Work entries¶
The Payroll app automatically creates work entries based on the employee’s salary structure type, and from the Planning, Attendances, and Time Off applications.
Work entries provide the Payroll app with the worked hours used to compute employee paychecks, if the employee’s salary is based on work entries, as opposed to a salaried position.
Work entry dashboard¶
The Work Entries dashboard of the Payroll app provides a visual overview of the individual work entries for every employee.
To open the dashboard, navigate to .
On the 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.
The Work Entry dashboard has a default Conflicting filter, which displays only work entries with conflicts to be resolved.
Astuce
Remove the default Conflicting filter from the search bar to view all work entries.
Adjust view¶
To change the view so that only the entries for a single day, week, month, quarter, or year are shown, click the (Month)(Year) button. A drop-down menu appears with the options of Today, This week, This month, This quarter, or This year. Click on one of the options to only display data for that specific selection.
Use the (left arrow) and (right arrow) buttons to adjust the displayed dates. The arrows adjust the date based on the type of time selected.
For example, if Month is selected, the arrows move one month with each click of the arrow. If Week or Day is selected, the time moves by either a week or a day for each click of the arrow, respectively.
At any point, to return to a view containing the current day, click the (Focus Today) button.
Add a new work entry¶
If a work entry is missing, such as sick time, or if an employee forgot to clock in and out for a shift, a new work entry must be created for the missing shift.
Click New on the work entry dashboard, and a blank Create work entry pop-up form appears. Enter the following information on the form:
Description: Enter a short description for the work entry, such as
Sick Time. The default entry isAttendance: (Employee).Employee: Select the employee the work entry is for, using the drop-down menu.
Work Entry Type: Select the work entry type using the drop-down menu.
From and To: Enter the start (From) and end (To) dates and times for the work entry.
First, click on either the From or To line to reveal a calendar pop-up window. Select the date by navigating to the correct month, then click on the specific day to select it.
Next, select the time, by clicking on either the hour or minute fields at the bottom of the calendar, and set the desired time.
When the date and time for the entry are correct, click the Apply button.
Duration: This field displays the hours based on the To and From entries. Modifying this field modifies the To field (the From field does not change).
Once the desired information is entered, click Save & Close to save the entry, and close the pop-up form.
Conflicts¶
A conflict occurs when a request has not been approved, such as sick time or vacation, or if there are any errors on the work entry. Conflicts that span the current pay period being processed must be resolved before payslips can be generated.
Any work entry that has a conflict to be resolved is indicated on the main Work Entry dashboard, which can be accessed by navigating to . Only conflicts needing resolution are shown by default.
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 Edit to view the conflict details in a pop-up window.
The conflict is briefly explained in an orange text box in the Open pop-up window that appears.
The Description, Employee, and Work Entry Type are listed on the left side of the pop-up window. The From and To date and time range, as well as the total time (in hours) in the Duration field, appears on the right side.
Time off conflicts¶
The most common work entry conflicts are for time off requests. Odoo automatically generates work entries for specific time periods. When time off is requested after these work entries are generated, it results in duplicate work entries for that employee (one for time off and another for regular work).
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 a Time Off field.
Conflicts can be resolved either directly on the work entry or in the detailed time off request form.
Resolve on work entry¶
If no additional details are needed to determine if a time off request should be approved or refused, the time off conflict can be resolved directly from the work entry pop-up window.
Click either the Refuse Time Off or Approve Time Off buttons to refuse or approve the time off request, then the two buttons disappear. Click the Save & Close button to close the pop-up window.
The conflict disappears from the Work Entry dashboard, since the conflict is now resolved.
Note
If the time off is approved, the status of the work entry conflict changes to Cancelled. If the time off is refused, the status changes to Draft.
Resolve on time off request¶
If more details are needed to make a decision about the time off request, hover over the entry in the Time Off field, and click the (Internal Link) icon that appears at the end of the line. This causes an Open: Time Off pop-up window to load, with all the time off request details. Click either the Approve or Refuse buttons to approve or refuse the request.
To resolve the time off conflict on the detailed time off request pop-up window, click the Internal Link button at the end of the 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 Approve button to approve the request, then click the Save & Close button to save the changes, and go back to the work entry conflict pop-up window.
Now, the Approve Time Off button is hidden, only the Refuse Time Off button is visible.
If the approval was a mistake, the request can be refused here, by clicking the Refuse Time Off button.
Since the time off was approved in the time off window, click the X in the top-right corner to close the window. The conflict disappears from the Work Entry dashboard, since it has been resolved.
Regenerate work entries¶
After conflicts are resolved, the affected work entries must be regenerated. This recreates the specified work entries, and overwrites the previously conflicting work entries.
While conflicts can be resolved individually, if the conflicts are caused from another application, such as Planning or Attendances, it is best practice to correct the record in the application causing the conflict. The reason this method is recommended is because, if the issue in the related application is not resolved, when work entries are regenerated, the conflicts reappear.
First, ensure the issues are resolved in the specific applications that caused the work entry conflicts. Once the conflicts have been resolved in the corresponding apps, open the work entry dashboard by navigating to .
Click the Regenerate Work Entries button at the top of the Work Entries dashboard, and a Work Entry Regeneration pop-up window appears.
Select the Employees to regenerate work entries for, using the drop-down menu. Adjust the From and To fields, so the correct date range is displayed.
Click the Regenerate Work Entries button, and the work entries are recreated. Once finished, the pop-up window closes.
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.