[IMP] payroll: updating payslips info and pics for 17
closes odoo/documentation#8342
X-original-commit: 735097850c
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
Signed-off-by: Lara Martini (larm) <larm@odoo.com>
@ -1,6 +1,6 @@
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====================
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Create new employees
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====================
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=============
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New employees
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=============
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When a new employee is hired, the first step is to create a new employee record. This record is a
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centralized place where all important information about the employee is stored, including
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@ -347,15 +347,43 @@ information for the new employee:
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the :guilabel:`Default Role` fields. If the :guilabel:`Default Role` is selected as a role, it is
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automatically added to the list of :guilabel:`Roles`.
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.. important::
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The :guilabel:`Planning` section affects the *Planning* application and **only** appears if the
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*Planning* application is installed.
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.. important::
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The users that appear in the drop-down menu for the :guilabel:`Approvers` section **must** have
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*Administrator* rights set for the corresponding human resources role.
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If an employee has assigned :guilabel:`Roles`, they are **only** assigned to shifts for these
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roles.
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To check who has these rights, go to :menuselection:`Settings app --> Users --> → Manage Users`.
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Click on an employee, and check the :guilabel:`Human Resources` section of the :guilabel:`Access
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Rights` tab.
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If this field is blank, they are assigned shifts, regardless of the role. The
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:guilabel:`Default Role` has precedence over the other roles when assigning shifts.
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- In order for the user to appear as an approver for :guilabel:`Expenses`, they **must** have
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either :guilabel:`Team Approver`, :guilabel:`All Approver`, or :guilabel:`Administrator` set
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for the :guilabel:`Expenses` role.
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- In order for the user to appear as an approver for :guilabel:`Time Off`, they **must** have
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either :guilabel:`Officer` or :guilabel:`Administrator` set for the :guilabel:`Time Off` role.
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- In order for the user to appear as an approver for :guilabel:`Timesheets`, they **must** have
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either :guilabel:`Manager`, :guilabel:`Officer`, or :guilabel:`Administrator` set for the
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:guilabel:`Payroll` role.
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.. note::
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:guilabel:`Working Hours` are related to a company's working times, and an employee **cannot**
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have working hours that are outside of a company's working times.
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Each individual working time is company-specific. So, for multi-company databases, each company
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**must** have its own working hours set.
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If an employee's working hours are not configured as a working time for the company, new working
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times can be added, or existing working times can be modified.
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To add or modify a working time, go to the :menuselection:`Payroll app --> Configuration -->
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Working Schedules`. Then, either add a new working time by clicking :guilabel:`New`, or edit an
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existing one by selecting a :guilabel:`Working Time` from the list to modify it.
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Refer to the :ref:`Working schedules <payroll/working-times>` section of the payroll
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documentation for specific details on creating and editing working schedules.
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After the new working time is created, or an existing one is modified, the :guilabel:`Working
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Hours` can be set on the employee form. In the :guilabel:`Schedule` section of the
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:guilabel:`Work Information` tab, select the employee's working hours using the drop-down menu.
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.. _employees/private-info:
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@ -2,7 +2,7 @@
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Payslips
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========
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Payslips are created either by the employees themselves or their managers, and are approved by
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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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@ -17,6 +17,8 @@ individual payslips, a batch of payslips, or commission payslips.
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:align: center
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:alt: Payslips menu selection in Payroll.
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.. _payroll/to-pay:
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To pay
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======
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@ -28,159 +30,233 @@ from this dashboard.
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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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Each payslip will list the :guilabel:`Reference` number for the individual payslip, the
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:guilabel:`Employee` name, :guilabel:`Batch Name`, the :guilabel:`From` and :guilabel:`To` date
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range, the :guilabel:`Company`, the :guilabel:`Basic Wage`, :guilabel:`Net Wage`, and the
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:guilabel:`Status` of the payslip.
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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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Clicking on an individual payslip entry will show the details for the individual 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 new payslip
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------------------
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Create a new payslip
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--------------------
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A new payslip can be created from the :guilabel:`Payslips To Pay` page (:menuselection:`Payroll app
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--> Payslips --> To Pay`) or the :guilabel:`Employee Payslips` page (:menuselection:`Payroll app
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--> Payslips --> All Payslips`), by clicking the :guilabel:`Create` button in the top-left corner.
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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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Clicking :guilabel:`Create` reveals a blank payslip form, wherein the necessary payslip information
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can be entered.
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Create a new payslip by clicking the :guilabel:`New` button in the top-left corner.
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Required fields
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~~~~~~~~~~~~~~~
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A blank payslip form is loaded, where the necessary payslip information can be entered.
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On the blank payslip form, a number of fields are required to be filled in with the necessary
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information. These required fields are represented by **bold** lines.
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Payslip form
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~~~~~~~~~~~~
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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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- :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 necessary fields for a new payslip.
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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. Upon selecting an employee, several other fields on the payslip form may
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auto-populate. Typically, after making a selection in the :guilabel:`Employee` field, Odoo
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auto-populates the :guilabel:`Contract`, :guilabel:`Structure`, and :guilabel:`Payslip Name`
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fields, but **only** if that information is already on that employee's form in the *Employees*
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app.
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- :guilabel:`Period`: Click the default date to reveal a pop-up calendar. On this calendar, use the
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:guilabel:`< (less-than)` and :guilabel:`> (greater than)` icons to select the desired month, and
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click on the desired day to select that specific date as the start date for the payslip. Repeat
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this process to add an end date for the payslip in the field below.
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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.
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- :guilabel:`Structure`: Using the drop-down menu, select the salary structure type. Only the
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available corresponding structures for the selected contract for that specific employee appear as
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options.
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- :guilabel:`Payslip Name`: In the blank field, type in the name for the payslip. The name should be
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short and descriptive, such as `April 2023`.
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- :guilabel:`Company`: In the :guilabel:`Accounting Information` tab, select the company the payslip
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applies to from the :guilabel:`Company` drop-down menu.
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- :guilabel:`Salary Journal`: In the :guilabel:`Accounting Information` tab, enter the salary
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journal in which the payment will be reflected, and found in the *Accounting* application.
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.. image:: payslips/new-payslip-tab.png
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:align: center
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:alt: The necessary fields for a new payslip in the Accounting Information tab.
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.. important::
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It is recommended to check with the accounting department to ensure every entry that affects the
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*Accounting* application is correct.
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Optional fields
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~~~~~~~~~~~~~~~
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- :guilabel:`Reference`: Any note or reference message for the new entry can be entered here.
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- :guilabel:`Company Car`: If applicable, select the company car from the drop-down.
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- :guilabel:`Worked Days`: In the :guilabel:`Worked Days \& Inputs` tab, the entries under
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:guilabel:`Worked Days` (including the :guilabel:`Type`, :guilabel:`Description`,
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:guilabel:`Number of Days`, :guilabel:`Number of Hours`, and :guilabel:`Amount`) are automatically
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filled in, based on what was entered for the :guilabel:`Period`, :guilabel:`Contract`, and
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:guilabel:`Structure` fields of the payslip form.
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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 all the wages,
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deductions, taxes, etc. for the entry.
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- :guilabel:`Batch Name`: Located in the :guilabel:`Accounting Information` tab, select the payslip
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batch this new payslip should be added to from the drop-down menu.
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- :guilabel:`Date Account`: Located in the :guilabel:`Accounting Information` tab, enter the date on
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which the payslip should be posted, by clicking on the drop-down menu, and navigating to the
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correct month and year using the :guilabel:`< > (less-than/greater-than)` icons in the calendar
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pop-up window. Then, click on the desired date.
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- :guilabel:`Salary Journal`: This field, located in the :guilabel:`Accounting Information` tab,
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represents the journal that the payslip will be logged in, and is automatically selected when the
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:guilabel:`Contract` and :guilabel:`Structure` are entered in the payslip form.
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- :guilabel:`Accounting Entry`: This field, located in the :guilabel:`Accounting Information` tab,
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is automatically filled in once the payslip is confirmed.
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Save and process new payslip
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~~~~~~~~~~~~~~~~~~~~~~~~~~~~
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When all the necessary information on the payslip is entered, click :guilabel:`Save` to save the
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data, or click :guilabel:`Discard` to delete the entry.
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:alt: The top fields for a new payslip all filled out for a February payslip.
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.. note::
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Saving the entry is not required in order to compute the sheet, although it is considered best
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practice to do so. The :guilabel:`Compute Sheet` button can be clicked without first saving the
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payslip. Doing so will save the entry *and* compute the sheet.
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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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Click the :guilabel:`Compute Sheet` button to register all the
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information, and have the :guilabel:`Salary Computation` tab populated. If any modifications need to
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be made, click the :guilabel:`Edit` button, make the desired changes, then click the
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:guilabel:`Recompute Worked Days` button to have the changes reflected in the :guilabel:`Worked
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Days` and :guilabel:`Salary Computation` tabs.
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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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To print the payslip, click the :guilabel:`Print` button. To cancel the payslip, click the
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:guilabel:`Cancel Payslip` button.
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Worked days & inputs tab
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************************
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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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Salary computation tab
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**********************
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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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Other info tab
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**************
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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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Process the new payslip
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~~~~~~~~~~~~~~~~~~~~~~~
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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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|
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Once everything on the payslip form is correct, click the :guilabel:`Create Draft Entry` button to
|
||||
create the payslip. The chatter is automatically updated to show the email sent to the employee,
|
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along with a PDF copy of the payslip.
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create the payslip.
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|
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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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|
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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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|
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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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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:`Make Payment`
|
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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
|
||||
:guilabel:`Confirm` button to confirm the journal, and return to the payslip.
|
||||
|
||||
.. image:: payslips/make-payment.png
|
||||
:align: center
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:alt: Click Make Payment to send the payment to the employee.
|
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|
||||
If a payment needs to be cancelled or refunded, click the corresponding :guilabel:`Refund` or
|
||||
:guilabel:`Cancel Payslip` button, located at the top of the payslip form.
|
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|
||||
.. important::
|
||||
In order for a payslip to be paid, the employee *must* have a bank account entered in their
|
||||
contact information. If there is no bank information, a payslip cannot be paid, and an error will
|
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appear when the :guilabel:`Make Payment` button is clicked. Banking information can be found in
|
||||
the :guilabel:`Private Information` tab on the employee's card. Edit the employee card, and add
|
||||
banking information, if it is missing.
|
||||
contact information. If there is no bank information, a payslip cannot be paid, and an error
|
||||
appears when the :guilabel:`Make Payment` button is clicked. Banking information can be found in
|
||||
the :ref:`Private Information <employees/private-info>` tab on the employee's card in the
|
||||
*Employees* app. Edit the employee card, and add banking information, if it is missing.
|
||||
|
||||
.. image:: payslips/banking.png
|
||||
:align: center
|
||||
:alt: Banking information can be entered in an employee's card.
|
||||
|
||||
Odoo automatically checks bank account information. If there is an error with the employee's listed
|
||||
bank account, an error appears in a pop-up window, stating, *The employee bank account is
|
||||
untrusted.* If this error appears, update the employee's bank account information on their
|
||||
:ref:`Employee Form <employees/private-info>`.
|
||||
|
||||
If a payment needs to be canceled or refunded, click the corresponding :guilabel:`Cancel` or
|
||||
:guilabel:`Refund` button, located at the top-left of the screen.
|
||||
|
||||
.. tip::
|
||||
Before processing payslips, it is best practice to check the *Warnings* section of the *Payroll*
|
||||
app dashboard. Here, all possible issues concerning payroll appear.
|
||||
|
||||
To view the warnings, navigate to :menuselection:`Payroll app --> Dashboard`. The warnings appear
|
||||
in the top-left corner of the dashboard.
|
||||
|
||||
.. image:: payslips/warnings.png
|
||||
:align: center
|
||||
:alt: The dashboard view of the Payroll app, with the warnings box highlighted.
|
||||
|
||||
Warnings are grouped by type, such as `Employees Without Running Contracts` or `Employees Without
|
||||
Bank account Number`. Click on a warning to view all entries associated with that specific issue.
|
||||
|
||||
If the warnings are not resolved, at any point in the payslip processing process, an error may
|
||||
occur. Errors appear in a pop-up window, and provide details for the error, and how to resolve
|
||||
them.
|
||||
|
||||
Payslips **cannot** be completed if there are any warnings or issues associated with the payslip.
|
||||
|
||||
.. _payroll/all-payslips:
|
||||
|
||||
All payslips
|
||||
============
|
||||
|
||||
To view all payslips regardless of status, go to :menuselection:`Payroll app --> Payslips --> All
|
||||
Payslips`. Here, all payslips are organized by batch (in a default list view).
|
||||
To view all payslips, regardless of status, go to :menuselection:`Payroll app --> Payslips --> All
|
||||
Payslips`. The :guilabel:`Employee Payslips` page loads, displaying all payslips, organized by
|
||||
batch, in a default nested list view.
|
||||
|
||||
Click on the :guilabel:`▶ (arrow)` next to the individual batch name to view all the payslips in
|
||||
that particular batch, along with all the payslip details. The number of payslips in the batch is
|
||||
written in parenthesis after the batch name. The :guilabel:`Status` for each individual payslip
|
||||
appears on the far-right side, indicating if it is in :guilabel:`Draft Mode`, :guilabel:`Waiting`,
|
||||
or if it is :guilabel:`Done`.
|
||||
Click on the :guilabel:`▶ (right arrow)` next to an individual batch name to view all the payslips
|
||||
in that particular batch, along with all the payslip details.
|
||||
|
||||
.. note::
|
||||
- :guilabel:`Draft` indicates the payslip is created, and there is still time to make edits,
|
||||
since the amounts are not calculated.
|
||||
- `Waiting` indicates the payslip has been calculated and the salary details can be found in the
|
||||
*Salary Computation* tab.
|
||||
- `Done` indicates the payslip is calculated and ready to be paid.
|
||||
The number of payslips in the batch is written in parenthesis after the batch name. The
|
||||
:guilabel:`Status` for each individual payslip appears on the far-right side, indicating one of the
|
||||
following status options:
|
||||
|
||||
- :guilabel:`Draft`: the payslip is created, and there is still time to make edits, since the
|
||||
amounts are not calculated.
|
||||
- :guilabel:`Waiting`: the payslip has been calculated, and the salary details can be found in the
|
||||
*Salary Computation* tab.
|
||||
- :guilabel:`Done`: the payslip is calculated and ready to be paid.
|
||||
- :guilabel:`Paid`: the employee has been paid.
|
||||
|
||||
.. image:: payslips/all-payslips.png
|
||||
:align: center
|
||||
@ -190,27 +266,35 @@ Click on an individual payslip to view the details for that payslip on a separat
|
||||
breadcrumb menu, click :guilabel:`Employee Payslips` to go back to the list view of all payslips.
|
||||
|
||||
A new payslip can be created from the :guilabel:`Employee Payslips` page, by clicking the
|
||||
:guilabel:`Create` button in the upper-left corner. Doing so reveals a separate blank payslip form
|
||||
:guilabel:`New` button in the upper-left corner. Doing so reveals a separate blank payslip form
|
||||
page. On that blank payslip form page, enter all the necessary information, as described in the
|
||||
:ref:`Create a new payslip <payroll/new-payslip>` section.
|
||||
:ref:`Create new payslips <payroll/new-payslip>` section.
|
||||
|
||||
To print PDF versions of payslips from the :guilabel:`Payslips to Pay` or :guilabel:`Employee
|
||||
Payslips` pages, first select the desired payslips by clicking on the individual checkbox next to
|
||||
each payslip to be printed. Or, click the box next to :guilabel:`Reference`, which selects all
|
||||
visible payslips on the page. Then, click the :guilabel:`Print` button to print the payslips.
|
||||
To print PDF versions of payslips from the *Payslips to Pay* or :guilabel:`Employee Payslips` pages,
|
||||
first select the desired payslips by clicking on the individual checkbox to the left of each payslip
|
||||
to be printed. Or, click the box to the left of the :guilabel:`Reference` column title, which
|
||||
selects all visible payslips on the page. Then, click the :guilabel:`Print` button to print the
|
||||
payslips.
|
||||
|
||||
.. image:: payslips/print.png
|
||||
:align: center
|
||||
:alt: Click on the Print smart button to print payslips to a PDF.
|
||||
|
||||
Payslips can also be exported to an Excel spreadsheet. When exporting, all payslips are exported
|
||||
regardless of whether some are selected or not. Click on the :guilabel:`Export All` button (download
|
||||
icon) to export all payslips to an Excel spreadsheet.
|
||||
Payslips can also be exported to an Excel spreadsheet. To export **all** payslips, click on the
|
||||
:guilabel:`⚙️ (gear)` icon at the end of the words :guilabel:`Employee Payslips` in the top-left
|
||||
corner. This reveals a drop-down menu. Click :guilabel:`Export All` to export all payslips to a
|
||||
spreadsheet.
|
||||
|
||||
.. image:: payslips/export.png
|
||||
:align: center
|
||||
:alt: Click on the Export All smart button to export all payslips to an Excel payslip.
|
||||
|
||||
To export only select payslips, first select the payslips to be exported from the list. Then, click
|
||||
the checkbox to the left of each individual payslip to select it. As payslips are selected, a smart
|
||||
button appears in the top-center of the page, indicating the number of selected payslips. Then,
|
||||
click the :guilabel:`⚙️ (gear) Actions` icon in the top-center of the page, and click
|
||||
:guilabel:`Export`.
|
||||
|
||||
.. image:: payslips/export-select.png
|
||||
:align: center
|
||||
:alt: The individual list of employee ayslips with three selected to be exported.
|
||||
|
||||
.. note::
|
||||
Both *To Pay* and *All Payslips* display all the detailed information for each payslip.
|
||||
|
||||
@ -221,147 +305,145 @@ To view payslips in batches, navigate to :menuselection:`Payroll app --> Payslip
|
||||
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,
|
||||
whether it was a :guilabel:`Credit note`, its :guilabel:`Status`, and the :guilabel:`Company`.
|
||||
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.
|
||||
|
||||
Click on an individual batch to view the details for that batch on a separate page. On this batch
|
||||
detail page, modifications can be made. To make any modifications to a batch, click the
|
||||
:guilabel:`Edit` button. Then, proceed to make any necessary changes.
|
||||
|
||||
When all desired changes have been made, click either :guilabel:`Save` to save the changes, or
|
||||
:guilabel:`Discard` to revert back to the original data.
|
||||
|
||||
After modifications have been saved, click the :guilabel:`Generate Payslips` button to reveal a
|
||||
:guilabel:`Generate Payslips` pop-up form, in which payslips affected by the changes can be created
|
||||
or modified.
|
||||
|
||||
All payslips associated with the batch are displayed in the employees section of the
|
||||
:guilabel:`Generate Payslips` pop-up. To filter the results by either the :guilabel:`Salary
|
||||
Structure` and/or the :guilabel:`Department`, select a salary structure and/or department from the
|
||||
respective drop-down menus.
|
||||
|
||||
Only employees that match the selected :guilabel:`Salary Structure` and/or :guilabel:`Department`
|
||||
appear in the employees list. Click the :guilabel:`Generate` button at the bottom of the
|
||||
:guilabel:`Generate Payslips` pop-up window to generate the modified payslips, and close the pop-up
|
||||
window.
|
||||
|
||||
.. image:: payslips/generate-payslips-batch.png
|
||||
:align: center
|
||||
:alt: Generate payslips from the edited batch.
|
||||
|
||||
Back on the batch details page, click the :guilabel:`Create Draft Entry` smart button to create a
|
||||
draft of the payslips.
|
||||
|
||||
.. image:: payslips/draft-from-batch.png
|
||||
:align: center
|
||||
:alt: Generate payslips from the edited batch.
|
||||
|
||||
Once the draft payslips are created, the button changes to say :guilabel:`Make Payment`. Click the
|
||||
:guilabel:`Make Payment` button. A pop-up window appears, in which the bank journal information must
|
||||
be entered. Select the :guilabel:`Bank Journal` from the drop-down list, and click
|
||||
:guilabel:`Confirm` to process the payslips, and pay the employees.
|
||||
|
||||
On the batch detail page, the number of payslips in the batch is accessible via the
|
||||
:guilabel:`Payslips` smart button, located in the top-right corner. Individual payslips for the
|
||||
batch can be viewed by clicking the :guilabel:`Payslips` smart button in the top-right corner.
|
||||
|
||||
Use the breadcrumb menu to navigate back to the individual batch detail page, or back to the list of
|
||||
all batches.
|
||||
|
||||
.. image:: payslips/payslip-batches.png
|
||||
:align: center
|
||||
:alt: Click the Payslips smart button to view the individual payslips in the batch.
|
||||
|
||||
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:`Create` button in the
|
||||
upper-left corner. Doing so reveals a blank payslip batch form on a separate 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:`Name` for the batch, and select the date range
|
||||
to which the batch applies, by clicking the :guilabel:`▼ (drop-down arrow)` icon in the
|
||||
:guilabel:`Period` fields, which reveals a calendar pop-up window. From this calendar pop-up window,
|
||||
navigate to the correct month, and click on the corresponding day for both the start and end dates.
|
||||
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.
|
||||
|
||||
If the batch is a credit note, check the box next to :guilabel:`Credit Note`. Then, in the
|
||||
:guilabel:`Generation Date` field, select the date the payslips should be generated from a calendar
|
||||
pop-up window. This generated date is reflected in the accounting journal entries.
|
||||
.. _payroll/batch-process:
|
||||
|
||||
Lastly, in the :guilabel:`Company` field, select the company these payslips are written against.
|
||||
Process a batch
|
||||
---------------
|
||||
|
||||
When all the information on the payslip batch form is correct, click the :guilabel:`Save` button to
|
||||
save the information. To delete the entry, click the :guilabel:`Discard` button.
|
||||
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:
|
||||
|
||||
To create the payslips for the newly-created batch, click the :guilabel:`Generate Payslips` button
|
||||
at the top of the form.
|
||||
- :guilabel:`New` status: batches without any payslips added to them have a status of
|
||||
:guilabel:`New`. The following button options appear for these batches:
|
||||
|
||||
When clicked, a pop-up window appears showing all the payslips that will be created. To remove any
|
||||
individual payslips, click the black :guilabel:`✖ (x mark)` icon at the far right of the payslip
|
||||
line.
|
||||
.. image:: payslips/batch-new.png
|
||||
:align: center
|
||||
:alt: A batch with a status of new, with the available buttons highlighted.
|
||||
|
||||
If a specific :guilabel:`Salary Structure` or :guilabel:`Department` needs to be specified for the
|
||||
batch, select them from the corresponding drop-down menus.
|
||||
- :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.
|
||||
|
||||
Click the :guilabel:`Generate` button at the bottom of the pop-up window to create the payslips for
|
||||
the batch.
|
||||
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`.
|
||||
|
||||
.. image:: payslips/generate-payslips.png
|
||||
:align: center
|
||||
:alt: Generate payslips for the new batch.
|
||||
- :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.
|
||||
|
||||
.. note::
|
||||
On the :guilabel:`Generate Payslips` pop-up window, selecting a :guilabel:`Department` and/or
|
||||
:guilabel:`Salary Structure` only displays payslips that apply to those specifically-selected
|
||||
parameters.
|
||||
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.
|
||||
|
||||
If there are any errors or issues preventing the payslips from being generated, an error message
|
||||
appears in the top-right section. This error box disappears on its own after several seconds, or the
|
||||
:guilabel:`✖ (x mark)` icon can be clicked to close the alert.
|
||||
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`.
|
||||
|
||||
To remedy the issue, make any necessary modifications (e.g. removing any payslip lines that cannot
|
||||
be processed), then click the :guilabel:`Generate` button again.
|
||||
- :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:
|
||||
|
||||
Once the payslips have been successfully generated, the screen returns to the payslip batch form.
|
||||
.. image:: payslips/batch-confirmed.png
|
||||
:align: center
|
||||
:alt: A batch with a status of confirmed, with the available buttons highlighted.
|
||||
|
||||
From here, click the :guilabel:`Generate Draft Entry` button to change the payslips' status from
|
||||
:guilabel:`Draft` to :guilabel:`Done`.
|
||||
- :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.
|
||||
|
||||
Once payslips have been generated, click the :guilabel:`Make Payment` button to process the
|
||||
payments. Doing so reveals a pop-up window, in which the proper banking information must be entered.
|
||||
In this pop-up window, select the appropriate :guilabel:`Bank Journal` from the drop-down menu, and
|
||||
enter the appropriate file name.
|
||||
- :guilabel:`Done` status: batches with confirmed payslips in them have a status of
|
||||
:guilabel:`Done`. The following button options appear for these batches:
|
||||
|
||||
When done, click the :guilabel:`Confirm` button to confirm the information, or click
|
||||
:guilabel:`Cancel` to discard.
|
||||
.. image:: payslips/batch-done.png
|
||||
:align: center
|
||||
:alt: A batch with a status of done, with the available buttons highlighted.
|
||||
|
||||
Generate commission payslips
|
||||
----------------------------
|
||||
- :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.
|
||||
|
||||
Commission payslips can be generated directly from the :guilabel:`Payslips Batches` page
|
||||
(:menuselection:`Payroll app --> Payslips --> Batches`). To generate commission payslips from this
|
||||
page, click on the desired batch (or batches) to create commissions payslips for, then click the
|
||||
:guilabel:`Generate Commission Payslips` button.
|
||||
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.
|
||||
|
||||
Doing so reveals a :guilabel:`Generate Commission Payslip` pop-up window, in which the necessary
|
||||
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.
|
||||
|
||||
On this pop-up window, click on the drop-down menus, located beside the :guilabel:`Period` field, to
|
||||
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)`
|
||||
arrows, navigate to the correct month, and click on the date to select it.
|
||||
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.
|
||||
|
||||
@ -369,18 +451,17 @@ When a department is selected, the employees listed for that department appear i
|
||||
:guilabel:`Employee` section.
|
||||
|
||||
Under the :guilabel:`Employee` section, enter the :guilabel:`Commission Amount` for each employee in
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the appropriate column. To remove an employee, click the :guilabel:`🗑️ (trash)` icon to remove the
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the far-right column. To remove an employee, click the :guilabel:`🗑️ (trash)` icon to remove the
|
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line.
|
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|
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Add a new entry by clicking :guilabel:`Add a Line`, and entering the :guilabel:`Employee` and the
|
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appropriate :guilabel:`Commission Amount`.
|
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|
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Click the :guilabel:`Upload Your File` button to add a file, if necessary. Any file type is
|
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Click the :guilabel:`Upload your file` button to add a file, if necessary. Any file type is
|
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accepted.
|
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|
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Using the drop-down menu beside the :guilabel:`Commission Type` field, select either
|
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:guilabel:`Classic Commission` or :guilabel:`Warrant`. :guilabel:`Classic` is the most typical of
|
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commission, while :guilabel:`Warrant` is primarily used for Belgium companies.
|
||||
|
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Once all the commissions are properly entered, click the :guilabel:`Generate Payslips` button to
|
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create the commission payslips.
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create the warrant payslips in a batch.
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|
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:ref:`Process the batch <payroll/batch-process>` in the same way as a typical batch to complete the
|
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payment process.
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