========= Contracts ========= Every employee in Odoo is required to have a contract in order to be paid. A contract outlines the terms of an employee's position, their compensation, their working hours, and any other details about their position. .. important:: Contract documents (PDFs) are uploaded and organized using the *Documents* application, and are signed using the *Sign* application. Ensure these applications are installed in order to send and sign contracts. Please refer to the :doc:`/applications/finance/documents` and :doc:`/applications/finance/sign` documentation. To view the employee contracts, go to the :menuselection:`Payroll app --> Employees --> Contracts` from the top menu. All employee contracts, and their current contract status, are displayed in a default kanban view. The default view displays both running contracts and contracts that need action. Expired and canceled contracts are hidden in the default view. .. image:: contracts/contracts-overview.png :align: center :alt: Contracts dashboard view showing running contracts and contracts with issues. .. note:: The list of contracts in the *Payroll* application matches the list of contracts in the *Employees* application. The default contracts view in the *Payroll* application displays running contracts and contracts needing attention, while the default contracts view in the *Employees* application displays all contracts in a kanban view, organized by their stage, regardless of status. All contracts can be viewed by changing the filters. Create a new contract ===================== In order for an employee to be paid, an active contract is required. If a new contract is needed, click the :guilabel:`Create` button on the contracts dashboard. A contract form appears where the information can be entered. Required fields are underlined in bold. Required fields --------------- .. image:: contracts/required-fields.png :align: center :alt: New contract form to be filled in when creating a new contract. - :guilabel:`Contact Reference`: Type in the name or title for the contract, such as `John Smith Contract`. - :guilabel:`Company`: Select the company the contract applies to by clicking on the drop-down menu. A new company can be created by typing the name in the field, then clicking either :guilabel:`Create` to create the new company, or :guilabel:`Create and Edit` to create the new company and edit the company details. - :guilabel:`Salary Structure Type`: Select one of the salary structure types from the drop-down menu. The default salary structure types are :guilabel:`Employee` or :guilabel:`Worker`. A new salary structure type can be created by typing the name in the field. - :guilabel:`Start Date`: The date the contract starts. Choose a date by clicking on the drop-down menu, navigating to the correct month and year by using the :guilabel:`< > (arrow)` icons, then clicking on the :guilabel:`date`. - :guilabel:`Working Schedule`: Select one of the working schedules from the drop-down menu. .. tip:: The :guilabel:`Working Schedule` drop-down menu displays all the working times for the selected :guilabel:`Company`. To modify or add to this list, go to :menuselection:`Payroll --> Configuration --> Working Times` and either :guilabel:`Create` a new working time or click on an existing working time and edit it by clicking :guilabel:`Edit`. Optional fields --------------- - :guilabel:`Employee`: Name of the employee that the contract applies to. - :guilabel:`Department`: The department the contract applies to. - :guilabel:`Job Position`: The specific job position the contract applies to. - :guilabel:`Contract Type`: Choose from :guilabel:`CDI`, :guilabel:`CDD`, or :guilabel:`PFI` from the drop-down menu. - :guilabel:`CDI` is an open-ended contract with only a start date but no end date. - :guilabel:`CDD` is a contract with both a start date and an end date. - :guilabel:`PFI` is a Belgian-specific contract used when hiring employees that need training, and covers the training period specifically. - :guilabel:`End Date`: If the contract has a specific end date, click the drop-down menu, navigate to the correct month and year using the arrow icons, then click on the date. - :guilabel:`HR Responsible`: If there is a specific person in HR that is responsible for the contract, select the person from the drop-down menu. - :guilabel:`Analytic Account`: This field allows a link between the contract and a specific analytic account for accounting purposes. Contract details ---------------- The contract details section allows for the addition and editing of a contract, and the ability to send the contract to the employee for approval and signatures. .. image:: contracts/contract-details.png :align: center :alt: Contract details in optional tabs for a new contract. - :guilabel:`Contract Template`: Select a pre-existing contract template from the drop-down menu. Contract templates are typically created through the *Recruitment* application. - :guilabel:`New Contract Document Template`: Select a contract from the drop-down menu to be modified for this new employee contract. - :guilabel:`Contract Update Document Template`: Select a contract from the drop-down menu if the employee has an existing contract that requires updating. - :guilabel:`Notes`: The notes field is a text field where any notes for the employee contract can be entered for future reference. Modifying a contract ~~~~~~~~~~~~~~~~~~~~ Click the :guilabel:`External Link` button at the end of each line to open the corresponding contract template and make any changes. .. image:: contracts/external-link.png :align: center :alt: Contract details in optional tabs for a new contract. A pop-up window appears with all the contract details. Modify the fields for the contract as needed. .. image:: contracts/modify-contract.png :align: center :alt: Edit the details for the contract. - :guilabel:`Tags`: Select any tags associated with the contract. - :guilabel:`Signed Document Workspace`: This is where the signatures are stored. Choose a pre-configured workspace or create a new one. - :guilabel:`Signed Document Tags`: Select or create any tags associated only with the signed contract as opposed to the original unsigned contract. - :guilabel:`Redirect Link`: Enter a redirect link for the employee to access the contract. A redirect link takes the user from one URL to another, in this case, to the newly updated contract specifically written for them. - :guilabel:`Who can Sign`: Select either :guilabel:`All Users` or :guilabel:`On Invitation`. - :guilabel:`All Users`: Any user in the organization can sign the contract. - :guilabel:`On Invitation`: Only users selected in this field can sign the contract. - :guilabel:`Invited Users`: Select the person(s) that can sign the document. - :guilabel:`Document`: The attached document can be replaced by clicking the :guilabel:`✏️ (pencil)` icon. A pop-up window appears so another document can be selected for upload. The file must be a PDF. To remove the document, click the :guilabel:`🗑️ (trash can)` icon. Once the edits are complete, click the :guilabel:`Save` button. All the information for the selected contract template populates the fields in the :guilabel:`Salary Information` tab. Any additional tabs, such as :guilabel:`Personal Documents`, appears if applicable. Salary information ------------------ .. image:: contracts/salary-info.png :align: center :alt: Optional tabs for a new contract. This section is where the specific salary details are defined. This section is country-specific, so depending on where the company is located, these fields may vary. Enter the amount in the various fields, or check a box to apply a benefit. Some options that can be entered here include :guilabel:`Meal Vouchers`, :guilabel:`Fuel Card`, :guilabel:`Internet`, :guilabel:`Paid Time Off`, etc. Some fields may be automatically filled in based off of the contracts selected in the :guilabel:`Contract Details` tab. Attachment of salary -------------------- Any automatic deductions or allocations for an employee, such as child support payments and wage garnishments, are referred to as a *salary attachment*. This section is where all of these deductions or allocations are set. To add a new deduction, click :guilabel:`Add a line`. Type in a description for the allocation under :guilabel:`Description`. .. image:: contracts/garnishment.png :align: center :alt: Enter a new line for each type of garnishment. Select the :guilabel:`Garnished Type` from the drop-down menu. Choose from: - :guilabel:`Attachment of Salary`: Any payments taken out towards something that is *not* child support. Typically any garnishments such as lawsuit payments, payments toward taxes owed, etc. - :guilabel:`Assignment of Salary`: Any deduction that is not required but voluntary, such as a pre-tax allocation to a college savings account. - :guilabel:`Child Support`: Any payments taken out specifically for child support. Enter the start and end dates the entry applies to. Click on the drop-down menu under :guilabel:`From` and :guilabel:`To`, navigate to the correct month and year by using the :guilabel:`< > (arrow)` icons, then click on the :guilabel:`date`. Last, enter the :guilabel:`Amount` that each payslip pays towards the entry. To delete a line, click the :guilabel:`🗑️ (trash can)` icon at the end of the line. Save and send the contract -------------------------- Once a contract has been created and/or modified, save the contract by clicking the :guilabel:`Save` button. Next, the contract must be sent to the employee to be signed. Click on one of the following buttons to send the contract to the employee: .. image:: contracts/send-contract.png :align: center :alt: Send the contract to the employee via one of the buttons. - :guilabel:`Generate Simulation Link`: This option is for Belgian companies only. Clicking this opens a pop-up window that contains the basic information from the contract as well as a link for the contract when using the salary configurator. Click :guilabel:`Send Offer` to send an email to the employee so they can sign the contract. .. image:: contracts/simulation.png :align: center :alt: Sends a link to the employee for the contract. .. note:: In order to send a contract using the :guilabel:`Generate Simulation Link`, there must be a signature field in the contract PDF being sent to the employee so they can sign it. - :guilabel:`Signature Request`: Click this and a pop-up window appears where an email can be typed to the employee. Select the document, such as a contract, NDA, or Homeworking Policy, from the drop-down menu, and fill out the email section. Click :guilabel:`Send` when the email is ready to be sent. .. image:: contracts/sign-contract.png :align: center :alt: Request a signature for the contract via email. - :guilabel:`Credit Time`: This option is for Belgian companies only. When clicked, a pop-up window appears that allows for the changing of working times, and can compute time off.