[ADD] Payroll: adding detailed payslips doc

closes odoo/documentation#6929

X-original-commit: 9486fe5b62
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
Co-authored-by: meng-odoo <101904966+meng-odoo@users.noreply.github.com>
Co-authored-by: ksc-odoo <ksc@odoo.com>
Co-authored-by: samueljlieber <sali@odoo.com>
Co-authored-by: StraubCreative <zst@odoo.com>

content/applications/hr/payroll.rst

@@ -368,5 +368,6 @@ Resume
 .. toctree::
    :titlesonly:
 
-   payroll/work_entries
    payroll/contracts
+   payroll/payslips
+   payroll/work_entries

content/applications/hr/payroll/payslips.rst

@@ -0,0 +1,386 @@
+========
+Payslips
+========
+
+Payslips are created either by the employees themselves or their managers, and are approved by
+authorized employees (typically managers). Then, once payslips are approved, employees are issued
+payslips and are paid either by check or direct deposit, depending on how their employee profile is
+configured.
+
+The :guilabel:`Payslips` drop-down header of the :menuselection:`Payroll` application consists of
+three sections: :guilabel:`To Pay`, :guilabel:`All Payslips`, and :guilabel:`Batches`.
+
+These three sections provide all the tools needed to create payslips for employees, including
+individual payslips, a batch of payslips, or commission payslips.
+
+.. image:: payslips/payslips.png
+   :align: center
+   :alt: Payslips menu selection in Payroll.
+
+To pay
+======
+
+Click on :menuselection:`Payroll app --> Payslips --> To Pay` to see the payslips that need to be
+paid. On this page, Odoo displays the payslips that have not been generated yet, and can be created
+from this dashboard.
+
+.. image:: payslips/all-pay-slips.png
+   :align: center
+   :alt: View all payslips that need to be paid on the Payslips To Pay page.
+
+Each payslip will list the :guilabel:`Reference` number for the individual payslip, the
+:guilabel:`Employee` name, :guilabel:`Batch Name`, the :guilabel:`From` and :guilabel:`To` date
+range, the :guilabel:`Company`, the :guilabel:`Basic Wage`, :guilabel:`Net Wage`, and the
+:guilabel:`Status` of the payslip.
+
+Clicking on an individual payslip entry will show the details for the individual payslip.
+
+.. _payroll/new-payslip:
+
+Create new payslip
+------------------
+
+A new payslip can be created from the :guilabel:`Payslips To Pay` page (:menuselection:`Payroll app
+--> Payslips --> To Pay`) or the :guilabel:`Employee Payslips` page (:menuselection:`Payroll app
+--> Payslips --> All Payslips`), by clicking the :guilabel:`Create` button in the top-left corner.
+
+Clicking :guilabel:`Create` reveals a blank payslip form, wherein the necessary payslip information
+can be entered.
+
+Required fields
+~~~~~~~~~~~~~~~
+
+On the blank payslip form, a number of fields are required to be filled in with the necessary
+information. These required fields are represented by **bold** lines.
+
+.. image:: payslips/new-payslip.png
+   :align: center
+   :alt: The necessary fields for a new payslip.
+
+- :guilabel:`Employee`: Type in the name of an employee, or select the desired employee from the
+  drop-down list. Upon selecting an employee, several other fields on the payslip form may
+  auto-populate. Typically, after making a selection in the :guilabel:`Employee` field, Odoo
+  auto-populates the :guilabel:`Contract`, :guilabel:`Structure`, and :guilabel:`Payslip Name`
+  fields, but **only** if that information is already on that employee's form in the *Employees*
+  app.
+- :guilabel:`Period`: Click the default date to reveal a pop-up calendar. On this calendar, use the
+  :guilabel:`< (less-than)` and :guilabel:`> (greater than)` icons to select the desired month, and
+  click on the desired day to select that specific date as the start date for the payslip. Repeat
+  this process to add an end date for the payslip in the field below.
+- :guilabel:`Contract`: Using the drop-down menu, select the desired contract for the employee. Only
+  the available corresponding contracts for the selected employee appear as options.
+- :guilabel:`Structure`: Using the drop-down menu, select the salary structure type. Only the
+  available corresponding structures for the selected contract for that specific employee appear as
+  options.
+- :guilabel:`Payslip Name`: In the blank field, type in the name for the payslip. The name should be
+  short and descriptive, such as `April 2023`.
+- :guilabel:`Company`: In the :guilabel:`Accounting Information` tab, select the company the payslip
+  applies to from the :guilabel:`Company` drop-down menu.
+- :guilabel:`Salary Journal`: In the :guilabel:`Accounting Information` tab, enter the salary
+  journal in which the payment will be reflected, and found in the *Accounting* application.
+
+.. image:: payslips/new-payslip-tab.png
+   :align: center
+   :alt: The necessary fields for a new payslip in the Accounting Information tab.
+
+.. important::
+   It is recommended to check with the accounting department to ensure every entry that affects the
+   *Accounting* application is correct.
+
+Optional fields
+~~~~~~~~~~~~~~~
+
+- :guilabel:`Reference`: Any note or reference message for the new entry can be entered here.
+- :guilabel:`Company Car`: If applicable, select the company car from the drop-down.
+- :guilabel:`Worked Days`: In the :guilabel:`Worked Days \& Inputs` tab, the entries under
+  :guilabel:`Worked Days` (including the :guilabel:`Type`, :guilabel:`Description`,
+  :guilabel:`Number of Days`, :guilabel:`Number of Hours`, and :guilabel:`Amount`) are automatically
+  filled in, based on what was entered for the :guilabel:`Period`, :guilabel:`Contract`, and
+  :guilabel:`Structure` fields of the payslip form.
+- :guilabel:`Salary Computation`: The :guilabel:`Salary Computation` tab is automatically filled in
+  after the :guilabel:`Compute Sheet` button is clicked. Doing so displays all the wages,
+  deductions, taxes, etc. for the entry.
+- :guilabel:`Batch Name`: Located in the :guilabel:`Accounting Information` tab, select the payslip
+  batch this new payslip should be added to from the drop-down menu.
+- :guilabel:`Date Account`: Located in the :guilabel:`Accounting Information` tab, enter the date on
+  which the payslip should be posted, by clicking on the drop-down menu, and navigating to the
+  correct month and year using the :guilabel:`< > (less-than/greater-than)` icons in the calendar
+  pop-up window. Then, click on the desired date.
+- :guilabel:`Salary Journal`: This field, located in the :guilabel:`Accounting Information` tab,
+  represents the journal that the payslip will be logged in, and is automatically selected when the
+  :guilabel:`Contract` and :guilabel:`Structure` are entered in the payslip form.
+- :guilabel:`Accounting Entry`: This field, located in the :guilabel:`Accounting Information` tab,
+  is automatically filled in once the payslip is confirmed.
+
+Save and process new payslip
+~~~~~~~~~~~~~~~~~~~~~~~~~~~~
+
+When all the necessary information on the payslip is entered, click :guilabel:`Save` to save the
+data, or click :guilabel:`Discard` to delete the entry.
+
+.. note::
+   Saving the entry is not required in order to compute the sheet, although it is considered best
+   practice to do so. The :guilabel:`Compute Sheet` button can be clicked without first saving the
+   payslip. Doing so will save the entry *and* compute the sheet.
+
+Click the :guilabel:`Compute Sheet` button to register all the
+information, and have the :guilabel:`Salary Computation` tab populated. If any modifications need to
+be made, click the :guilabel:`Edit` button, make the desired changes, then click the
+:guilabel:`Recompute Worked Days` button to have the changes reflected in the :guilabel:`Worked
+Days` and :guilabel:`Salary Computation` tabs.
+
+To print the payslip, click the :guilabel:`Print` button. To cancel the payslip, click the
+:guilabel:`Cancel Payslip` button.
+
+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,
+along with a PDF copy of the payslip.
+
+.. image:: payslips/payslip-chatter.png
+   :align: center
+   :alt: The new payslip is emailed to the employee and the email appears in the chatter.
+
+Next, the payment must be sent to the employee. To do this, click the :guilabel:`Make Payment`
+button. Doing so reveals a pop-up form, in which the desired :guilabel:`Bank Journal` that the
+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
+   :alt: Click Make Payment to send the payment to the employee.
+
+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.
+
+.. 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
+   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.
+
+   .. image:: payslips/banking.png
+      :align: center
+      :alt: Banking information can be entered in an employee's card.
+
+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).
+
+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`.
+
+.. 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.
+
+.. image:: payslips/all-payslips.png
+   :align: center
+   :alt: View all payslips organized by batches. Click on the arrow to expand each batch.
+
+Click on an individual payslip to view the details for that payslip on a separate page. Using the
+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
+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.
+
+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.
+
+.. 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.
+
+.. image:: payslips/export.png
+   :align: center
+   :alt: Click on the Export All smart button to export all payslips to an Excel payslip.
+
+.. note::
+   Both *To Pay* and *All Payslips* display all the detailed information for each payslip.
+
+Batches
+=======
+
+To view payslips in batches, navigate to :menuselection:`Payroll app --> Payslips --> Batches` to
+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`.
+
+.. 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.
+
+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.
+
+.. 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.
+
+Lastly, in the :guilabel:`Company` field, select the company these payslips are written against.
+
+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.
+
+To create the payslips for the newly-created batch, click the :guilabel:`Generate Payslips` button
+at the top of the form.
+
+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.
+
+If a specific :guilabel:`Salary Structure` or :guilabel:`Department` needs to be specified for the
+batch, select them from the corresponding drop-down menus.
+
+Click the :guilabel:`Generate` button at the bottom of the pop-up window to create the payslips for
+the batch.
+
+.. image:: payslips/generate-payslips.png
+   :align: center
+   :alt: Generate payslips for the new batch.
+
+.. 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.
+
+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.
+
+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.
+
+Once the payslips have been successfully generated, the screen returns to the payslip batch form.
+
+From here, click the :guilabel:`Generate Draft Entry` button to change the payslips' status from
+:guilabel:`Draft` to :guilabel:`Done`.
+
+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.
+
+When done, click the :guilabel:`Confirm` button to confirm the information, or click
+:guilabel:`Cancel` to discard.
+
+Generate commission payslips
+----------------------------
+
+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.
+
+Doing so reveals a :guilabel:`Generate Commission Payslip` 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
+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.
+
+In the :guilabel:`Department` field, select the desired department from the drop-down menu.
+
+When a department is selected, the employees listed for that department appear in the
+:guilabel:`Employee` section.
+
+Under the :guilabel:`Employee` section, enter the :guilabel:`Commission Amount` for each employee in
+the appropriate column. To remove an employee, click the :guilabel:`🗑️ (trash)` icon to remove the
+line.
+
+Add a new entry by clicking :guilabel:`Add a Line`, and entering the :guilabel:`Employee` and the
+appropriate :guilabel:`Commission Amount`.
+
+Click the :guilabel:`Upload Your File` button to add a file, if necessary. Any file type is
+accepted.
+
+Using the drop-down menu beside the :guilabel:`Commission Type` field, select either
+:guilabel:`Classic Commission` or :guilabel:`Warrant`. :guilabel:`Classic` is the most typical of
+commission, while :guilabel:`Warrant` is primarily used for Belgium companies.
+
+Once all the commissions are properly entered, click the :guilabel:`Generate Payslips` button to
+create the commission payslips.