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[IMP] Payroll: Updating main doc
closes odoo/documentation#14187 Signed-off-by: Lara Martini (larm) <larm@odoo.com>
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larm-odoo
@@ -4,354 +4,138 @@
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Payroll
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=======
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Odoo *Payroll* is used to process work entries and create payslips for employees. *Payroll* works in
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conjunction with other Odoo apps, such as *Employees*, *Time Off*, *Attendances*, and *Planning*.
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Odoo's **Payroll** app is used to calculate employees' worked time in conjunction with other Odoo
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apps, such as **Employees**, **Time Off**, **Attendances**, and **Planning**, and create
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corresponding payslips.
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The *Payroll* app helps ensure there are no issues or conflicts when validating work entries. It
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also handles country-specific localizations to ensure payslips follow local rules and taxes, and
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allows for salary assignments.
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When an employee is hired, they must sign a :doc:`contract <payroll/contracts>`. The contract
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outlines how the employee is compensated, including the salary structure and rules their pay is
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calculated from, when they work (their `working schedule`), and what benefits they receive.
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.. important::
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It is critical to install the correct :doc:`country-specific localization
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<payroll/payroll_localizations>`, as this configures all local and national rules, regulations,
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and applicable taxes for the selected country.
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In addition to the employee contract, any :doc:`salary attachments <payroll/salary_attachments>`
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must be configured before running payroll.
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When it is time to run payroll according to the business's schedule (monthly, weekly, bi-weekly,
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etc.), :doc:`payslips <payroll/payslips>` can be created individually or in :doc:`groups
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<payroll/batches>`. Odoo calculates when the employees worked based on their :doc:`work entries
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<payroll/work_entries>`. Work entries are created according to their :doc:`contracts
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<payroll/contracts>`, based on information from the **Attendances**, **Planning**, or **Timesheets**
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apps. Any errors with work entries **must** be resolved *before* continuing to process payroll.
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After all issues or conflicts are resolved, payslips are :ref:`processed <payroll/process>`, and
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then :ref:`employees are paid <payroll/pay-employee>`, either with a wire transfer or a physical
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check.
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.. note::
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It is possible to pay employees with cash, but this is not recommended.
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Settings
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========
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Configure the *Payroll* app by navigating to :menuselection:`Payroll app --> Configuration -->
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Settings`. The various settings for accounting, localizations, time off, alerts, and payslips are
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specified here.
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Before running payroll, various settings for the **Payroll** app **must** be configured. Navigate to
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:menuselection:`Payroll app --> Configuration --> Settings`. The various settings for
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:ref:`accounting <payroll-accounting>`, :ref:`localizations <payroll-localizations>`, :ref:`time off
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<payroll-time-off>`, and :ref:`general payroll settings <payroll-payroll-settings>` are specified
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here.
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.. _payroll-accounting:
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Accounting
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----------
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The accounting section of the configuration menu relates to three options:
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Configure the following in the accounting section of the configuration menu:
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- :guilabel:`Payroll Entries`: enable this option to post payroll slips in accounting.
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- :guilabel:`Payroll SEPA`: enable this option to create SEPA payments.
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- :guilabel:`Batch Account Move Lines`: enable this option to have a single account move line
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created from all the accounting entries from the same period. This disables the generation of
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single payments.
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- :guilabel:`Payroll Entries`: Enable this option to post payroll slips in the **Accounting** app,
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in a `Salaries` box on the main dashboard.
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- :guilabel:`Payroll SEPA`: Enable this option to create :abbr:`SEPA (Single Euro Payments Area)`
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payments.
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- :guilabel:`Batch Account Move Lines`: Enable this option to have a single account move line
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created from all the accounting entries of the same period. This anonymizes accounting entries and
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disables the creation of individual payments.
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.. _payroll-localizations:
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Localizations
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-------------
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*Localizations* are country-specific settings preconfigured in Odoo at the creation of the database,
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which account for all taxes, fees, and allowances for that particular country.
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The :guilabel:`Localization` section of the **Payroll** app :guilabel:`Settings` page includes
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specific settings that need to be configured for the specific country.
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The settings and options shown in this section vary, depending on the :doc:`localization enabled
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<payroll/payroll_localizations>` for the database.
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.. warning::
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It is **not** recommended to alter the localization settings, unless specifically required due to
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special circumstances. For example, a new law is passed that changes basic salary rules, or a
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company is exempt from specific taxes.
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.. note::
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Odoo can handle multi-company configurations. This is generally done when there is a main company
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or office location, such as a headquarters, with other offices or branches located either in the
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country or internationally, that fall under that main company or headquarters. In Odoo, each
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company, including the headquarters, **must** be set up as its own company or branch using the
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multi-company method.
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Each company can have a different localization setting, since locations can vary worldwide, where
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rules and laws differ.
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For more information on companies, refer to the :doc:`companies <../general/companies>`
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documentation, or the :doc:`multi-company <../general/companies/multi_company>` documentation,
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which covers how to set up multiple companies.
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.. seealso::
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:doc:`payroll/payroll_localizations`
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.. _payroll-time-off:
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Time off
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--------
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- :guilabel:`Deferred Time Off`: if time off is taken after payslips are validated, the time off
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needs to be applied to the following pay period. Select the person that will be notified for
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these specific time off situations using the drop-down menu in the :guilabel:`Responsible` field.
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:guilabel:`Deferred Time Off`: If time off is taken *after* payslips are validated, the time off
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must be applied to the following pay period to avoid cancelling then reprocessing payslips. Select
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the person responsible for these specific time off situations using the drop-down menu in the
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:guilabel:`Responsible` field.
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.. example::
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An employee is paid on the 15th of the month and the last day of the month. Payslips are
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typically processed a day before.
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typically processed one day before.
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If an employee's payslip is approved and processed on the 30th, but that same employee takes an
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unexpected sick day on the 31st, the time off needs to be logged.
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An employee's payslip is approved and processed on the 30th, but that same employee took an
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unexpected sick day on the 31st.
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Since the employee is already paid for a regular work day on the 31st, to keep the time off
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balances correct, the sick day is moved/applied to the 1st of the next month (the next pay
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Since the employee was already paid for a regular workday on the 31st, to keep the time off
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balances correct, the sick day is applied to the 1st of the next month (during the next pay
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period).
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.. _payroll-payroll-settings:
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Payroll
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-------
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- :guilabel:`Contract Expiration Notice Period`: enter the number of :guilabel:`Days` before a
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contract expires, and Odoo notifies the responsible person about the upcoming expiration at that
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time.
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- :guilabel:`Work Permit Expiration Notice Period`: enter the number of :guilabel:`Days` before a
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work permit expires, and Odoo notifies the responsible person about the upcoming expiration at
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that time.
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- :guilabel:`Payslip PDF Display`: enable this option to show the payslip's PDF when the state is
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The payroll section allows for the installation of a :doc:`payroll localization
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<payroll/payroll_localizations>`. Click :icon:`oi-arrow-right` :guilabel:`Choose a Payroll
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Localization` and a Kanban view of all available payroll localizations loads. Click
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:guilabel:`Install` on the desired localization to install it. If a localization has been installed,
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only a :guilabel:`Module Info` button appears for that specific localization.
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Once a localization has been installed, configure the following fields:
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- :guilabel:`Contract Expiration Notice Period`: Enter the number of :guilabel:`Days` before a
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contract expires, when Odoo notifies the responsible person about the upcoming expiration.
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- :guilabel:`Payslip PDF Display`: Enable this option to show the payslip's PDF when the state is
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validated.
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.. _payroll/working-times:
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Working schedules
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-----------------
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When creating payslips, it is sometimes necessary to add other entries for specific circumstances,
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like expenses, reimbursements, or deductions. These other inputs can be configured by navigating to
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:menuselection:`Payroll app --> Configuration --> Salary --> Other Input Types`.
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To create a new input type, click the :guilabel:`New` button. Enter the :guilabel:`Description`, the
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:guilabel:`Code`, and which structure it applies to in the :guilabel:`Availability in Structure`
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field.
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.. important::
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The :guilabel:`Code` is used in the salary rules to compute payslips. If the
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:guilabel:`Availability in Structure` field is left blank, it indicates that the new input type
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is available for all payslips and is not exclusive to a specific structure.
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.. _payroll/salary-attachment-types:
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Salary package configurator
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===========================
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The various options under the :guilabel:`Salary Package Configurator` section of the
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:menuselection:`Payroll app --> Configuration --> Salary Package Configurator` menu all affect an
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employee's potential salary.
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Depending on what information an employee enters (such as deductions, dependents, etc.), their
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salary is adjusted accordingly. When an applicant applies for a job on the company website, the
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sections under :guilabel:`Salary Package Configurator` directly affect what the applicant sees, and
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what is populated, as the applicant enters information.
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Benefits
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--------
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When offering potential employees a position, there can be certain benefits set in Odoo, in addition
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to the salary, to make an offer more appealing (such as extra time off, the use of a company car,
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reimbursement for a phone or internet, etc.).
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To view the benefits, go to :menuselection:`Payroll app --> Configuration --> Salary Package
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Configurator: Benefits`. Benefits are grouped by :guilabel:`Structure type`, and the benefit listed
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for a particular structure type is only available for that specific structure.
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.. image:: payroll/benefits.png
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:align: center
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:alt: A list view of all the benefits available for each structure type.
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.. example::
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A company has two structure types, one labeled :guilabel:`Employee`, and another labeled
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:guilabel:`Intern`. The :guilabel:`Employee` structure type contains the benefit of using a
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company car, while the :guilabel:`Intern` structure type has a meal voucher benefit available.
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A person hired under the :guilabel:`Employee` structure type can use the company car benefit, but
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cannot have meal vouchers. A person hired under the :guilabel:`Intern` structure type would have
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meal voucher benefits available to them, not the use of a company car.
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To make a new benefit, click the :guilabel:`New` button, and enter the information in the fields on
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the blank benefits form.
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The various fields for creating a benefit are as follows:
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General information section
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~~~~~~~~~~~~~~~~~~~~~~~~~~~
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- :guilabel:`Contract Related Field`: select from the drop-down menu a field from the contract.
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The choosen value from the employee will be recorded to that field.
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- :guilabel:`Benefits`: enter the name for the benefit. This field is required.
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- :guilabel:`Benefit Type`: select from the drop-down menu what type of benefit it is. Select from
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:guilabel:`Monthly Benefit in Kind`, :guilabel:`Monthly Benefit in Net`, :guilabel:`Monthly
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Benefit in Cash`, :guilabel:`Yearly Benefits in Cash`, or :guilabel:`Non Financial Benefits`. This
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field is required.
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- :guilabel:`Cost Field`: select from the drop-down menu a field from the contract. The field will
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define the cost of the benefit and by extention the impact on the salary,
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:guilabel:`Wage`, :guilabel:`Wage with Holidays`, and :guilabel:`Work time rate`. Depending on the
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localization settings, additional options are available.
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- :guilabel:`Related Type`: select from the drop-down menu what type of benefit it is. Select from
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:guilabel:`Monthly Benefit in Kind`, :guilabel:`Monthly Benefit in Net`, :guilabel:`Monthly
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Benefit in Cash`, :guilabel:`Yearly Benefits in Cash`, or :guilabel:`Non Financial Benefits`. This
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field is required.
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- :guilabel:`Impacts Net Salary`: tick the checkbox if the benefit should impact the employee's net
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salary.
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- :guilabel:`Requested Documents`: select any document that is required to be submitted for this
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benefit, from the drop-down menu.
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- :guilabel:`Mandatory Benefits`: using the drop-down menu, select the benefit that is required in
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order for this specific benefit to be offered to the employee.
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For example, a benefit for car insurance would populate `Company Car` in this field. This would
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allow the car insurance benefit to **only** be displayed if the employee has selected/enabled the
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benefit of a company car.
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- :guilabel:`Salary Structure Type`: select from the drop-down menu which salary structure type this
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benefit applies to. This field is required.
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- :guilabel:`Unit of Measure`: select the metric that the benefit is granted, using the drop-down
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menu. The options are :guilabel:`Days`, :guilabel:`Percent`, or :guilabel:`Currency`.
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.. image:: payroll/new-benefit.png
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:align: center
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:alt: A new benefit form filled out for an internet subscription.
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Display section
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~~~~~~~~~~~~~~~
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- :guilabel:`Show Name`: tick the checkbox to have the benefit name appear in the salary package
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configurator.
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- :guilabel:`Display Type`: select from the drop-down menu how this benefit is displayed. The
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options are :guilabel:`Always Selected`, :guilabel:`Dropdown`, :guilabel:`Dropdown Group`,
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:guilabel:`Slider`, :guilabel:`Radio Buttons`, :guilabel:`Manual Input`, or :guilabel:`Text`. This
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field is required.
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Depending on the selection made, additional configurations need to be made. For example, if
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:guilabel:`Radio Buttons` is selected, the individual radio buttons must be entered.
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- :guilabel:`Icon`: an icon from the `Font Awesome 4 library <https://fontawesome.com/v4/icons/>`_
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can be visible for this benefit. Enter the text code for the icon in this field. For example, to
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display a suitcase icon, the code `fa fa-suitcase` is entered on this line.
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- :guilabel:`Hide Description`: tick the checkbox to hide the benefit description if the benefit is
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not selected by the employee.
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- :guilabel:`Folded`: if the benefit should be folded, or hidden, because it is dependant on another
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benefit selection, tick the checkbox. The following fields appear when this is active:
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- :guilabel:`Fold Label`: enter a name for the folded section of the benefit.
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- :guilabel:`Fold Res Field`: select the contract field this benefit is tied to using the
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drop-down menu. If this field is selected on the contract, then this benefit becomes visible.
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Activity section
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~~~~~~~~~~~~~~~~
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- :guilabel:`Activity Type`: from the drop-down menu, select the activity type that is automatically
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created when this benefit is selected by the employee.
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- :guilabel:`Activity Creation`: select when the activity is created, either when the
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:guilabel:`Employee signs his contract`, or when the :guilabel:`Contract is countersigned`. Click
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the radio button next to the desired selection.
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- :guilabel:`Activity Creation Type`: select the parameters for when the activity is created, either
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:guilabel:`When the benefit is set` or :guilabel:`When the benefit is modified`. Click the radio
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button next to the desired selection.
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- :guilabel:`Assigned to`: select the user the activity is automatically assigned to, using the
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drop-down menu.
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Sign section
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~~~~~~~~~~~~
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- :guilabel:`Template to Sign`: if the employee is required to sign a document when selecting this
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benefit, select the document template from the drop-down menu.
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For example, a benefit regarding the use of a company car may require the employee to sign a
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document acknowledging the company's car policies.
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Description tab
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~~~~~~~~~~~~~~~
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Provide any additional information in this tab to help clarify the benefit.
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Personal info
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-------------
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Every employee in Odoo has an *employee card* which is created when a candidate becomes an
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employee. This card includes all of their personal information, resume, work information, and
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documents.
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The personal information is gathered from the salary package configurator section that a
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candidate fills out after being offered a position. This personal information is then transferred to
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the employee card when they are hired.
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To view an employee's card, go to the main :menuselection:`Employees` app dashboard, and click on
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the employee's card.
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.. note::
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An employee card can be thought of as an employee personal file.
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The :guilabel:`Personal Info` section lists all of the fields that are available to enter on the
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employee's card. To access this section, go to :menuselection:`Payroll app --> Configuration -->
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Salary Package Configurator: Personal Info`.
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.. image:: payroll/personal-info.png
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:align: center
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:alt: A list of all the personal information that appears on the employee card to enter.
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To edit a personal info entry, select an entry from the list on the :guilabel:`Personal Info` page,
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and modify the personal info on the form that appears.
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To create a new personal info entry, click the :guilabel:`New` button.
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The required fields, aside from entering the :guilabel:`Information` name, are :guilabel:`Related
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Model`, :guilabel:`Related Field`, and :guilabel:`Category`.
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Select a :guilabel:`Related Model` from the drop-down menu. :guilabel:`Employee` populates the field
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by default, but the :guilabel:`Bank Account` option is also available if the information is related
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to a bank account, instead.
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Select a :guilabel:`Related Field` from the drop-down menu that best describes what kind of personal
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information this entry is, and where it is stored in the backend. Then, select a
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:guilabel:`Category` from the drop-down menu that the personal information should be under, such as
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:guilabel:`Address` or :guilabel:`Personal Documents`.
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The two most important fields on the personal info form are :guilabel:`Is Required` and
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:guilabel:`Display Type`.
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Checking the :guilabel:`Is Required` box makes the field mandatory on the employee's card. The
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:guilabel:`Display Type` drop-down menu allows for the information to be entered in a variety of
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ways, like a :guilabel:`Text` box, to a customizable :guilabel:`Radio` button, a
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:guilabel:`Checkbox`, a :guilabel:`Document`, and more.
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.. image:: payroll/personal-new.png
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:align: center
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:alt: New personal information entry.
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Resumé
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||||
------
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||||
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||||
The resumé section, housed within the salary package configurator section of the settings menu, is
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how salary information rules are configured when offering a position to potential employees.
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||||
When an offer is sent to a prospective employee, the values for the offer are computed from these
|
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settings, and appear on the offer page.
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||||
To configure this section, navigate to :menuselection:`Payroll app --> Configuration --> Salary
|
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Package Configurator: Resumé`.
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By default, there are three :guilabel:`Salary Structure Types` pre-configured in Odoo:
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:guilabel:`Worker`, :guilabel:`Employee`, and :guilabel:`None`.
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Each :guilabel:`Salary Structure Type` has several rules configured. These affect how an offer is
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calculated using that particular :guilabel:`Salary Structure Type`.
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||||
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||||
To create a new rule, click the :guilabel:`New` button, and a blank :guilabel:`Contract Salary
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||||
Resumé` form loads.
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||||
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||||
Enter the following information on the form:
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||||
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||||
- :guilabel:`Information`: type in a name for this field.
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||||
- :guilabel:`Category`: select the category this value is housed under, using the drop-down menu.
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||||
The default options are :guilabel:`Monthly Salary`, :guilabel:`Monthly Benefits`,
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||||
:guilabel:`Yearly Benefits`, and :guilabel:`Total`.
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||||
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||||
New categories can be made if needed.
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||||
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||||
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`
|
||||
|
||||
@@ -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*.
|
||||
|
||||
Reference in New Issue
Block a user