[IMP] payroll: update work entries, add menu

closes odoo/documentation#7872

X-original-commit: 3dc21be0a7
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
Signed-off-by: Lara Martini (larm) <larm@odoo.com>

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 <payroll/structure-types>`, 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 <payroll/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 <payroll/work-entries-config>` 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 <payroll/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 <payroll/adjust-view>` 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 <payroll/work-entries-config>`