diff --git a/content/applications/hr/payroll/contracts.rst b/content/applications/hr/payroll/contracts.rst index e3279ddf1..752255ade 100644 --- a/content/applications/hr/payroll/contracts.rst +++ b/content/applications/hr/payroll/contracts.rst @@ -3,8 +3,8 @@ Contracts ========= Every employee in Odoo is required to have a contract in order to be paid. A contract outlines the -terms of an employee's position, their compensation, their working hours, and any other details -about their position. +terms of an employee's position, their compensation, working hours, and any other details about +their position. .. important:: Contract documents (PDFs) are uploaded and organized using the *Documents* application, and are @@ -12,10 +12,10 @@ about their position. sign contracts. Please refer to the :doc:`/applications/productivity/documents` and :doc:`/applications/productivity/sign` documentation. -To view the employee contracts, go to the :menuselection:`Payroll app --> Employees --> Contracts` +To view the employee contracts, go to the :menuselection:`Payroll app --> Contracts --> Contracts` from the top menu. All employee contracts, and their current contract status, are displayed in a -default kanban view. The default view displays both running contracts and contracts that need -action. Expired and canceled contracts are hidden in the default view. +Kanban view, by default. The Kanban view displays running contracts, contracts that require action, +expired contracts, and cancelled contracts. .. image:: contracts/contracts-overview.png :align: center @@ -23,90 +23,96 @@ action. Expired and canceled contracts are hidden in the default view. .. note:: The list of contracts in the *Payroll* application matches the list of contracts in the - *Employees* application. The default contracts view in the *Payroll* application displays running - contracts and contracts needing attention, while the default contracts view in the *Employees* - application displays all contracts in a kanban view, organized by their stage, regardless of - status. All contracts can be viewed by changing the filters. + *Employees* application. Create a new contract ===================== In order for an employee to be paid, an active contract is required. If a new contract is needed, -click the :guilabel:`Create` button on the contracts dashboard. A contract form appears where the -information can be entered. Required fields are underlined in bold. +click the :guilabel:`Create` button on the :guilabel:`Contracts` dashboard. A contract form appears +where the information can be entered. Required fields are underlined in bold. -Required fields ---------------- +New contract form +----------------- .. image:: contracts/required-fields.png :align: center :alt: New contract form to be filled in when creating a new contract. -- :guilabel:`Contact Reference`: Type in the name or title for the contract, such as `John Smith - Contract`. -- :guilabel:`Company`: Select the company the contract applies to by clicking on the drop-down menu. - A new company can be created by typing the name in the field, then clicking either - :guilabel:`Create` to create the new company, or :guilabel:`Create and Edit` to create the new - company and edit the company details. -- :guilabel:`Salary Structure Type`: Select one of the salary structure types from the drop-down +- :guilabel:`Contact Reference`: type in the name or title for the contract, such as `John Smith + Contract`. This field is **required**. +- :guilabel:`Employee`: name of the employee the contract applies to. +- :guilabel:`Contract Start Date`: the date the contract starts. Choose a date by clicking on the + drop-down menu, navigating to the correct month and year by using the :icon:`fa-chevron-left` + :icon:`fa-chevron-right` :guilabel:`(arrow)` icons, then clicking on the desired date. This field + is **required**. +- :guilabel:`Contract End Date`: the date the contract ends. Choose a date by clicking on the + drop-down menu, navigating to the correct month and year by using the :icon:`fa-chevron-left` + :icon:`fa-chevron-right` :guilabel:`(arrow)` icons, then clicking on the desired date. This field + is **required**. +- :guilabel:`Salary Structure Type`: select one of the salary structure types from the drop-down menu. The default salary structure types are :guilabel:`Employee` or :guilabel:`Worker`. A new - salary structure type can be created by typing the name in the field. -- :guilabel:`Start Date`: The date the contract starts. Choose a date by clicking on the drop-down - menu, navigating to the correct month and year by using the :guilabel:`< > (arrow)` icons, then - clicking on the :guilabel:`date`. -- :guilabel:`Working Schedule`: Select one of the working schedules from the drop-down menu. - -.. tip:: - The :guilabel:`Working Schedule` drop-down menu displays all the working times for the selected - :guilabel:`Company`. To modify or add to this list, go to :menuselection:`Payroll --> - Configuration --> Working Times` and either :guilabel:`Create` a new working time or click on an - existing working time and edit it by clicking :guilabel:`Edit`. - -Optional fields ---------------- - -- :guilabel:`Employee`: Name of the employee that the contract applies to. -- :guilabel:`Department`: The department the contract applies to. -- :guilabel:`Job Position`: The specific job position the contract applies to. -- :guilabel:`Contract Type`: Choose from :guilabel:`CDI`, :guilabel:`CDD`, or :guilabel:`PFI` from + salary structure type can be created by typing the name in the field. This field is **required**. +- :guilabel:`Working Schedule`: select one of the working schedules from the drop-down menu. This + field is **required**. +- :guilabel:`Department`: the department the contract applies to. +- :guilabel:`Job Position`: the specific job position the contract applies to. +- :guilabel:`Wage on Payroll`: the amount to be paid to the employee each month. +- :guilabel:`Contract Type`: choose from :guilabel:`CDI`, :guilabel:`CDD`, or :guilabel:`PFI` from the drop-down menu. - - :guilabel:`CDI` is an open-ended contract with only a start date but no end date. + - :guilabel:`CDI` is an open-ended contract with only a start date, but no end date. - :guilabel:`CDD` is a contract with both a start date and an end date. - :guilabel:`PFI` is a Belgian-specific contract used when hiring employees that need training, and covers the training period specifically. -- :guilabel:`End Date`: If the contract has a specific end date, click the drop-down menu, navigate - to the correct month and year using the arrow icons, then click on the date. -- :guilabel:`HR Responsible`: If there is a specific person in HR that is responsible for the - contract, select the person from the drop-down menu. -- :guilabel:`Analytic Account`: This field allows a link between the contract and a specific - analytic account for accounting purposes. +- :guilabel:`HR Responsible`: if there is a specific person in HR that is responsible for the + contract, select the person from the drop-down menu. This field is required. + +.. tip:: + The :guilabel:`Working Schedule` drop-down menu displays all the working times for the selected + :guilabel:`Company`. To modify or add to this list, go to :menuselection:`Payroll app --> + Configuration --> Working Times`, and either :guilabel:`Create` a new working time, or click on + an existing working time, then edit it by clicking :guilabel:`Edit`. Contract details ---------------- -The contract details section allows for the addition and editing of a contract, and the ability to -send the contract to the employee for approval and signatures. +The :guilabel:`Contract Details` tab allows for the addition and editing of a contract, along with +specifying which template to use when a new contract is created. These fields **must** be populated +in order to create a new contract. + +.. important:: + To access the various contract template fields in the :guilabel:`Contract Details` tab, the + *Salary Configurator* (`hr_contract_salary`) module **must** be :ref:`installed + `. + + When the *Salary Configurator* module is installed, the *Salary Configurator - Holidays* and + *Salary Configurator - Payroll* modules install, as well. + + Once the modules are installed, the database reverts to the main dashboard. .. image:: contracts/contract-details.png :align: center :alt: Contract details in optional tabs for a new contract. -- :guilabel:`Contract Template`: Select a pre-existing contract template from the drop-down menu. +- :guilabel:`Analytic Account`: this field allows a link between the contract and a specific + analytic account for accounting purposes. +- :guilabel:`Contract Template`: select a pre-existing contract template from the drop-down menu. Contract templates are typically created through the *Recruitment* application. -- :guilabel:`New Contract Document Template`: Select a contract from the drop-down menu to be +- :guilabel:`New Contract Document Template`: select a contract from the drop-down menu to be modified for this new employee contract. -- :guilabel:`Contract Update Document Template`: Select a contract from the drop-down menu if the +- :guilabel:`Contract Update Document Template`: select a contract from the drop-down menu, if the employee has an existing contract that requires updating. -- :guilabel:`Notes`: The notes field is a text field where any notes for the employee contract can +- :guilabel:`Notes`: the notes field is a text field where any notes for the employee contract can be entered for future reference. -Modifying a contract -~~~~~~~~~~~~~~~~~~~~ +Modify a contract template +~~~~~~~~~~~~~~~~~~~~~~~~~~ -Click the :guilabel:`External Link` button at the end of each line to open the corresponding -contract template and make any changes. +Click the :icon:`fa-external-link` :guilabel:`(external Link)` icon at the end of either the +:guilabel:`New Contract Document Template` or :guilabel:`Contract Update Document Template` to open +the corresponding contract template, and proceed to make any desired changes. .. image:: contracts/external-link.png :align: center @@ -118,23 +124,26 @@ A pop-up window appears with all the contract details. Modify the fields for the :align: center :alt: Edit the details for the contract. -- :guilabel:`Tags`: Select any tags associated with the contract. -- :guilabel:`Signed Document Workspace`: This is where the signatures are stored. Choose a - pre-configured workspace or create a new one. -- :guilabel:`Signed Document Tags`: Select or create any tags associated only with the signed - contract as opposed to the original unsigned contract. -- :guilabel:`Redirect Link`: Enter a redirect link for the employee to access the contract. A - redirect link takes the user from one URL to another, in this case, to the newly updated contract - specifically written for them. -- :guilabel:`Who can Sign`: Select either :guilabel:`All Users` or :guilabel:`On Invitation`. +- :guilabel:`Tags`: select any tags associated with the contract. +- :guilabel:`Signed Document Workspace`: this is where the signatures are stored. Choose a + pre-configured workspace, or create a new one. To create a new :guilabel:`Signed Document + Workspace`, type in the name of the workspace, then click either :guilabel:`Create` to add the new + workspace, or :guilabel:`Create and Edit` to add the workspace and modify the workspace details. +- :guilabel:`Signed Document Tags`: select or create any tags that are only associated with the + signed contract, as opposed to the original unsigned contract. +- :guilabel:`Redirect Link`: enter a redirect link for the employee to access the contract. A + redirect link takes the user from one URL to another. In this case, it takes them to the + newly-updated contract specifically written for them. +- :guilabel:`Who can Sign`: select either :guilabel:`All Users` or :guilabel:`On Invitation`. - - :guilabel:`All Users`: Any user in the organization can sign the contract. - - :guilabel:`On Invitation`: Only users selected in this field can sign the contract. + - :guilabel:`All Users`: any user in the organization can sign the contract. + - :guilabel:`On Invitation`: only users selected in this field can sign the contract. -- :guilabel:`Invited Users`: Select the person(s) that can sign the document. -- :guilabel:`Document`: The attached document can be replaced by clicking the :guilabel:`✏️ - (pencil)` icon. A pop-up window appears so another document can be selected for upload. The file - must be a PDF. To remove the document, click the :guilabel:`🗑️ (trash can)` icon. +- :guilabel:`Invited Users`: select the person (or people) that can sign the document. +- :guilabel:`Document`: the attached document can be replaced by clicking the :icon:`fa-pencil` + :guilabel:`(pencil)` icon. A pop-up window appears, so another document can be selected for + upload. The file **must** be a PDF. To remove the document, click the :icon:`fa-trash-o` + :guilabel:`(trash can)` icon. Once the edits are complete, click the :guilabel:`Save` button. All the information for the selected contract template populates the fields in the :guilabel:`Salary Information` tab. Any additional @@ -148,44 +157,25 @@ Salary information :alt: Optional tabs for a new contract. This section is where the specific salary details are defined. This section is country-specific, so -depending on where the company is located, these fields may vary. +these fields vary, depending on where the company is located. -Enter the amount in the various fields, or check a box to apply a benefit. Some options that can be -entered here include :guilabel:`Meal Vouchers`, :guilabel:`Fuel Card`, :guilabel:`Internet`, -:guilabel:`Paid Time Off`, etc. +Enter the amount in the various fields, or tick a checkbox to apply a benefit. Some options that can +be entered here include :guilabel:`Group Insurance Sacrifice Rate` and :guilabel:`Canteen Cost`, for +example. -Some fields may be automatically filled in based off of the contracts selected in the -:guilabel:`Contract Details` tab. +Some fields may be automatically filled in as other fields are entered. For example, the +:guilabel:`Yearly Cost (Real)` and :guilabel:`Monthly Cost (Real)` updates once the :guilabel:`Wage` +is populated. -Attachment of salary --------------------- +Personal documents +------------------ -Any automatic deductions or allocations for an employee, such as child support payments and wage -garnishments, are referred to as a *salary attachment*. This section is where all of these -deductions or allocations are set. +This tab **only** appears after an :guilabel:`Employee` is selected, and houses any documents that +are linked to the employee on their employee record. Documents cannot be added to this tab, this tab +**only** shows documents that are already uploaded and associated with the employee. -To add a new deduction, click :guilabel:`Add a line`. Type in a description for the allocation under -:guilabel:`Description`. - -.. image:: contracts/garnishment.png - :align: center - :alt: Enter a new line for each type of garnishment. - -Select the :guilabel:`Garnished Type` from the drop-down menu. Choose from: - -- :guilabel:`Attachment of Salary`: Any payments taken out towards something that is *not* child - support. Typically any garnishments such as lawsuit payments, payments toward taxes owed, etc. -- :guilabel:`Assignment of Salary`: Any deduction that is not required but voluntary, such as a - pre-tax allocation to a college savings account. -- :guilabel:`Child Support`: Any payments taken out specifically for child support. - -Enter the start and end dates the entry applies to. Click on the drop-down menu under -:guilabel:`From` and :guilabel:`To`, navigate to the correct month and year by using the -:guilabel:`< > (arrow)` icons, then click on the :guilabel:`date`. - -Last, enter the :guilabel:`Amount` that each payslip pays towards the entry. - -To delete a line, click the :guilabel:`🗑️ (trash can)` icon at the end of the line. +The available documents in this tab can be downloaded. Click the :icon:`fa-download` +:guilabel:`(download)` icon next to the document to download it. Save and send the contract -------------------------- @@ -199,21 +189,21 @@ Click on one of the following buttons to send the contract to the employee: :align: center :alt: Send the contract to the employee via one of the buttons. -- :guilabel:`Generate Simulation Link`: This option is for Belgian companies only. Clicking this - opens a pop-up window that contains the basic information from the contract as well as a link for - the contract when using the salary configurator. Click :guilabel:`Send Offer` to send an email to - the employee so they can sign the contract. +- :guilabel:`Generate Simulation Link`: this option is **only** for Belgian companies. Clicking this + opens a pop-up window that contains the basic information from the contract, as well as a link for + the contract when using the salary configurator. Click :guilabel:`Send` to send an email to the + employee, so they can sign the contract. .. image:: contracts/simulation.png :align: center :alt: Sends a link to the employee for the contract. .. note:: - In order to send a contract using the :guilabel:`Generate Simulation Link`, there must be a - signature field in the contract PDF being sent to the employee so they can sign it. + In order to send a contract using the :guilabel:`Generate Simulation Link`, there **must** be a + signature field in the contract PDF being sent to the employee, so they can sign it. -- :guilabel:`Signature Request`: Click this and a pop-up window appears where an email can be typed - to the employee. Select the document, such as a contract, NDA, or Homeworking Policy, from the +- :guilabel:`Signature Request`: clicking this reveals a pop-up window, where an email can be typed + to the employee. Select the document (such as a contract, NDA, or Homeworking Policy) from the drop-down menu, and fill out the email section. Click :guilabel:`Send` when the email is ready to be sent. @@ -221,5 +211,48 @@ Click on one of the following buttons to send the contract to the employee: :align: center :alt: Request a signature for the contract via email. -- :guilabel:`Credit Time`: This option is for Belgian companies only. When clicked, a pop-up window - appears that allows for the changing of working times, and can compute time off. +Salary attachments +------------------ + +Any automatic deductions or allocations for an employee, such as child support payments and wage +garnishments, are referred to as a *salary attachment*. This section is where all of these +deductions or allocations are set. + +To add a new deduction, first navigate to :menuselection:`Payroll app --> Contracts --> Salary +Attachments`. Next, click :guilabel:`Create`, and a new salary attachment form loads. + +.. image:: contracts/garnishment.png + :align: center + :alt: The salary attachment form with everything filled in for Ronnie Hart's child support. + +Fill out the following fields on the form: + +- :guilabel:`Employee`: using the drop-down menu, select the employee the salary attachment applies + to. +- :guilabel:`Description`: enter a short description for the salary attachment, such as `Child + Support` or `529 Contribution`. +- :guilabel:`Type`: using the drop-down menu, select the type of salary attachment being created. + Choose from: + + - :guilabel:`Attachment of Salary`: any payments taken out towards something that is *not* child + support. Typically any garnishments, such as lawsuit payments, payments toward taxes owed, etc. + - :guilabel:`Assignment of Salary`: any deduction that is not required, but voluntary, such as a + pre-tax allocation to a college savings account. + - :guilabel:`Child Support`: any payments taken out specifically for child support. + +- :guilabel:`Start Date`: the date the salary attachment starts. Choose a date by clicking on the + drop-down menu, navigating to the correct month and year by using the :icon:`fa-chevron-left` + :icon:`fa-chevron-right` :guilabel:`(arrow)` icons, then clicking on the desired date. This field + is **required**. +- :guilabel:`Estimated End Date`: this field automatically populates after both the + :guilabel:`Monthly Amount` and :guilabel:`Total Amount` fields are populated. This field is + **not** modifiable. +- :guilabel:`Document`: attach any documents relevant to the salary attachment. Click the + :guilabel:`Upload Your File` button, navigate to the desired document in the file explorer, then + click :guilabel:`Open` to select the document, and attach it to the form. To change the attached + document, click the :icon:`fa-pencil` :guilabel:`(pencil)` icon, and select a different document. + To remove a document, click the :icon:`fa-trash-o` :guilabel:`(trash can)` icon. +- :guilabel:`Monthly Amount`: enter the amount to be taken out of the employee's paycheck every + month for this specific salary attachment. +- :guilabel:`Total Amount`: enter the total amount that the employee pays for the salary attachment + to be completed. diff --git a/content/applications/hr/payroll/contracts/contract-details.png b/content/applications/hr/payroll/contracts/contract-details.png index 1209f3bd2..cdb0f4d35 100644 Binary files a/content/applications/hr/payroll/contracts/contract-details.png and b/content/applications/hr/payroll/contracts/contract-details.png differ diff --git a/content/applications/hr/payroll/contracts/contracts-overview.png b/content/applications/hr/payroll/contracts/contracts-overview.png index 011cd1008..976acd2b2 100644 Binary files a/content/applications/hr/payroll/contracts/contracts-overview.png and b/content/applications/hr/payroll/contracts/contracts-overview.png differ diff --git a/content/applications/hr/payroll/contracts/external-link.png b/content/applications/hr/payroll/contracts/external-link.png index d8983f750..577cae4a6 100644 Binary files a/content/applications/hr/payroll/contracts/external-link.png and b/content/applications/hr/payroll/contracts/external-link.png differ diff --git a/content/applications/hr/payroll/contracts/garnishment.png b/content/applications/hr/payroll/contracts/garnishment.png index 6c50ba431..bb409dc23 100644 Binary files a/content/applications/hr/payroll/contracts/garnishment.png and b/content/applications/hr/payroll/contracts/garnishment.png differ diff --git a/content/applications/hr/payroll/contracts/required-fields.png b/content/applications/hr/payroll/contracts/required-fields.png index 7bcc4a94d..739a9bb64 100644 Binary files a/content/applications/hr/payroll/contracts/required-fields.png and b/content/applications/hr/payroll/contracts/required-fields.png differ diff --git a/content/applications/hr/payroll/contracts/salary-info.png b/content/applications/hr/payroll/contracts/salary-info.png index f734d73fd..330be7120 100644 Binary files a/content/applications/hr/payroll/contracts/salary-info.png and b/content/applications/hr/payroll/contracts/salary-info.png differ diff --git a/content/applications/hr/payroll/contracts/send-contract.png b/content/applications/hr/payroll/contracts/send-contract.png index 1e5b43643..c226cc766 100644 Binary files a/content/applications/hr/payroll/contracts/send-contract.png and b/content/applications/hr/payroll/contracts/send-contract.png differ diff --git a/content/applications/hr/payroll/contracts/simulation.png b/content/applications/hr/payroll/contracts/simulation.png index 3af3c7ed4..2e78a99f5 100644 Binary files a/content/applications/hr/payroll/contracts/simulation.png and b/content/applications/hr/payroll/contracts/simulation.png differ