Payroll¶
Odoo Payroll is used to process work entries and create payslips for employees. Payroll works in conjunction with other Odoo apps, such as Employees, Time Off, Attendances, and Planning.
The Payroll app helps ensure there are no issues or conflicts when validating work entries. It also handles country-specific localizations to ensure payslips follow local rules and taxes, and allows for salary assignments.
Settings¶
Configure the Payroll app by navigating to . The various settings for accounting, localizations, time off, alerts, and payslips are specified here.
Accounting¶
The accounting section of the configuration menu relates to three options:
Payroll Entries: enable this option to post payroll slips in accounting.
Payroll SEPA: enable this option to create SEPA payments.
Batch Account Move Lines: enable this option to have a single account move line created from all the accounting entries from the same period. This disables the generation of single payments.
Time off¶
Deferred Time Off: if time off is taken after payslips are validated, the time off needs to be applied to the following pay period. Select the person that will be notified for these specific time off situations using the drop-down menu in the Responsible field.
Example
An employee is paid on the 15th of the month and the last day of the month. Payslips are typically processed a day before.
If an employee’s payslip is approved and processed on the 30th, but that same employee takes an unexpected sick day on the 31st, the time off needs to be logged.
Since the employee is already paid for a regular work day on the 31st, to keep the time off balances correct, the sick day is moved/applied to the 1st of the next month (the next pay period).
Payroll¶
Contract Expiration Notice Period: enter the number of Days before a contract expires, and Odoo notifies the responsible person about the upcoming expiration at that time.
Work Permit Expiration Notice Period: enter the number of Days before a work permit expires, and Odoo notifies the responsible person about the upcoming expiration at that time.
Payslip PDF Display: enable this option to show the payslip’s PDF when the state is validated.
Working schedules¶
To view the currently configured working schedules, go to . The working schedules that are available for an employee’s contracts are found in this list.
Working schedules are company-specific. Each company must identify each type of working schedule they use. If the database is created for only one company, the company column is not available.
Example
An Odoo database containing multiple companies that use a standard 40-hour work week needs to have a separate working schedule entry for each company that uses the 40-hour standard work week.
A database with five companies that all use a standard 40-hour work week needs to have five separate 40-hour working schedules configured.
New working schedule¶
To create a new working schedule, click the New button, and enter the information on the form.
The fields are auto-populated for a regular 40-hour work week but can be modified. First, change the name of the working time by modifying the text in the Name field. Next, make any adjustments to the days and times that apply to the new working time.
In the Working Hours tab, modify the Day of Week, Day Period, and Work Entry Type selections by clicking on the drop-down menus in each column and making the desired selection. The Work From and Work To columns are modified by typing in the time.
Note
The Work From and Work To times must be in a 24-hour format. For example,
2:00 PM would be entered as 14:00.
If the working time should be in a two-week configuration, click the Switch to 2 weeks calendar button in the top-left. This creates entries for an Even week and an Odd week.
Salary package configurator¶
The various options under the Salary Package Configurator section of the menu all affect an employee’s potential salary.
Depending on what information an employee enters (such as deductions, dependents, etc.), their salary is adjusted accordingly. When an applicant applies for a job on the company website, the sections under Salary Package Configurator directly affect what the applicant sees, and what is populated, as the applicant enters information.
Benefits¶
When offering potential employees a position, there can be certain benefits set in Odoo, in addition to the salary, to make an offer more appealing (such as extra time off, the use of a company car, reimbursement for a phone or internet, etc.).
To view the benefits, go to . Benefits are grouped by Structure type, and the benefit listed for a particular structure type is only available for that specific structure.
Example
A company has two structure types, one labeled Employee, and another labeled Intern. The Employee structure type contains the benefit of using a company car, while the Intern structure type has a meal voucher benefit available.
A person hired under the Employee structure type can use the company car benefit, but cannot have meal vouchers. A person hired under the Intern structure type would have meal voucher benefits available to them, not the use of a company car.
To make a new benefit, click the New button, and enter the information in the fields on the blank benefits form.
The various fields for creating a benefit are as follows:
General information section¶
Contract Related Field: select from the drop-down menu a field from the contract. The choosen value from the employee will be recorded to that field.
Benefits: enter the name for the benefit. This field is required.
Benefit Type: select from the drop-down menu what type of benefit it is. Select from Monthly Benefit in Kind, Monthly Benefit in Net, Monthly Benefit in Cash, Yearly Benefits in Cash, or Non Financial Benefits. This field is required.
Cost Field: select from the drop-down menu a field from the contract. The field will define the cost of the benefit and by extention the impact on the salary, Wage, Wage with Holidays, and Work time rate. Depending on the localization settings, additional options are available.
Related Type: select from the drop-down menu what type of benefit it is. Select from Monthly Benefit in Kind, Monthly Benefit in Net, Monthly Benefit in Cash, Yearly Benefits in Cash, or Non Financial Benefits. This field is required.
Impacts Net Salary: tick the checkbox if the benefit should impact the employee’s net salary.
Requested Documents: select any document that is required to be submitted for this benefit, from the drop-down menu.
Mandatory Benefits: using the drop-down menu, select the benefit that is required in order for this specific benefit to be offered to the employee.
For example, a benefit for car insurance would populate
Company Carin this field. This would allow the car insurance benefit to only be displayed if the employee has selected/enabled the benefit of a company car.Salary Structure Type: select from the drop-down menu which salary structure type this benefit applies to. This field is required.
Unit of Measure: select the metric that the benefit is granted, using the drop-down menu. The options are Days, Percent, or Currency.
Display section¶
Show Name: tick the checkbox to have the benefit name appear in the salary package configurator.
Display Type: select from the drop-down menu how this benefit is displayed. The options are Always Selected, Dropdown, Dropdown Group, Slider, Radio Buttons, Manual Input, or Text. This field is required.
Depending on the selection made, additional configurations need to be made. For example, if Radio Buttons is selected, the individual radio buttons must be entered.
Icon: an icon from the Font Awesome 4 library can be visible for this benefit. Enter the text code for the icon in this field. For example, to display a suitcase icon, the code
fa fa-suitcaseis entered on this line.Hide Description: tick the checkbox to hide the benefit description if the benefit is not selected by the employee.
Folded: if the benefit should be folded, or hidden, because it is dependant on another benefit selection, tick the checkbox. The following fields appear when this is active:
Fold Label: enter a name for the folded section of the benefit.
Fold Res Field: select the contract field this benefit is tied to using the drop-down menu. If this field is selected on the contract, then this benefit becomes visible.
Activity section¶
Activity Type: from the drop-down menu, select the activity type that is automatically created when this benefit is selected by the employee.
Activity Creation: select when the activity is created, either when the Employee signs his contract, or when the Contract is countersigned. Click the radio button next to the desired selection.
Activity Creation Type: select the parameters for when the activity is created, either When the benefit is set or When the benefit is modified. Click the radio button next to the desired selection.
Assigned to: select the user the activity is automatically assigned to, using the drop-down menu.
Sign section¶
Template to Sign: if the employee is required to sign a document when selecting this benefit, select the document template from the drop-down menu.
For example, a benefit regarding the use of a company car may require the employee to sign a document acknowledging the company’s car policies.
Description tab¶
Provide any additional information in this tab to help clarify the benefit.
Personal info¶
Every employee in Odoo has an employee card which is created when a candidate becomes an employee. This card includes all of their personal information, resume, work information, and documents.
The personal information is gathered from the salary package configurator section that a candidate fills out after being offered a position. This personal information is then transferred to the employee card when they are hired.
To view an employee’s card, go to the main app dashboard, and click on the employee’s card.
Note
An employee card can be thought of as an employee personal file.
The Personal Info section lists all of the fields that are available to enter on the employee’s card. To access this section, go to .
To edit a personal info entry, select an entry from the list on the Personal Info page, and modify the personal info on the form that appears.
To create a new personal info entry, click the New button.
The required fields, aside from entering the Information name, are Related Model, Related Field, and Category.
Select a Related Model from the drop-down menu. Employee populates the field by default, but the Bank Account option is also available if the information is related to a bank account, instead.
Select a Related Field from the drop-down menu that best describes what kind of personal information this entry is, and where it is stored in the backend. Then, select a Category from the drop-down menu that the personal information should be under, such as Address or Personal Documents.
The two most important fields on the personal info form are Is Required and Display Type.
Checking the Is Required box makes the field mandatory on the employee’s card. The Display Type drop-down menu allows for the information to be entered in a variety of ways, like a Text box, to a customizable Radio button, a Checkbox, a Document, and more.
Resumé¶
The resumé section, housed within the salary package configurator section of the settings menu, is how salary information rules are configured when offering a position to potential employees.
When an offer is sent to a prospective employee, the values for the offer are computed from these settings, and appear on the offer page.
To configure this section, navigate to .
By default, there are three Salary Structure Types pre-configured in Odoo: Worker, Employee, and None.
Each Salary Structure Type has several rules configured. These affect how an offer is calculated using that particular Salary Structure Type.
To create a new rule, click the New button, and a blank Contract Salary Resumé form loads.
Enter the following information on the form:
Information: type in a name for this field.
Category: select the category this value is housed under, using the drop-down menu. The default options are Monthly Salary, Monthly Benefits, Yearly Benefits, and Total.
New categories can be made if needed.
Click the New button, then enter the name for the new category in the Name field. Next, select the Periodicity from the drop-down menu, either Monthly or Yearly. Last, enter a number for the sequence. This corresponds to where this rule appears in the Salary Structure Type rule list.
Finally, click Save & Close.
Impacts Monthly Total: tick the checkbox if this value is added in the monthly total calculation.
Unit of Measure: select what kind of value this rule is, either Currency, Days, or Percent.
Currency is for a set monetary value, Days is for compensation in the form of time off, and Percent is for a monetary value awarded that is based upon another metric, such as commissions.
Salary Structure Type: select which Salary Structure Type this rule is nested under, from the drop-down menu.
Value Type: select how the value is computed, using the drop-down menu. The default options are Fixed Value, Contract Value, Payslip Value, Sum of Benefits Values, and Monthly Total.
Code: select the code this rule applies to from the drop-down menu.
Jobs¶
Since the Payroll application is responsible for paying employees for specific job positions, the complete list of job positions can be found in both the Payroll and Recruitment applications.
Job positions¶
The job positions listed in the Payroll application are identical to the job positions listed in the Recruitment application. If a new job position is added in the Recruitment application, it is also visible in the Payroll application, and vice versa.
To view the job positions, navigate to .
A list of all the job positions appear, along with the corresponding department, on the Job Position page.
To create a new job description, click the New button and a job form appears.
Enter the information on the form for the new position. The information is identical as to the information entered when creating a new job position in the Recruitment application.
Refer to the Job positions documentation for more details on how to fill out this form.
See also