[ADD] Payroll: Adding Batches

closes odoo/documentation#14444

X-original-commit: 7de3e12a93
Signed-off-by: Felicia Kuan (feku) <feku@odoo.com>
Signed-off-by: Lara Martini (larm) <larm@odoo.com>

content/applications/hr/payroll.rst

@@ -897,6 +897,7 @@ form.
    - :doc:`payroll/work_entries`
    - :doc:`payroll/salary_attachments`
    - :doc:`payroll/payslips`
+   - :doc:`payroll/batches`
    - :doc:`payroll/reporting`
    - :doc:`payroll/work_entry_analysis`
    - :doc:`payroll/salary_attachment`
@@ -909,6 +910,7 @@ form.
    payroll/work_entries
    payroll/salary_attachments
    payroll/payslips
+   payroll/batches
    payroll/reporting
    payroll/work_entry_analysis
    payroll/salary_attachment

content/applications/hr/payroll/batches.rst

@@ -0,0 +1,204 @@
+=======
+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/payslips.rst

@@ -284,175 +284,7 @@ click the :guilabel:`⚙️ (gear) Actions` icon in the top-center of the page,
 
 .. image:: payslips/export-select.png
    :align: center
-   :alt: The individual list of employee ayslips with three selected to be exported.
+   :alt: The individual list of employee payslips with three selected to be exported.
 
 .. note::
    Both *To Pay* and *All Payslips* display all the detailed information for each payslip.
-
-Batches
-=======
-
-To view payslips in batches, navigate to :menuselection:`Payroll app --> Payslips --> Batches` to
-display all the payslip batches that have been created. These payslip batches are displayed in a
-list view, by default.
-
-Each batch displays the :guilabel:`Name`, :guilabel:`Date From` and :guilabel:`Date To` dates, its
-:guilabel:`Status`, the number of payslips in the batch (:guilabel:`Payslips Count`), and the
-:guilabel:`Company`.
-
-.. image:: payslips/batches.png
-   :align: center
-   :alt: View displaying all batches created.
-
-Create a new batch
-------------------
-
-To create a new batch of payslips from the :guilabel:`Payslips Batches` page
-(: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`.
-
-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:: payslips/new-batch-details.png
-   :align: center
-   :alt: Enter the details for the new batch.
-
-.. _payroll/batch-process:
-
-Process a batch
----------------
-
-Click on an individual batch to view the details for that batch on a separate page. On this batch
-detail page, different options (buttons) appear at the top, depending on the status of the batch:
-
-- :guilabel:`New` status: batches without any payslips added to them have a status of
-  :guilabel:`New`. The following button options appear for these batches:
-
-   .. image:: payslips/batch-new.png
-      :align: center
-      :alt: A batch with a status of new, with the available buttons highlighted.
-
-   - :guilabel:`Add Payslips`: click the :guilabel:`Add Payslips` button to add payslips to the
-     batch, and an :guilabel:`Add Payslips` pop-up window appears. Only payslips that can be added
-     to the batch (payslips not currently part of a batch) appear on the list.
-
-     Select the desired payslips by clicking the checkbox to the left of each payslip name, then
-     click the :guilabel:`Select` button to add them to the batch. Once payslips are selected and
-     added to the batch, the status changes to :guilabel:`Confirmed`.
-
-   - :guilabel:`Generate Payslips`: after payslips have been added to the batch, click the
-     :guilabel:`Generate Payslips` button to process the payslips and create individual payslips in
-     the database.
-
-     A :guilabel:`Generate Payslips` pop-up window appears. If only a specific :guilabel:`Salary
-     Structure` and/or specific :guilabel:`Department` is desired to make payslips for, select them
-     from the corresponding drop-down menus. If no selections are made, then all payslips listed in
-     the pop-up window are processed as usual.
-
-     Click the :guilabel:`Generate` button to create the payslips. The :guilabel:`Generate Payslips`
-     button changes to a :guilabel:`Create Draft Entry` button, and the status changes to
-     :guilabel:`Confirmed`.
-
-- :guilabel:`Confirmed` status: batches that have been created and have payslips in them, but the
-  payslips have *not* been processed, have a status of :guilabel:`Confirmed`. The following two
-  button options appear for these batches:
-
-  .. image:: payslips/batch-confirmed.png
-     :align: center
-     :alt: A batch with a status of confirmed, with the available buttons highlighted.
-
-  - :guilabel:`Create Draft Entry`: click the :guilabel:`Create Draft Entry` button to confirm the
-    individual payslips (and the batch), and create a draft of the payslips. The batch now has a
-    status of :guilabel:`Done`.
-  - :guilabel:`Set to Draft`: if at any point 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.
-
-- :guilabel:`Done` status: batches with confirmed payslips in them have a status of
-  :guilabel:`Done`. The following button options appear for these batches:
-
-  .. image:: payslips/batch-done.png
-     :align: center
-     :alt: A batch with a status of done, with the available buttons highlighted.
-
-  - :guilabel:`Create Payment Report`: click the :guilabel:`Create Payment Report` button, and a
-    :guilabel:`Select a bank journal` pop-up window appears. Select the correct bank journal from
-    the drop-down menu.
-
-    The batch name appears in the :guilabel:`File name` field, but this can be modified, if desired.
-    Finally, click :guilabel:`Confirm` to process the payslips, and pay the employees.
-  - :guilabel:`Mark as paid`: after the payments have been created via the :guilabel:`Create Payment
-    Report` button, the payslips need to be marked as paid in the database.
-
-    Click the :guilabel:`Mark as paid` button, and the status of the batch changes to
-    :guilabel:`Paid`.
-  - :guilabel:`Set to Draft`: if at any point 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.
-
-- :guilabel:`Paid` status: batches that have been completed have a status of :guilabel:`Paid`. No
-  other button options appear for this status.
-
-  .. image:: payslips/batch-paid-2.png
-     :align: center
-     :alt: A batch with a status of paid, with the available buttons highlighted.
-
-On the batch detail page, the individual payslips in the batch are accessible, via the
-:guilabel:`Payslips` smart button, located above the batch information, in the center. Click the
-:guilabel:`Payslips` smart button to view a list of all the individual payslips.
-
-Use the breadcrumb menu to navigate back to the individual batch detail page, or back to the list of
-all batches.
-
-Generate warrant payslips
--------------------------
-
-Commissions are paid to employees in Odoo using *warrant payslips*.
-
-Warrant payslips can be generated directly from the :guilabel:`Payslips Batches` page
-(:menuselection:`Payroll app --> Payslips --> Batches`).
-
-First, select the desired batches by clicking the box to the left of each batch for which commission
-payslips should be created. Next, click the :guilabel:`Generate Warrant Payslips` button at the top
-of the page.
-
-Doing so reveals a :guilabel:`Generate Warrant Payslips` pop-up window, in which the necessary
-information **must** be filled out.
-
-.. image:: payslips/commission-details.png
-   :align: center
-   :alt: Enter the commission details.
-
-In this pop-up window, click on the drop-down menus, located beside the :guilabel:`Period` field, to
-reveal calendar pop-up windows. On these calendar pop-up windows, select the desired period for
-which the payslips are being generated. Using the :guilabel:`< (left)` and :guilabel:`> (right)`
-arrow icons, navigate to the correct month, and click on the date to select it.
-
-In the :guilabel:`Department` field, select the desired department from the drop-down menu.
-
-When a department is selected, the employees listed for that department appear in the
-:guilabel:`Employee` section.
-
-Under the :guilabel:`Employee` section, enter the :guilabel:`Commission Amount` for each employee in
-the far-right column. To remove an employee, click the :guilabel:`🗑️ (trash)` icon to remove the
-line.
-
-Add a new entry by clicking :guilabel:`Add a Line`, and entering the :guilabel:`Employee` and the
-appropriate :guilabel:`Commission Amount`.
-
-Click the :guilabel:`Upload your file` button to add a file, if necessary. Any file type is
-accepted.
-
-Once all the commissions are properly entered, click the :guilabel:`Generate Payslips` button to
-create the warrant payslips in a batch.
-
-:ref:`Process the batch <payroll/batch-process>` in the same way as a typical batch to complete the
-payment process.