diff --git a/content/applications/hr/payroll/work_entries.rst b/content/applications/hr/payroll/work_entries.rst index f1a6afbca..61c5f547f 100644 --- a/content/applications/hr/payroll/work_entries.rst +++ b/content/applications/hr/payroll/work_entries.rst @@ -2,75 +2,86 @@ Work entries ============ -The *Work Entries* dashboard, which can be found by going to :menuselection:`Payroll --> Work -Entries --> Work Entries`, provides a visual overview of the individual time sheets of every -employee, with each day split into a morning shift and an afternoon shift. +Work entries are created automatically in the *Payroll* app, based on the employee's :ref:`salary +structure type `, and from the *Planning*, *Attendances*, and *Time Off* +applications. + +The *Work Entries* dashboard of the *Payroll* application provides a visual overview of the +individual work entries for every employee. + +To open the dashboard, navigate to :menuselection:`Payroll app --> Work Entries --> Work Entries`. + +On the :guilabel:`Work Entry` dashboard, work entries appear in alphabetical order, based on the +first name of the employees. The entire month is displayed, with the current day highlighted in pale +yellow. + +If any entries have :ref:`conflicts ` that need to be resolved, the dashboard +defaults to filter only the :guilabel:`Conflicting` entries. + +To remove the filter from the :guilabel:`Search...` bar to view all work entries, click the +:guilabel:`✖️ (remove)` icon on the :guilabel:`Conflicting` filter in the :guilabel:`Search...` bar, +and all work entries appear in the list. .. image:: work_entries/work-entries-overview.png :align: center - :alt: Work Entries dashboard view showing all employee's work entries. + :alt: Conflicts dashboard view showing all employee's conflicts in work entries. -To change the view so that only the entries for a single day, week, or month are shown, click on -one of the corresponding links for :guilabel:`Day`, :guilabel:`Week`, or :guilabel:`Month`, located -at the top of the dashboard. +.. _payroll/adjust-view: + +To change the view, so only the entries for a single day, week, or month are shown, click on +:guilabel:`Month`. A drop-down menu appears with the options of :guilabel:`Day`, :guilabel:`Week`, +or :guilabel:`Month`. Click on one of the options to only display data for that specific selection. Use the :guilabel:`⬅️ (left arrow)` and :guilabel:`➡️ (right arrow)` icons on the left and right -side of the :guilabel:`Today` button to adjust the displayed dates. The arrows will adjust the date -based on the type of time selected. For example, if month is selected, the arrows will move one -month with each click of the arrow. If week or day is selected, the time will move by either a week -or a day for each click of the arrow, respectively. +side of the :guilabel:`Month` button to adjust the displayed dates. The arrows adjust the date based +on the type of time selected. -Adding a new work entry -======================= +For example, if :guilabel:`Month` is selected, the arrows move one month with each click of the +arrow. If :guilabel:`Week` or :guilabel:`Day` is selected, the time moves by either a week or a day +for each click of the arrow, respectively. -If a work entry is missing and needs to be added, such as sick time or time off, click -:guilabel:`Add` to create a new work entry. A pop-up will appear, with several fields to fill in. +At any point, to return to a view containing the current day, click the :guilabel:`Today` button. -Enter the :guilabel:`Work Entry Name`, such as `Sick Time` or any other short description. Select -the :guilabel:`Employee` and the :guilabel:`Work Entry Type` from the respective drop-down lists. +Add a new work entry +==================== + +If a work entry is missing and needs to be added, such as sick time, or if an employee forgot to +clock in and out for a shift, click :guilabel:`New` on the :guilabel:`Work Entry` dashboard, to +create a new work entry. + +A :guilabel:`Create` work entry pop-up form appears. + +Enter the following information on the form: + +- :guilabel:`Description`: enter a short description for the work entry, such as `Sick Time`. If + this field is left blank, it automatically populates once an employee is selected. The default + entry is `Attendance: (Employee)`. +- :guilabel:`Employee`: select the employee the work entry is for, using the drop-down menu. +- :guilabel:`Work Entry Type`: select the :ref:`work entry type ` using + the drop-down menu. +- :guilabel:`From` and :guilabel:`To`: enter the start (:guilabel:`From`) and end (:guilabel:`To`) + dates and times for the work entry. + + First, click on either the :guilabel:`From` or :guilabel:`To` line to reveal a calendar pop-up + window. Select the date by navigating to the correct month and year, using the :guilabel:`< (left + arrow)` and :guilabel:`> (right arrow)` icons, then click on the specific day. + + Next, select the time, by clicking on either the hour or minute fields at the bottom of the + calendar, and select the desired time for both the hour and minutes. + + When the date and time are correct for the entry, click the :guilabel:`Apply` button. +- :guilabel:`Duration`: displays the hours based on the :guilabel:`To` and :guilabel:`From` entries. + Modifying this field modifies the :guilabel:`To` field (the :guilabel:`From` field does not + change). + +Once the desired information is entered, click :guilabel:`Save & Close` to save the entry, and close +the pop-up form. .. image:: work_entries/create.png :align: center :alt: Filling in the work entry Create form in Odoo. -Next, enter the date and time for the work entry in the :guilabel:`From` and :guilabel:`To` -drop-downs. First, select the date by navigating to the correct month and year using the -:guilabel:`⬅️ (left arrow)` and :guilabel:`➡️ (right arrow)` icons, then click on the specific day. - -Then, select the time by clicking on the :guilabel:`⏰ (clock)` icon, and using the :guilabel:`⬆️ (up -arrow)` and :guilabel:`⬇️ (down arrow)` icons for each section to enter the hour, minute, and second -for the time period. - -The :guilabel:`Period` will display the hours based on the :guilabel:`To` and :guilabel:`From` -entries. - -.. tip:: - Before clicking either :guilabel:`Save & Close` or :guilabel:`Save & New`, it is good to double - check the :guilabel:`Period` to ensure the time stated corresponds to the :guilabel:`To` and - :guilabel:`From` fields. - - .. image:: work_entries/period.png - :align: center - :alt: Hours entered in the Period field. - -Once the information is entered, click :guilabel:`Save & Close` to save the entry and close the -pop-up, or :guilabel:`Save & New` to save the entry and create another :guilabel:`Work Entry Type`. - -Regenerate work entries -======================= - -After a work entry has been either added or modified, the work entries need to be regenerated for -the affected employee(s). Click on the :guilabel:`Regenerate Work Entries` button at the top of the -main dashboard, and a pop-up will appear. - -Select the :guilabel:`Employee` to regenerate work entries for from the :guilabel:`drop-down menu`, -and adjust the :guilabel:`From` and :guilabel:`To` fields so the correct date range is displayed. -Click the :guilabel:`Regenerate Work Entries` button and the work entries will be recreated. Once -finished, the pop-up will close. - -.. image:: work_entries/regenerate-details.png - :align: center - :alt: Regenerate a work entry for a particular employee. +.. _payroll/conflicts: Conflicts ========= @@ -80,95 +91,247 @@ there are any errors on the work entry, such as required fields being left blank required to be resolved before payslips can be generated. Any work entry that has a conflict to be resolved is indicated on the main :guilabel:`Work Entry` -overview dashboard, located by going to :menuselection:`Payroll --> Work Entries --> Conflicts`, -where only conflicts needing resolution are shown. +dashboard, which can be accessed by navigating to :menuselection:`Payroll app --> Work Entries --> +Work Entries`. Only conflicts needing resolution are shown by default. -.. image:: work_entries/conflicts.png +Conflicts are indicated with an orange triangle in the top-left corner of each individual work +entry. Click on an individual work entry to see the date and time for the specific work entry, then +click :guilabel:`Edit` to view the conflict details in a pop-up window. + +.. image:: work_entries/conflict-pop-up.png :align: center - :alt: Conflicts dashboard view showing all employee's conflicts in work entries. + :alt: A row of conflicts, with one entry showing details for the conflict. -Conflicts are indicated with an orange triangle in the top left corner of each individual entry. -Click on an individual work entry to see the conflict details in a pop-up. +The conflict is briefly explained in an orange text box in the :guilabel:`Open` pop-up window that +appears. -The conflict is briefly explained in an orange text box. +The :guilabel:`Description`, :guilabel:`Employee`, and :guilabel:`Work Entry Type` are listed on +the left side of the pop-up window. The :guilabel:`From` and :guilabel:`To` date and time range, as +well as the total time (in hours) in the :guilabel:`Duration` field, appears on the right side. -.. image:: work_entries/conflict-detail.png +If the conflict is due to a time off request that has not been approved yet, a :guilabel:`Time Off` +field appears on the left side, with the type of time off requested in the description. + +.. image:: work_entries/conflict-details.png :align: center - :alt: Details for a conflict appear in the pop-up. + :alt: The detailed conflict pop-up window that appears when Edit is clicked. -The :guilabel:`Work Entry Name`, :guilabel:`Employee`, and :guilabel:`Work Entry Type` are listed on -the left side of the pop-up. The :guilabel:`From` and :guilabel:`To` date range, as well as the -total time requested (in hours), appear in the :guilabel:`Period` field on the right side. +Time off conflicts +------------------ -If there is a conflict because a time-off request for the same time already exists in the system, -the time-off will be entered in the :guilabel:`Time Off` field. Clicking the :guilabel:`External -Link` button next to the :guilabel:`Time Off` entry will bring up the duplicate time-off request. +The most common work entry conflicts are for time off requests that have been submitted, but not yet +approved, which results in duplicate work entries for that employee (one for time off and another +for regular work). -The details for the time-off request appear in the pop-up. The request can be modified if needed. -Click either the :guilabel:`Validate` or :guilabel:`Refuse` button to approve or deny the request, -then click the :guilabel:`Save` button to save the changes. +If there is a conflict because a time off request is in the system for the same time that a regular +work entry already exists, the time off request is entered in the :guilabel:`Time Off` field. -.. image:: work_entries/validate.png +The time off conflict can be resolved either on the work entry pop-up window, or on a detailed time +off request pop-up window. + +Resolve on work entry +~~~~~~~~~~~~~~~~~~~~~ + +To resolve the time off conflict on this work entry pop-up window, click the :guilabel:`Approve Time +Off` button to approve the time off request, and resolve the work entry conflict. + +The :guilabel:`Approve Time Off` and :guilabel:`Refuse Time Off` buttons disappear. Click the +:guilabel:`Save & Close` button to close the pop-up window. The conflict disappears from the +:guilabel:`Work Entry` dashboard, since the conflict is resolved. + +Resolve on time off request +~~~~~~~~~~~~~~~~~~~~~~~~~~~ + +To resolve the time off conflict on the detailed time off request pop-up window, click the +:guilabel:`Internal Link` button at the end of the :guilabel:`Time Off` entry line, and the time off +request details appear in a new pop-up window. The request can be modified, if needed. + +Click the :guilabel:`Approve` button to approve the request, then click the :guilabel:`Save & Close` +button to save the changes, and go back to the work entry conflict pop-up window. + +.. image:: work_entries/time-off-details.png :align: center - :alt: Edit and/or validate a duplicate time-off request. + :alt: The detailed time off request form. -Once the duplicate time-off request has been approved and saved, the screen goes back to the -conflict. Click :guilabel:`Refuse Time Off` or :guilabel:`Approve Time Off` via the buttons in the -top right to either approve or deny the request. Repeat for all conflicts until there are no -conflicts to resolve. +Now, the :guilabel:`Approve Time Off` button is hidden, only the :guilabel:`Refuse Time Off` button +is visible. -After conflicts have been resolved, work entries must be regenerated for each employee by clicking -the :guilabel:`Regenerate Work Entries` button, and entering the corresponding information for each -employee. +If the approval was a mistake, the request can be refused here, by clicking the :guilabel:`Refuse +Time Off` button. -.. image:: work_entries/regenerate-employee.png +Since the time off was approved in the time off window, click the :guilabel:`X` in the top-right +corner to close the window. The conflict disappears from the :guilabel:`Work Entry` dashboard, since +it has been resolved. + +.. _payroll/regenerate-work-entries: + +Regenerate work entries +======================= + +When regenerating work entries, any manual changes, such as resolved conflicts, are overwritten, +and work entries are regenerated (or recreated) from the applications that created them. + +This method for correcting a large amount of conflicts is recommended to keep all records correct. +While :ref:`conflicts ` *can* be resolved individually, if the conflicts are +caused from another application, it is best practice to ensure the records in the other applications +are also correct. That is why it is recommended to resolve these conflicts in the applications that +created the conflict. + +Another reason this method is recommended is because, when work entries are regenerated, the +conflicts reappear, if the issue in the related application is **not** resolved. + +First, ensure the issues are resolved in the specific applications that caused the work entry +conflicts. + +Next, click the :guilabel:`Regenerate Work Entries` button at the top of the :guilabel:`Work +Entries` dashboard, and a :guilabel:`Work Entry Regeneration` pop-up window appears. + +Select the :guilabel:`Employees` to regenerate work entries for from the drop-down menu, and adjust +the :guilabel:`From` and :guilabel:`To` fields, so the correct date range is displayed. + +Click the :guilabel:`Regenerate Work Entries` button, and the work entries are recreated. Once +finished, the pop-up window closes. + +.. image:: work_entries/regenerate-details.png :align: center - :alt: Regenerate Work Entries button on the Work Entries Regeneration form. + :alt: Regenerate a work entry for a particular employee. + +.. example:: + An employee has incorrect work entries generated from the *Planning* app because they were + incorrectly assigned to two work stations simultaneously. This should be fixed in the *Planning* + app, instead of the *Payroll* app. + + To correct this issue, modify the employee's schedule in the *Planning* app, so they are + correctly assigned to only one work station. Then, in the *Payroll* app, regenerate work entries + for that employee, for that specific time period. + + The *Payroll* app then pulls the new, corrected data form the *Planning* app, and recreates the + correct work entries for that employee. All conflicts for that employee are now resolved. Generating payslips =================== -To generate payslips, navigate to the time period the payslips should be generated for, either day, -week, or month. When the desired pay period is displayed, click the :guilabel:`Generate Payslips` -button. - -.. image:: work_entries/generate-payslips.png - :align: center - :alt: Generate Payslips button on the Work Entry dashboard. +To generate payslips, :ref:`navigate to the time period ` the payslips should +be generated for. Ensure the :guilabel:`Conflicting` filter is removed. When the desired pay period +is displayed, click the :guilabel:`Generate Payslips` button. .. tip:: - If the :guilabel:`Generate Payslips` button is not active (appears light turquoise instead of - dark turquoise), that indicates there are conflicts. *Solve conflicts first* will appear as a - warning when :guilabel:`Generate Payslips` is moused over. Resolve all conflicts before - generating payslips. + If the :guilabel:`Generate Payslips` button is not active (appears pale purple, instead of dark + purple), that indicates there are conflicts, or the date selected includes dates in the future. + Resolve all conflicts before generating payslips. -A batch entry will appear for the time period selected. The batch name appears at the top in the -:guilabel:`Name` field, typically listing the month and year for the particular batch. +When the :guilabel:`Generate Payslips` button is clicked, a batch entry appears on a separate page +for the time period selected. -The date range the payslips apply to appears in the :guilabel:`Period` field. The company appears in -the :guilabel:`Company` field, along with an option to mark the payslips as a credit note. To make -changes, click the :guilabel:`Edit` button in the top left, make any changes, then click either -:guilabel:`Save` to accept the changes or :guilabel:`Discard` to revert to the original data. +The batch name populates the :guilabel:`Batch Name` field in a default `From (date) to (date)` +format. -.. image:: work_entries/batch.png - :align: center - :alt: Batch information that appears when making a batch. +The date range to which the payslips apply appears in the :guilabel:`Period` field, and the company +appears in the :guilabel:`Company` field. It is **not** possible to make changes to this form. Click the :guilabel:`Create Draft Entry` button to create the payslips for the batch. -Click on the :guilabel:`Payslips` button in the top right to view all the payslips for the batch. +Click the :guilabel:`Payslips` smart button at the top of the page to view all the payslips for the +batch. -.. note:: - Payslips will have a status of *Waiting* until the :guilabel:`Create Draft Entry` button has been - clicked. After, the payslip status will change to *Done*. +.. image:: work_entries/generate-payslips.png + :align: center + :alt: Information that appears when generating payslips. -Payslips can be printed by clicking the box next to each payslip to print, or clicking the box next -to :guilabel:`Reference` to select all the payslips at once. Click the :guilabel:`Print` button, and -a PDF file will be created with all the specified payslips. +Printing payslips +----------------- + +To print payslips, first view the individual payslips by clicking the :guilabel:`Payslips` smart +button on the batch form. + +Next, select the payslips to print from the :guilabel:`Payslips` list. Click the box next to each +payslip to print, or click the box to the left of the :guilabel:`Reference` column title, to select +all the payslips in the list at once. + +Click the :guilabel:`Print` button, and a PDF file is created with all the specified payslips. .. image:: work_entries/print-payslips.png :align: center :alt: Print button for printing the payslips. +.. note:: + The :guilabel:`Print` button does **not** appear until at least one payslip is selected in the + list. + +Time off to report +================== + +If a time off request is submitted for a time period that was already processed on a payslip, the +time off request appears in the *Time Off* page in the *Payroll* app, which is accessible by +navigating to :menuselection:`Payroll app --> Work Entries --> Time Off to Report`. + +On the :guilabel:`Time Off` page, the request appears with a status of :guilabel:`To defer to next +payslip`. This is because the employee was already paid for that day, and it was logged as time +spent at work, as a typical work day. + +In order to keep the employee's time off balances correct, the time off request **must** be applied +to the following pay period. This not only ensures time off request balances are current, it also +eliminates the need to redo work entries, cancel paychecks, and reissue paychecks. + +The most common scenario when this situation occurs, is when payslips are processed a day or two +before the pay period ends, and an employee is unexpectedly sick on one of the last days of the pay +period. The employee puts in a time off request for a day that was already processed on a payslip as +a regular work day. Instead of canceling the payslip, modifying the work entries, and reissuing the +paycheck, Odoo allows for those time off requests to be applied to the following pay period, +instead. + +To view all the time off requests that need to be deferred to the next payslip, navigate to +:menuselection:`Payroll app --> Work Entries --> Time Off to Report`. The default filter for this +report is :guilabel:`To Defer`. + +All time off requests that need to be applied to the following pay period appear with a +:guilabel:`Payslip State` of :guilabel:`To defer to next payslip`. + +.. image:: work_entries/time-off-to-report.png + :align: center + :alt: A list of all time off requests that were not approved before payslips were generated. + +Defer multiple time off entries +------------------------------- + +To select the work entries to defer, click the box to the left of the work entry line. To select all +work entries in the list, click the box to the left of the :guilabel:`Employees` column title, at +the top of the list. + +Once any work entry is selected, two buttons appear at the top of the report: a :guilabel:`(#) +Selected` button, and an :guilabel:`Actions` button. The :guilabel:`(#) Selected` button indicates +how many entries are currently selected. + +When all the desired work entries are selected, click the :guilabel:`Actions` button, and a menu +appears with several choices. Click :guilabel:`Defer to Next Month` in the list, and all selected +entries are deferred to the following month. + +.. image:: work_entries/batch-defer.png + :align: center + :alt: The actions button and # Selected buttons that appear after any selections are made. + +Defer individual time off entries +--------------------------------- + +Time off requests appearing on the :guilabel:`Time Off to Report` list can be deferred individually. + +Click on an individual time off request, and the details for that request load. + +The specific details for the time off request appear on the left-hand side, and all of the +employee's submitted time off requests appear on the right-hand side (including the request in the +details on the left-hand side). + +To defer the time off request to the next payslip, click the :guilabel:`Report to Next Month` button +at the top. Once processed, the :guilabel:`Report to Next Month` button disappears, and the +:guilabel:`Payslip State` changes from :guilabel:`To defer to next payslip` to :guilabel:`Computed +in Current Payslip`. + +To go back to the :guilabel:`Time Off to Report` list, click on :guilabel:`Time Off` in the +breadcrumb menu. + +.. image:: work_entries/single-defer.png + :align: center + :alt: The time off details for an individual request that needs to be deferred. + .. seealso:: :ref:`Configure work entries ` diff --git a/content/applications/hr/payroll/work_entries/batch-defer.png b/content/applications/hr/payroll/work_entries/batch-defer.png new file mode 100644 index 000000000..07b38e8c8 Binary files /dev/null and b/content/applications/hr/payroll/work_entries/batch-defer.png differ diff --git a/content/applications/hr/payroll/work_entries/batch.png b/content/applications/hr/payroll/work_entries/batch.png deleted file mode 100644 index 80d6551c3..000000000 Binary files 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