diff --git a/content/applications/hr/payroll/payroll_localizations.rst b/content/applications/hr/payroll/payroll_localizations.rst index d34c9b229..73be786e6 100644 --- a/content/applications/hr/payroll/payroll_localizations.rst +++ b/content/applications/hr/payroll/payroll_localizations.rst @@ -75,7 +75,7 @@ Payroll localization modules are available for the countries listed below. - Bangladesh - :doc:`Egypt ` - :doc:`Hong Kong ` -- India +- :doc:`India ` - Indonesia - :doc:`Jordan ` - Kenya @@ -102,6 +102,7 @@ Payroll localization modules are available for the countries listed below. payroll_localizations/belgium payroll_localizations/egypt payroll_localizations/hong_kong + payroll_localizations/india payroll_localizations/jordan payroll_localizations/mexico payroll_localizations/saudi_arabia diff --git a/content/applications/hr/payroll/payroll_localizations/india.rst b/content/applications/hr/payroll/payroll_localizations/india.rst new file mode 100644 index 000000000..51f826f0e --- /dev/null +++ b/content/applications/hr/payroll/payroll_localizations/india.rst @@ -0,0 +1,585 @@ +===== +India +===== + +**Indian Payroll Localization** provides the complete Indian salary structure, +including allowances, deductions, statutory compliance, and employee benefits. +It automatically calculates and deducts contributions for both employees and employers, +ensuring full compliance with Indian labor and taxation laws. + +Before configuring the Indian localization, refer to the general :doc:`payroll <../../payroll>` +documentation, which includes the basic information for all localizations, +as well as all universal settings and fields. + +.. _payroll/indian_apps: + +Apps & Modules +============== + +:ref:`Install ` the following modules to get all the features of +the Indian payroll localization: + +.. list-table:: + :header-rows: 1 + + * - Name + - Technical name + - Description + * - :guilabel:`India - Payroll` + - ``l10n_in_hr_payroll`` + - Provides the statutory salary structure, allowances, deductions, and compliance rules for + Indian payroll. + * - :guilabel:`India - Payroll with Accounting` + - ``l10n_in_hr_payroll_account`` + - Adds accounting entries and mappings for payslips generated with the Indian localization. + * - :guilabel:`India - Time Off` + - ``l10n_in_hr_holidays`` + - Adds India-specific leave policies, including sandwich leave and optional holidays. + +.. seealso:: + :doc:`Configure the Indian fiscal localization <../../../finance/fiscal_localizations/india>` + +General Configurations +====================== + +First, the company must be configured. Navigate to :menuselection:`Settings app --> Users & Companies --> Companies`. +From the list, select the desired company, and configure the following fields: + +- :guilabel:`Company Name`: Enter the business name in this field. +- :guilabel:`Address`: Complete the full address, including the City, State, Zip Code, and Country. + +.. important:: + The state selected in the company's address is associated as the work address by default + for the employee, and the one used to calculate payroll taxes. + +- :guilabel:`GSTIN`: Enter a 15-digit tax identification number required for GST-registered + businesses in India. +- :guilabel:`PAN`: Enter a 10-character alphanumeric ID issued by the Income Tax Department + for tax reporting. +- :guilabel:`Company ID`: Enter the business's state ID number. +- :guilabel:`Currency`: By default, INR is selected. If not, select INR from the drop-down menu. +- :guilabel:`UPI Id`: Enter a virtual payment address used for receiving digital payments through + India's UPI system. +- :guilabel:`Phone`: Enter the company phone number. +- :guilabel:`Email`: Enter the email used for general contact information. + +Next, configure the payroll settings for the Indian payroll localization. Navigate to +:menuselection:`Payroll app --> Configuration --> Settings`, and enable the following +options that apply to the company: + +- :ref:`Employee Provident Fund `: Enter your :abbr:`EPF (Employee Provident Fund)` + Employer ID (alphanumeric code issued by the :abbr:`EPFO (Employees' Provident Fund Organisation)`) + to enable automatic :abbr:`PF (Provident Fund)` deductions and contributions. Enabling this will + activate the **Provident Fund (PF) contribution** section in employee payroll setting and contract template. +- :ref:`Professional Tax `: Enter your state-issued :abbr:`PT (Professional Tax)` + registration number (usually numeric/alphanumeric) to allow salary-based professional tax deduction. + Enabling this will activate the **Professional Tax slab** field under the **Tax Deductions** section in + employee payroll setting and contract template +- :ref:`Employee State Insurance `: Enter your :abbr:`ESIC (Employee State Insurance)` + Employer Code/IP Number (10-digit numeric ID provided by ESIC) + to process mandatory medical insurance contributions. Enabling this will activate the + **ESIC (Employee State Insurance)** section in employee payroll setting and contract template +- :ref:`Labour Welfare Fund `: Enter your :abbr:`LWF (Labour Welfare Fund)` + Establishment/Identification Number (state-issued numeric/alphanumeric ID) + to deduct and remit statutory welfare fund contributions. Enabling this will + activate the **Labour Welfare Fund (LWF)** section in employee payroll setting and contract template + +.. image:: india/in-payroll-configuration.png + :alt: Indian Localization Settings + +Employees +========= + +Create the :doc:`employee <../../employees/new_employee>` record before configuring the +salary package in the :doc:`contract <../contracts>`. + +Employee contracts serve as the foundation for payroll calculations, with the salary structure +covering allowances, deductions, and statutory compliances configured directly within the contract. + +Personal Tab +------------ + +Configure the following information in the employee's :guilabel:`Personal Information` section: + +- :guilabel:`UAN`: A 12-digit unique identifier issued by the + :abbr:`EPFO (Employees' Provident Fund Organisation)` for each employee; it links all + :abbr:`PF (Provident Fund)` accounts across different employers and is used for + tracking PF contributions, withdrawals, and transfers. + +- :guilabel:`ESIC Number`: A 17-digit unique Insurance Number assigned to an employee under + the Employee State Insurance Corporation; used to provide access to medical benefits, + insurance coverage, and compliance under the :abbr:`ESI (Employee State Insurance)` scheme. + +- :guilabel:`PAN`: A 10-character alphanumeric identifier issued by the Income Tax Department; + used for income-tax reporting, verifying employee identity, and ensuring correct + :abbr:`TDS (Tax Deducted at Source)` processing. + +- :guilabel:`LWF Account Number`: A state-specific employee Labour Welfare Fund ID; + used to record employee-level contributions toward the Labour Welfare Fund, enabling + welfare-related statutory compliance. + +Payroll Tab +----------- + +Statutory compliance +~~~~~~~~~~~~~~~~~~~~ + +.. _payroll/epf: + +Provident Fund (PF) Contribution +******************************** + +The **EPF** is a retirement benefit scheme for employees, where both the employer +and employee contribute a fixed percentage of the employee's salary each month. + +The Provident Fund (PF) configuration option in Indian Payroll allows you to choose whether to: + - Cap Basic at ₹15,000 (as per EPF statutory rule), or + - Calculate PF on the actual Basic (prorated wage) without cap. + +.. image:: india/in-pf-section.png + :alt: Provident Fund Section + +.. seealso:: + More information about `Employees' Provident Fund Organisation (EPFO) + `_ + +.. _payroll/pt: + +Tax Deductions +************** + +Tax Deductions allow companies to define statutory and employer-specific tax deductions, such as +Professional Tax and TDS, which are automatically applied during payslip computation. + +- Tax deductions are statutory or company-defined amounts subtracted from an employee's salary to comply + with income tax and state tax regulations. + +- The **Professional Tax** is a state-level tax levied on employees' income. + +- The system reads the employee's income and state from the contract and automatically applies the + correct PT slab rate when generating payslips. + +.. seealso:: + More information about `Professional Tax `_ + +.. image:: india/in-tax-deduction-section.png + :alt: Tax deduction Section + +.. _payroll/esic: + +Employee State Insurance (ESIC) +******************************* + +The **ESIC** is a social security scheme that provides medical and cash benefits +to employees and their families. + +Both employer and employee contributions are automatically calculated as a percentage of the wage. + +.. seealso:: + More information about `Employees' State Insurance Corporation (ESIC) `_ + +.. image:: india/in-esic-section.png + :alt: ESIC Section + +.. _payroll/lwf: + +Labour Welfare Fund (LWF) +************************* + +The **Labour Welfare Fund (LWF)** is a statutory compliance aimed at the welfare +of workers, managed by state-specific Labour Welfare Boards. + +Fixed contributions for both employer and employee can be defined. + +.. seealso:: + More information about `Labour Welfare Fund (LWF) `_ + +.. image:: india/in-lwf-section.png + :alt: Labour Welfare Fund Section + +Salary benefits +~~~~~~~~~~~~~~~ + +Salary benefits such as phone and internet subscriptions, meal vouchers, company transport, and +medical insurance can be configured in employee contracts as allowances or benefits, and +they will be automatically reflected in the employee's payslip. + +Configure the **Benefits** and **Insurance Benefits** sections on the contract, then +set the monthly contribution amounts for each benefit. Typical examples include: + +- **Benefits**: Phone subscription, internet subscription, meal vouchers, company transport, + and similar allowances. +- **Insurance Benefits**: Medical insurance, insured spouse, insured first child, insured + second child, etc. + +.. image:: india/in-benefits.png + :alt: Indian Benefits + +Other Deductions +~~~~~~~~~~~~~~~~ + +Other Deductions include statutory items such as Gratuity. + +Gratuity is a statutory employer contribution calculated as a percentage of the employee's wage, +accrued monthly as part of end-of-service benefits. + +.. image:: india/in-other-deduction-section.png + :alt: Other deduction section + +Configure salary from contract template +======================================= + +Configure the Employee Salary page to automatically load and display details based on the +default contract template. + +When creating a new employee, load the default contract template in the :guilabel:`Employee Payroll` +tab to configure a predefined salary package automatically. + +.. image:: india/in-contract-template-load.png + :alt: Load Indian Contract Template + +The contract template defines the salary structure and includes all applicable salary components, +statutory compliances, and benefits. + +To configure the contract template go to :menuselection:`Payroll app --> Configuration --> Contract Templates`, +create or open an existing contract template, then In the contract template, configure +the salary package for the applicant/employee, including the **Salary components**, +**Statutory compliances**, **Benefits** and **Insurance Benefits** described above. + + .. image:: india/in-contract-template.png + :alt: Indian Contract Template + +Time off Configuration +====================== + +The Indian Localization for Time Off includes specific leave management features designed for Indian +organizations, such as :ref:`Sandwich Leave ` and +:ref:`Optional Holidays `. + +Install the :guilabel:`India - Time Off` application to enable these policies. + +.. seealso:: + :doc:`About Time Off <../../time_off>` + +.. _payroll/in_sandwich: + +Sandwich leave +-------------- + +A *sandwich Leave* is a time off policy where weekends and public holidays falling between two applied +leave days are also counted as time off. +To enable this on a :ref:`time off types ` navigate to +:menuselection:`Time Off app --> Configuration --> Time Off Types`, and click the desired +time off type to enable this feature on. Tick the checkbox next to :guilabel:`Sandwich Leave` +in the :guilabel:`Configuration` section of the :guilabel:`Time Off Type` form. + +.. example:: + An employee applies for leave on Friday November 28th and Monday December 1st. + Both Saturday November 29th and Sunday November 30th (the weekend) + are also counted as time off, making the total time off requested **four** days *not* **two** days. + +.. _payroll/in_optional: + +Optional holidays +----------------- + +Optional Holidays, also called *Flexible Holidays* are special holidays assigned to specific +calendar dates, such as regional or religious holidays. Employees may apply for leave only +on these defined dates. + +If an employee attempts to request leave on any other date, a validation +error will be raised. + +To enable this on a :ref:`time off types ` navigate to +:menuselection:`Time Off app --> Configuration --> Time Off Types`, and create a new time off type or +open an existing one, Tick the checkbox next to :guilabel:`Limited to Optional Holiday` in the +:guilabel:`Configuration` section of the :guilabel:`Time Off Type` form. +Then, go to :menuselection:`Time Off app --> Configuration --> Optional Holidays`. +Create new optional holidays by assigning them to specific calendar dates +The optional holiday can be seen on the dashboard + +Employees can request these leave types, but only on the configured optional (flexible) holiday dates. + +Payroll configuration +===================== + +When the l10n_in_hr_payroll module is :ref:`installed `, +a new salary structure for India is added: :guilabel:`India: Regular Pay` under the +:guilabel:`India: Employee Pay` structure type. + +The salary structure contains all salary rules needed to calculate wages, statutory salary structure, +allowances, deductions, and compliance rules. + +Salary rules +------------ + +The salary rules control how each allowance, deduction, benefit, and statutory compliances is calculated. + +To view the salary rules, navigate to :menuselection:`Payroll app --> Configuration --> Structures`. +Click on :guilabel:`India: Employee Pay` to expand it, and then click :guilabel:`India: Regular Pay`. + +.. image:: india/in-regular-pay-structure.png + :alt: Indian Regular Pay + +Rule parameters +--------------- + +Certain payroll calculations require specific rates or wage caps, and Rule Parameters +provide values either as percentages or fixed amounts that can be referenced in salary rules. + +Rule parameters can be accessed via :menuselection:`Payroll app --> Configuration --> Rule Parameters`. +All the Rule parameters will be listed here with the associated salary rules. + +Rule parameters are used by salary rules for statutory calculations, ensuring that +payslips stay compliant with national and state-level regulations. + +.. important:: + Odoo updates rule parameters as needed. + It is recommended **not to modify** rule parameters unless there is an official change + in national or state regulations. + +Run India Payroll +================= + +Before running payroll, the payroll officer must validate employee :doc:`work entries +<../work_entries>` to confirm pay accuracy and catch any errors. This includes ensuring +that all time off is approved, any overtime is appropriate. + +Work entries are synchronized based on the employee's :doc:`contract <../contracts>` +configuration. Odoo pulls from the assigned working schedule, attendance records, +planning schedule, and approved time off. + +Any :ref:`discrepancies or conflicts ` must be resolved, then the +work entries can be :ref:`regenerated `. + +Once everything is correct, draft payslips can be :ref:`created individually +` or in :doc:`batches <../batches>`, referred to in the Payroll app as Pay Runs. + +.. image:: india/in-work-entries.png + :alt: The work entries for a pay run, with some time off entered in the work entries. + +.. note:: + To cut down on the payroll officer's time, it is typical to process payslips in batches, either + by wage type (fixed salary vs hourly), pay schedule (weekly, bi-weekly, monthly, etc.), + department (direct cost vs. administration), or any other grouping that best suits the company. + +The process of running payroll includes different actions that need to be executed to ensure that +the amount withheld from payroll taxes is correct, the amount that the employee receives as their +net salary is correct, and the computation of hours worked reflects the employee's actual hours +worked, among others. + +When running a payroll batch, check that the period, company, and employees included are correct +*before* starting to analyze or validate the data. + +Once the payslips are drafted, review them for accuracy. Check the :guilabel:`Worked Days & Inputs` +tab, and ensure the listed worked time is correct, as well as any other inputs. Add any missing +inputs, such as commissions, tips, reimbursements, that are missing. + +Next, check the various totals (gross pay, employee taxes, benefits, employer taxes, net salaries), +then click :guilabel:`Compute Sheet` to update the salary calculations, if there were edits. If +everything is correct, click :guilabel:`Validate`. + +.. image:: india/in-check-payslips.png + :alt: The worked days tab of a payslip. + +Accounting check +---------------- + +The accounting process when running payroll has two components: :ref:`creating journal entries +`, and :ref:`registering payments `. + +.. _payroll/in-journal: + +Journal entry creation +~~~~~~~~~~~~~~~~~~~~~~ + +After payslips are confirmed and validated, journal entries are posted either individually, or in a +batch. The journal entry is created first as a draft. + +.. important:: + It must be decided if journal entries are done individually or in batches *before* running + payroll. + +.. image:: india/in-draft-payslip.png + :alt: All payslips in a draft state. + +Six accounts from the India :abbr:`CoA (Chart of Accounts)` are included with the India +payroll localization: + +- `210100 Salary Expense`: Records the gross salary expense for employees, including the + basic pay and any earnings not allocated to specific allowance accounts. This account + captures the main salary cost for financial reporting. +- `300001 House Rent Allowance Expense`: Records the portion of salary paid as House Rent + Allowance. Used to track HRA separately for statutory reporting and tax computation purposes. +- `300002 Standard Allowance Expense`: Records recurring allowances that are part of the salary + package but do not fall under special categories like HRA or performance bonus. + Examples include transport or utility allowances. +- `300005 Performance Bonus`: Records discretionary or performance-linked bonuses paid to + employees. This account helps separate one-time or variable incentive costs from regular + salary expenses. +- `300011 Leave Travel Allowance Expense`: Tracks Leave Travel Allowance paid to employees. + LTA is often partially tax-exempt under Indian Income Tax rules, so tracking it separately + is important for compliance. +- `300004 Fixed Allowance Expense`: Records fixed, recurring allowances paid to employees + such as meal allowances, special duty allowances, or any other structured component of the salary. + +.. note:: + The :abbr:`CoA (Chart of Accounts)` configuration is set up by default when a company is located + in India. The account codes and names can be customized to match the company's salary structure + and reporting requirements. If a salary rule (used in a salary structure) does not have an + associated :abbr:`CoA (Chart of Accounts)` account, Odoo will use the default account Salary + Expense to create the journal entry, regardless of the type of move. + +Once the journal entry draft appears correct, post the journal entries. + +.. image:: india/in-done-payslip.png + :alt: Journal entries posted. + +.. _payroll/in-register: + +Register Payments +----------------- + +After the :ref:`journal entries ` are validated, Odoo can generate payments. + +Payments can be :guilabel:`Grouped by Partner` if there is a partner associated with a salary rule. + +.. image:: india/in-paid-payslip.png + :alt: Payslips with a status of paid. + +Close Payroll +------------- + +If there are no errors, payroll is completed for the pay period. + +Understanding the Indian Payslip +================================ + +This payslip provides detailed information on allowances, deductions, compliance requirements, +and benefits. It helps employees understand how their salary is calculated, the statutory and +organizational deductions applied, and the benefits they are entitled to, ensuring transparency +and trust in the payroll process. + +.. seealso:: + :doc:`Create a Payslip <../payslips>` + +.. image:: india/in-payslip.png + :alt: Indian Salary Payslip + +Payroll reports +=============== + +The Indian payroll localization includes payslip-related reports and statutory compliance reports, +including: + +- :ref:`Salary Register ` +- :ref:`EPF Report ` +- :ref:`ESI Report ` +- :ref:`Labour Wlefare Fund Report ` +- :ref:`Salary Statement Report ` +- :ref:`Yearly Salary by Employee ` + +.. _payroll/in_salary_register: + +Salary Register +--------------- + +The Register report provides a detailed month-wise record of salaries paid to employees. +This includes allowances, tax compliance, deductions, and benefits for each employee. Employers +can use this report to track payroll expenditures and employee earnings. + +To generate the report, navigate to :menuselection:`Payroll app --> Reporting --> Salary Register`. +A :guilabel:`Salary Register` pop-up window will appear. Set the :guilabel:`Start Date` and :guilabel:`End Date`, +select a specific :guilabel:`Salary Structure` to filter them by the Salary Structure +(otherwise all employees are included), and choose the desired :guilabel:`Payslip Status` +(:guilabel:`Paid`, :guilabel:`Done`, or both) to filter the payslips. +Once the filters are set, click :guilabel:`Export XLSX` to download the salary register report. + +.. image:: india/in-salary-register-report.png + :alt: Salary Register Report + +.. _payroll/in_epf_report: + +EPF Report +---------- + +The :abbr:`EPF (Employee Provident Fund)` report lists the contributions made by +both employer and employee toward the Provident Fund. It includes the +employee's EPF number, contribution amounts, and employer matching +contributions, ensuring compliance with the Employees' Provident Funds +and Miscellaneous Provisions Act, 1952. + +To generate the report, navigate to :menuselection:`Payroll app --> Reporting --> EPF Report`. +Click on :guilabel:`New`, set desired :guilabel:`Year` and :guilabel:`Month` and click on +:guilabel:`Export XLSX File`. + +.. image:: india/in-epf-report.png + :alt: EPF Report + +.. _payroll/in_esi_report: + +ESI Report +---------- + +The :abbr:`ESI (Employee State Insurance)` report details the contributions made +toward the ESI scheme. It provides both employer and employee +contribution amounts, along with the employee's ESI number, which is +required for statutory filing with the Employee State Insurance +Corporation. + +To generate the report, navigate to :menuselection:`Payroll app --> Reporting --> ESI Report`. +Click on :guilabel:`New`, set desired :guilabel:`Year` and :guilabel:`Month`, Select the Report type +as per the need and click on :guilabel:`Export XLSX File`. + +.. image:: india/in-esi-report.png + :alt: ESI Report + +.. _payroll/in_lwf_report: + +Labour Welfare Fund (LWF) Report +-------------------------------- + +This report covers the contributions made toward the Labour Welfare Fund +(LWF) by both employer and employee. It tracks the deduction amounts and +helps ensure compliance with state-level welfare fund requirements. + +To generate the report, navigate to :menuselection:`Payroll app --> Reporting --> Labour Welfare Fund Report`. +A :guilabel:`Labour Welfare Fund Report` pop-up window will appear. Set the +:guilabel:`Start Date` and :guilabel:`End Date`, select a specific :guilabel:`Department` +to filter them by Department (otherwise all employees are included), click :guilabel:`Export XLSX` to +download the Labour Welfare Fund Report report. + +.. image:: india/in-labour-welfare-fund-report.png + :alt: Labour Welfare Fund Report + +.. _payroll/in_salary_statement_report: + +Salary Statement Report +----------------------- + +The salary statement report is used to provide employees with their current salary and cumulative +salary, along with all salary components, for the selected year. + +To generate the report, navigate to :menuselection:`Payroll app --> Reporting --> Salary Statement Report`. +Click on :guilabel:`New`, set desired :guilabel:`Year` and :guilabel:`Month`, set the +:guilabel:`description` for pdf name. Then Click on :guilabel:`Populate` to create a pdf for each employee, +which can be accessed through the smart button which appears after populating. + +.. image:: india/in-salary-statement-report.png + :alt: Salary Statement Report + +.. _payroll/in_yearly_salary_report: + +Yearly Salary by Employee +------------------------- + +The Yearly Salary by Employee report provides month-wise salary details for the selected year, +including salary components and the applicable salary structure. + +To generate the report, navigate to :menuselection:`Payroll app --> Reporting --> Yearly Salary by Employee`. +A :guilabel:`Labour Welfare Fund Report` pop-up window will appear. 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