Hi there,

Apologies for only replying now. I have been on Leave until today.

Thanks for your answer. I have completed the following steps you suggested. Only I use Odoo as the employees have to access to it. Please see my notes in Italics. Maybe you can assist me further, as I have just increased my employees leave by 83 days instead of reducing it. 

Thank you for your time. 

Niamh

• Create a New Time Off Type:
  • Click on Create
  • Approval: 
  • Requires Allocation:
  • Take Time Off In:
  • Payroll Integration: Link this leave type to the appropriate work entry type for payroll processing.​-I linked this to "Other Earnings" in the Payroll structure

2. Allocate Leave for Encashment:

• Navigate to Allocations:
  • • Go to Time Off → My Time Off → My Allocations.​ This only gives me my own allocations and not the Employee I wish to pay out.  So in Time Off/Management/Create new time off called Leave encashment. I have to put the number of days in and if the 82 days overlaps with other leave taked at this time i cannot proceed . If I try to reduce the time of from Accrued Annual Leave instead, I have to block out 83 days, have the same issue and it which affect s the employees past payslips.
•  Request Allocation: I cannot do this in My Allocations for my employee, so I went to Time Off/Management/Create new allocation 
  • Click on New 
  • Duration: 
  • Validity Period: 
  • Reason: 
• Approval Process: Set as no approval needed
  • 
    

3. Record the Encashment in Payroll:

• Access Payroll Module:
  • Navigate to Payroll → Work Entries.​
• Create a Work Entry:
  • Generate a new work entry 
  • Employee: 
  • Work Entry Type: 
  • Duration: 

When I click save after doing the above , I get the following  message: Sorry, Niamh Clancy (id=2) doesn't have 'write' access to: - HR Work Entry, Attendance: Abdul Kareem (hr.work.entry: 25643) - HR Work Entry, Attendance: Abdul Kareem (hr.work.entry: 25644) - HR Work Entry, Attendance: Abdul Kareem (hr.work.entry: 25645) - HR Work Entry, Attendance: Abdul Kareem (hr.work.entry: 25646) - HR Work Entry, Attendance: Abdul Kareem (hr.work.entry: 25647) - HR Work Entry, Attendance: Abdul Kareem (hr.work.entry: 25648) Blame the following rules: - hr.work.entry: only non validated work_entries updated

I have given myself all the access in Settings for HR but it does not make a difference

• Process Payroll:
  • Include the work entry in the payroll run to ensure the employee receives the encashment amount. I added the amount as Other earnings in the Payslip.

4. Adjust the Employee's Leave Balance:

• Review Time Off Dashboard:
  • Navigate to Time Off → My Time Off to view the updated leave balances.​  In the Employee's Time Off window, his leave balance is still over 83 days. and there is also a Leave Encashment baclance of 83 days
• Verify Adjustments:
  • Ensure that the encashed leave days have been deducted from the employee's available balance. They have now doubled-Accrued leave and Leave Encashment.

​Managing leave encashment in Odoo 18 involves recording the payout of an employee's accrued leave while ensuring their leave balance is accurately adjusted. Here's how to achieve this:​

1. Configure a Leave Type for Encashment:

• Access Time Off Module:
  • Navigate to Time Off → Configuration → Time Off Types.​
• Create a New Time Off Type:
  • Click on Create to define a new leave type, such as "Leave Encashment."​
  • Approval: Set to "By Time Off Officer" to ensure proper authorization.​
  • Requires Allocation: Choose "Yes" to control the number of days available for encashment.​
  • Take Time Off In: Select "Days" to standardize the unit of encashment.​
  • Payroll Integration: Link this leave type to the appropriate work entry type for payroll processing.​

2. Allocate Leave for Encashment:

• Navigate to Allocations:
  • Go to Time Off → My Time Off → My Allocations.​
• Request Allocation:
  • Click on New to create an allocation request for "Leave Encashment."​
  • Duration: Specify the number of days the employee wishes to encash.​
  • Validity Period: Set the applicable dates for the encashment.​
  • Reason: Provide a justification for the encashment request.​
• Approval Process:
  • Submit the allocation request for approval by the designated officer.​

3. Record the Encashment in Payroll:

• Access Payroll Module:
  • Navigate to Payroll → Work Entries.​
• Create a Work Entry:
  • Generate a new work entry corresponding to the approved leave encashment.​
  • Employee: Select the relevant employee.​
  • Work Entry Type: Choose the type linked to "Leave Encashment."​
  • Duration: Input the number of days encashed.​
• Process Payroll:
  • Include the work entry in the payroll run to ensure the employee receives the encashment amount.

4. Adjust the Employee's Leave Balance:

• Review Time Off Dashboard:
  • Navigate to Time Off → My Time Off to view the updated leave balances.​
• Verify Adjustments:
  • Ensure that the encashed leave days have been deducted from the employee's available balance.

Best Practices:

• Policy Alignment: Ensure that the leave encashment process aligns with your organization's HR policies and labor regulations.​
• Documentation: Maintain records of all encashment requests and approvals for auditing purposes.​
• Communication: Clearly communicate the encashment policy and process to employees to manage expectations.​

At Wan Buffer Services, we specialize in configuring and customizing Odoo modules to streamline HR operations, including leave management and payroll integration. If you require assistance in setting up leave encashment processes tailored to your organization's needs.