:`Period` field. The second field is automatically populated based on the selection in the
+:guilabel:`Pay Schedule` field.
+
+.. example::
+   A company pays its employees every month. To configure the pay run for November, the
+   :guilabel:`Pay Schedule` is set to :guilabel:`month`, and the first :guilabel:`Period` field is
+   set to `Nov 1`. Once entered, the second field is automatically populated with `Nov 30`.
+
+   .. image:: pay_runs/new-pay-run.png
+      :alt: A monthly pay run configured for November.
+
+When the :guilabel:`New Pay Run` pop-up window is configured, click :guilabel:`Continue`, and the
+pop-up window changes to a :guilabel:`Select Employees` window. All employees that match the
+parameters set in the :guilabel:`New Pay Run` pop-up window appear in the list. Select the desired
+employees to add to the pay run, or click the box next to :guilabel:`Employees` to select *all*
+employees in the list.
+
+.. image:: pay_runs/select-employees.png
+   :alt: The pay run employee selection pop-up window.
+
+Once all desired employees are selected, click :guilabel:`Select`. The pop-up window closes, and the
+pay run appears on the screen.
+
+.. _payroll/pay-runs-pay-run:
+
+Pay runs dashboard
+------------------
+
+To create a pay run from the pay runs dashboard, navigate to :menuselection:`Payroll app -->
+Payslips --> Pay Runs`. Click the :guilabel:`New` button and a :guilabel:`New Pay Run` pop-up window
+loads.
+
+ Follow the same directions as if creating a :ref:`pay run form the payslips dashboard
+ <payroll/new-pay-run-pop-up>`.
+
+.. _payroll/add-payslips:
+
+Add a payslips to a pay run
+===========================
+
+Once a :ref:`pay run has been created <payroll/new-pay-run>`, payslips are added as part of the pay
+run creation. If needed, additional payslips can be created individually, and added to a pay run
+after it has been created.
+
+To add a new payslip, navigate to :menuselection:`Payroll app --> Payslips --> Payslips`. click the
+:guilabel:`New Off-Cycle` button and a blank :guilabel:`Employee Payslips` form loads.
+:ref:`Configure the payslip form <payroll/new-payslip>`, and ensure the :guilabel:`Pay Run` field is
+populated.
+
+Once the form is configured, click :guilabel:`Compute Sheet` to calculate the payslip and add it to
+the selected pay run.
+
+.. _payroll/pay run-process:
+
+Process a pay run
+=================
+
+After a :ref:`pay run has been created <payroll/new-pay-run>` , and :ref:`all required payslips have
+been added <payroll/add-payslips>`, the pay run must then be processed, and employees paid.
+
+Open the desired pay run by navigating to :menuselection:`Payroll app --> Payslips --> Pay Runs`,
+and clicking on the desired pay run.
+
+For a pay run to be processed, it must have a status of :guilabel:`Ready`. That means the pay run
+has been created and payslips have been added, but the payslips have *not* been processed.
+
+Click the :guilabel:`Create Draft Entry` button, then click :guilabel:`OK` in the
+:guilabel:`Confirmation` pop-up window to confirm and create a draft of all the individual payslips
+in the pay run. After this occurs, the pay run status changes to :guilabel:`Done`, and moves to the
+corresponding grouping on the :guilabel:`Pay Runs` dashboard.
+
+.. tip::
+   At any time, the pay run needs to be reverted back to a status of :guilabel:`Ready`, click the
+   :guilabel:`Revert` button. This action does **not** remove any payslips that have already been
+   added to the pay run, instead, the status changes back to :guilabel:`Ready`.
+
+   After any desired changes have been made, click :guilabel:`Create Draft Entry` and the pay run
+   status changes to :guilabel:`Done`.
+
+   It is important to note, that if any payslips in the pay run have a status of :guilabel:`Paid`,
+   the pay run **cannot** revert to a status of :guilabel:`Ready`.
+
+Once the status has changed to :guilabel:`Done`, the payments must be logged in the database. Click
+the :guilabel:`Payment Report` button, and a pop-up window loads, where the payment report details
+are entered.
+
+Using the drop-down menu, select the :guilabel:`Export Format` for the payment report. The universal
+option is :guilabel:`CSV`, while all other available options depend on the installed :doc:`payroll
+localization <payroll_localizations>`.
+
+Next, select the :guilabel:`Payment Date` using the calendar selector. This is the date the
+paychecks are issued.
+
+Some :doc:`payroll localizations <payroll_localizations>` cause a :guilabel:`Bank Journal` field to
+also appear. If visible, select the journal the payslips are logged on, using the drop-down menu.
+
+Once the pop-up window is configured, click the :guilabel:`Generate` button. The :guilabel:`Payment
+Report` button changes to a :icon:`fa-download` :guilabel:`Download (filetype)` button. To save a
+copy of the payment report, click the :icon:`fa-download` :guilabel:`Download (filetype)` button,
+select the location for the file, then click :guilabel:`Save`.
+
+.. note::
+   If the screen is enlarged beyond a certain amount, the :icon:`fa-download` :guilabel:`Download
+   (filetype)` button is hidden from view. In this scenario, click the :icon:`fa-ellipsis-v`
+   :guilabel:`(vertical ellipsis)` icon to view and select the :icon:`fa-download`
+   :guilabel:`Download (filetype)` option.
+
+After the report is created, click the :guilabel:`Mark as paid` button to mark the payslips as paid
+in the database.
+
+.. tip::
+   Odoo automatically creates the name of the pay run according to the various selections made when
+   creating the pay run (salary structure, pay schedule, etc). In some situations, a company may
+   want to rename the pay runs, for better organization and a clearer understanding of what pay
+   slips are part of each pay run.
+
+   For example, a company pays their employees monthly, for both hourly and salaried employees.
+
+   The names for their four August 2025 pay runs are:
+
+   - `Aug 1-14 2025 - Hourly`
+   - `Aug 1-14 2025 - Salary`
+   - `Aug 15-31 2025 - Hourly`
+   - `Aug 15-31 2025 - Salary`