495 lines
22 KiB
Markdown
495 lines
22 KiB
Markdown
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# Payslips
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*Payslips* are created either by the employees themselves or their managers, and are approved by
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authorized employees (typically managers). Then, once payslips are approved, employees are issued
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payslips and are paid either by check or direct deposit, depending on how their employee profile is
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configured.
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The {guilabel}`Payslips` drop-down header of the {menuselection}`Payroll` application consists of
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three sections: {guilabel}`To Pay`, {guilabel}`All Payslips`, and {guilabel}`Batches`.
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These three sections provide all the tools needed to create payslips for employees, including
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individual payslips, a batch of payslips, or commission payslips.
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```{image} payslips/payslips.png
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:align: center
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:alt: Payslips menu selection in Payroll.
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```
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(payroll-to-pay)=
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## To pay
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Click on {menuselection}`Payroll app --> Payslips --> To Pay` to see the payslips that need to be
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paid. On this page, Odoo displays the payslips that have not been generated yet, and can be created
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from this dashboard.
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```{image} payslips/all-pay-slips.png
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:align: center
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:alt: View all payslips that need to be paid on the Payslips To Pay page.
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```
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Each payslip lists the {guilabel}`Reference` number for the individual payslip, the
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{guilabel}`Employee` name, the {guilabel}`Batch Name`, the {guilabel}`Company`, the {guilabel}`Basic
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Wage`, {guilabel}`Gross Wage`, {guilabel}`Net Wage`, and the {guilabel}`Status` of the payslip.
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Click on an individual payslip entry to view the details for that individual payslip.
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(payroll-new-payslip)=
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### Create a new payslip
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A new payslip can be created from either the {ref}`Payslips To Pay <payroll/to-pay>` page or the
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{ref}`Employee Payslips <payroll/all-payslips>` page.
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Create a new payslip by clicking the {guilabel}`New` button in the top-left corner.
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A blank payslip form is loaded, where the necessary payslip information can be entered.
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#### Payslip form
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On the blank payslip form, several fields are required. Most of the required fields auto-populate
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after an employee is selected.
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Fill out the following information on the payslip form:
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- {guilabel}`Employee`: type in the name of an employee, or select the desired employee from the
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drop-down list in this field. This field is **required**.
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:::{note}
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It is recommended to **only** create payslips for employees that are already in the database.
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If there is no current employee record (and therefore no employee contract) it is recommended
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to create the new employee in the *Employees* application **before** creating payslips for that
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employee. Refer to the {doc}`new employee <../employees/new_employee>` documentation for
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instructions on how to add an employee.
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:::
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- {guilabel}`Period`: the first day to the last day of the *current* month auto-populates the
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{guilabel}`Period` fields by default. The dates can be changed, if desired.
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To change the start date, click on the first date in the {guilabel}`Period` field to reveal a
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pop-up calendar. On this calendar, use the {guilabel}`< (less-than)` and {guilabel}`>
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(greater-than)` icons to select the desired month. Then, click on the desired day to select that
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specific date.
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Repeat this process to modify the end date for the payslip. These fields are **required**.
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- {guilabel}`Contract`: using the drop-down menu, select the desired contract for the employee. Only
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the available corresponding contracts for the selected employee appear as options. This field is
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**required**.
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- {guilabel}`Batch`: using the drop-down menu in this field, select the batch of payslips this new
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payslip should be added to.
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- {guilabel}`Structure`: using the drop-down menu, select the salary structure type. Only the
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corresponding structures associated with the selected contract for the employee appear as options.
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If no employee and/or no contract is selected yet, all available {guilabel}`Structures` appear in
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the list. Once an employee and/or contract is selected, any unavailable {guilabel}`Structures` set
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for that employee and/or contract do not appear. This field is **required**.
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```{image} payslips/new-payslip.png
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:align: center
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:alt: The top fields for a new payslip all filled out for a February payslip.
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```
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:::{note}
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Typically, after making a selection in the {guilabel}`Employee` field, Odoo auto-populates all
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other required fields (besides the {guilabel}`Period` field), but **only** if that information is
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already on that employee's form in the *Employees* app.
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:::
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:::{important}
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If modifications to auto-populated fields are made, it is recommended to check with the
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accounting department to ensure every entry that affects the *Accounting* application is correct.
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:::
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(payroll-worked-days-inputs)=
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##### Worked days & inputs tab
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- {guilabel}`Worked Days`: the entries under {guilabel}`Worked Days` (including the
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{guilabel}`Type`, {guilabel}`Description`, {guilabel}`Number of Days`, {guilabel}`Number of
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Hours`, and {guilabel}`Amount`) are automatically filled in, based on what was entered for the
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{guilabel}`Period`, {guilabel}`Contract`, and {guilabel}`Structure` fields of the payslip form.
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- {guilabel}`Other Inputs`: additional inputs affecting the payslip can be entered in this section,
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such as deductions, reimbursements, and expenses.
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Click {guilabel}`Add a line` to create an entry in the {guilabel}`Other Inputs` section.
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Using the drop-down menu in the {guilabel}`Type` column, select a {guilabel}`Type` for the input.
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Next, enter a {guilabel}`Description`, if desired. Lastly, enter the amount in the
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{guilabel}`Count` field.
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```{image} payslips/worked-days-tab.png
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:align: center
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:alt: The fields filled out in the worked days and inputs tab.
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```
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##### Salary computation tab
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- {guilabel}`Salary Computation`: the {guilabel}`Salary Computation` tab is automatically filled in
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after the {guilabel}`Compute Sheet` button is clicked. Doing so displays the wages, deductions,
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taxes, etc. for the entry.
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- {guilabel}`Has Negative Net To Report`: click the checkbox if the employee has a negative net
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amount for this payslip. This **only** appears if the employee's payslip has a negative balance.
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```{image} payslips/salary-comp-tab.png
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:align: center
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:alt: The fields filled out in the salary computation tab.
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```
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##### Other info tab
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- {guilabel}`Payslip Name`: type in a name for the payslip in this field. The name should be short
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and descriptive, such as `(Employee Name) April 2023`. This field is **required**.
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- {guilabel}`Company`: select the company the payslip applies to using the drop-down menu in this
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field. This field is **required**.
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- {guilabel}`Close Date`: enter the date that the payment is made to the employee in this field.
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Click in the field to reveal a calendar pop-up window. Using the {guilabel}`< >
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(less-than/greater-than)` icons, navigate to the desired month and year.
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Then, click on the desired date to select it.
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- {guilabel}`Date Account`: enter the date on which the payslip should be posted in this field.
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- {guilabel}`Salary Journal`: this field auto-populates after selecting an existing
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{guilabel}`Employee`. This field **cannot** be edited, as it is linked to the *Accounting*
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application. This field is **required**.
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- {guilabel}`Accounting Entry`: if applicable, this field is automatically populated once the
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payslip is confirmed. This field **cannot** be modified.
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- {guilabel}`Add an Internal Note...`: any note or reference message for the new entry can be typed
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in this field.
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```{image} payslips/other-info-tab.png
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:align: center
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:alt: The fields filled out in the other info tab.
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```
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#### Process the new payslip
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When all the necessary information on the payslip is entered, click the {guilabel}`Compute Sheet`
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button. Upon doing so, all the information on the payslip is saved, and the {guilabel}`Salary
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Computation` tab auto-populates, based on the information on the employee's contract or attendance
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records.
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If any modifications need to be made, first click the {guilabel}`Cancel` button, then click the
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{guilabel}`Set to Draft` button. Make any desired changes, then click the {guilabel}`Compute Sheet`
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button once again, and the changes are reflected in the {guilabel}`Worked Days` and
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{guilabel}`Salary Computation` tabs.
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Once everything on the payslip form is correct, click the {guilabel}`Create Draft Entry` button to
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create the payslip.
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Then, a confirmation pop-up window appears, asking {guilabel}`Are you sure you want to proceed?`.
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Click {guilabel}`OK` to confirm.
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The chatter is automatically updated to show the email sent to the employee, along with a PDF copy
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of the payslip.
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:::{note}
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The database may need to be refreshed for the payslip and email to appear.
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:::
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To print the payslip, click the {guilabel}`Print` button. To cancel the payslip, click the
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{guilabel}`Cancel` button.
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```{image} payslips/payslip-chatter.png
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:align: center
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:alt: The new payslip is emailed to the employee and the email appears in the chatter.
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```
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Next, the payment must be sent to the employee. To do this, click the {guilabel}`Register Payment`
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button. Doing so reveals a pop-up form, in which the desired {guilabel}`Bank Journal` that the
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payment should be made against must be selected from a drop-down menu. Then, click the
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{guilabel}`Confirm` button to confirm the journal, and return to the payslip.
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:::{important}
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In order for a payslip to be paid, the employee *must* have a bank account entered in their
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contact information. If there is no bank information, a payslip cannot be paid, and an error
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appears when the {guilabel}`Make Payment` button is clicked. Banking information can be found in
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the {ref}`Private Information <employees/private-info>` tab on the employee's card in the
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*Employees* app. Edit the employee card, and add banking information, if it is missing.
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```{image} payslips/banking.png
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:align: center
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:alt: Banking information can be entered in an employee's card.
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```
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:::
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Odoo automatically checks bank account information. If there is an error with the employee's listed
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bank account, an error appears in a pop-up window, stating, *The employee bank account is
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untrusted.* If this error appears, update the employee's bank account information on their
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{ref}`Employee Form <employees/private-info>`.
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If a payment needs to be cancelled or refunded, click the corresponding {guilabel}`Cancel` or
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{guilabel}`Refund` button, located at the top-left of the screen.
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:::{tip}
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> Before processing payslips, it is best practice to check the *Warnings* section of the *Payroll*
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> app dashboard. Here, all possible issues concerning payroll appear.
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>
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> To view the warnings, navigate to {menuselection}`Payroll app --> Dashboard`. The warnings appear
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> in the top-left corner of the dashboard.
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>
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> ```{image} payslips/warnings.png
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> :align: center
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> :alt: The dashboard view of the Payroll app, with the warnings box highlighted.
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> ```
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>
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> Warnings are grouped by type, such as `Employees Without Running Contracts` or `Employees Without
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> Bank account Number`. Click on a warning to view all entries associated with that specific issue.
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>
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> If the warnings are not resolved, at any point in the payslip processing process, an error may
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> occur. Errors appear in a pop-up window, and provide details for the error, and how to resolve
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> them.
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Payslips **cannot** be completed if there are any warnings or issues associated with the payslip.
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:::
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(payroll-all-payslips)=
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## All payslips
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To view all payslips, regardless of status, go to {menuselection}`Payroll app --> Payslips --> All
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Payslips`. The {guilabel}`Employee Payslips` page loads, displaying all payslips, organized by
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batch, in a default nested list view.
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Click on the {guilabel}`▶ (right arrow)` next to an individual batch name to view all the payslips
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in that particular batch, along with all the payslip details.
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The number of payslips in the batch is written in parenthesis after the batch name. The
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{guilabel}`Status` for each individual payslip appears on the far-right side, indicating one of the
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following status options:
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- {guilabel}`Draft`: the payslip is created, and there is still time to make edits, since the
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amounts are not calculated.
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- {guilabel}`Waiting`: the payslip has been calculated, and the salary details can be found in the
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*Salary Computation* tab.
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- {guilabel}`Done`: the payslip is calculated and ready to be paid.
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- {guilabel}`Paid`: the employee has been paid.
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```{image} payslips/all-payslips.png
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:align: center
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:alt: View all payslips organized by batches. Click on the arrow to expand each batch.
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```
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Click on an individual payslip to view the details for that payslip on a separate page. Using the
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breadcrumb menu, click {guilabel}`Employee Payslips` to go back to the list view of all payslips.
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A new payslip can be created from the {guilabel}`Employee Payslips` page, by clicking the
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{guilabel}`New` button in the upper-left corner. Doing so reveals a separate blank payslip form
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page. On that blank payslip form page, enter all the necessary information, as described in the
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{ref}`Create new payslips <payroll/new-payslip>` section.
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To print PDF versions of payslips from the *Payslips to Pay* or {guilabel}`Employee Payslips` pages,
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first select the desired payslips by clicking on the individual checkbox to the left of each payslip
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to be printed. Or, click the box to the left of the {guilabel}`Reference` column title, which
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selects all visible payslips on the page. Then, click the {guilabel}`Print` button to print the
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payslips.
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Payslips can also be exported to an Excel spreadsheet. To export **all** payslips, click on the
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{guilabel}`⚙️ (gear)` icon at the end of the words {guilabel}`Employee Payslips` in the top-left
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corner. This reveals a drop-down menu. Click {guilabel}`Export All` to export all payslips to a
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spreadsheet.
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```{image} payslips/export.png
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:align: center
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:alt: Click on the Export All smart button to export all payslips to an Excel payslip.
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```
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To export only select payslips, first select the payslips to be exported from the list. Then, click
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the checkbox to the left of each individual payslip to select it. As payslips are selected, a smart
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button appears in the top-center of the page, indicating the number of selected payslips. Then,
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click the {guilabel}`⚙️ (gear) Actions` icon in the top-center of the page, and click
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{guilabel}`Export`.
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```{image} payslips/export-select.png
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:align: center
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:alt: The individual list of employee ayslips with three selected to be exported.
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```
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:::{note}
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Both *To Pay* and *All Payslips* display all the detailed information for each payslip.
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:::
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## Batches
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To view payslips in batches, navigate to {menuselection}`Payroll app --> Payslips --> Batches` to
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display all the payslip batches that have been created. These payslip batches are displayed in a
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list view, by default.
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Each batch displays the {guilabel}`Name`, {guilabel}`Date From` and {guilabel}`Date To` dates, its
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{guilabel}`Status`, the number of payslips in the batch ({guilabel}`Payslips Count`), and the
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{guilabel}`Company`.
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```{image} payslips/batches.png
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:align: center
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:alt: View displaying all batches created.
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```
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### Create a new batch
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To create a new batch of payslips from the {guilabel}`Payslips Batches` page
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({menuselection}`Payroll app --> Payslips --> Batches`), click the {guilabel}`New` button in the
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top-left corner. Doing so reveals a blank payslip batch form on a separate page.
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On the new payslip batch form, enter the {guilabel}`Batch Name`.
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Next, select the date range to which the batch applies. Click into one of the {guilabel}`Period`
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fields, and a calendar pop-up window appears. From this calendar pop-up window, navigate to the
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correct month, and click on the corresponding day for both the start and end dates of the batch.
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The current company populates the {guilabel}`Company` field. If operating in a multi-company
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environment, it is **not** possible to modify the {guilabel}`Company` from the form. The batch
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**must** be created while in the database for the desired company.
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```{image} payslips/new-batch-details.png
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:align: center
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:alt: Enter the details for the new batch.
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```
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(payroll-batch-process)=
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### Process a batch
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Click on an individual batch to view the details for that batch on a separate page. On this batch
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detail page, different options (buttons) appear at the top, depending on the status of the batch:
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- {guilabel}`New` status: batches without any payslips added to them have a status of
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{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.
|
||
|
|