HRM Odoo

ENTERPRISE RESOURCE PLANNING Human Resource & Payroll Management

Abstract ERP System completely automates entire organizational operations and activities so that administrator flawlessly manage all the day to day operations and planning for the future needs. It is a scalable solution with modular structure, which makes it quite easy to configure according to individual requirements.

Muhammad Farooq Arif [email protected]

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Table of Contents ......................................................................................................................................................... ............................................. 2 Human Resource Management System .......................................................................................................................................................... 5 Some Basic Information ........................................................................................................................................... ............................................. 8 Kanban View: ............................................................................................................................................................................................... 9 List View: .......................................................................................................................................................... .......................................... 10 Form View: ................................................................................................................................................................................................ 10 Employees Profile ................................................................................................................................................................................................. 13 Employee Contract ............................................................................................................................................................................................... 17 Manage Attendance (Sign in / Sign out)......................................................................... ........................................................................ 20 Sign In/Out ................................................................................................................................................................................................ 20 Loan Management ....................................................................................................................................................... .......................................... 25 Loan Rules - Example......................................................................................................................................................... ................... 25 Employee Loans ...................................................................................................................................................... .......................................... 26 Employee Loans - Example ................................................................................................................................................................ 26 Employee Loan in Salary Computation - Example ................................................................................................................... 28 Employee Loan Balance Adjustment - Example .................................................................................................... ................... 28 Holiday Management ................................................................................................................................................. .......................................... 29 Define different leave types ......................................................................................................................................................................... 29 Leave Type form ..................................................................................................................................................................................... 29 Manage Holiday requests an d approvals ............................................................................................................................................... 30 Leave Requests form ............................................................................................................................................................................. 31 Track previous Holiday requests .............................................................................................................................................................. 31 Leaves Analysis statistical report .................................................................................................................................................... 32 Leaves by Department PDF report ................................................................................................................................................. 32 Allow employees to e nter their own allocation requests ............................................................................................................... 32 Allocation Requests form .................................................................................................................................................................... 33 Keeping Track of Expenses ............................................................................................................................................................................... 34 Process for Dealing with Expense Reimbursements .............................................................................................................. 34 Allow employees to e nter professional expenses .............................................................................................................................. 35 Expenses form to enter and review expenses ........................................................................................................................... 36 HR Expenses Report .............................................................................................................................................................................. 37 Track the approval management process ............................................................................................................................................. 38 Expenses Analysis .................................................................................................................................................................................. 38 HR Payroll ....................................................................................................................................................................... .......................................... 39 Salary Structure ................................................................................................................................................................................................ 39 2|P a g e

Salary Rule Categories.................................................................................................................................................................................... 41 Salary Rules ............................................................................................................................................................... .......................................... 42 Contribution Register: ................................................................................................................................................................. ................... 46 Salary Rule Examples: ......................................................................................................................................................................................... 47 Basic ....................................................................................................................................................................................................................... 47 House Rent Allowance ................................................................................................................................................................................... 48 Mobile Allowance ............................................................................................................................................................................................. 49 Fuel Allowance .................................................................................................................................................................................................. 50 Food Allowance ................................................................................................................................................................................................. 51 Transportation Allowance............................................................................................................................................................................ 52 Supplementary Allowance ........................................................................................................................................................................... 53 Incentive ..................................................................................................................................................................... .......................................... 54 Arrears .................................................................................................................................................................................................................. 55 Bonus ..................................................................................................................................................................................................................... 56 Over Time ............................................................................................................................................................................................................ 57 Gross Salary ........................................................................................................................................................................................................ 58 Prepaid House Rent ............................................................................................................................................... .......................................... 59 Accounting Entry: ................................................................................................................................................................................... 60 Loan & Advances .............................................................................................................................................................................................. 60 Accounting Entry: ................................................................................................................................................................................... 61 Other Deduction ...................................................................................................................................................... .......................................... 62 Accounting Entry: ................................................................................................................................................................................... 63 GOSI Deduction ................................................................................................................................................................................................. 63 Accounting Entry: ................................................................................................................................................................................... 64 Net Salary ................................................................................................................................................................ ............................................. 64 Accounting Entry: ................................................................................................................................................................................... 65 Input Rules: ............................................................................................................................................................... .......................................... 65 Employee Payslips ................................................................................................................................................................................................ 66 Employee Payslip PDF Report .................................................................................................................................................................... 70 Payslip Details PDF Report .......................................................................................................................................................................... 70 Payslip Lines PDF Repo rt........................................................................................................................................................... ................... 70 Payslips Batch .......................................................................................................................................................... .......................................... 72 Payslips Batch .......................................................................................................................................................................................... 72 Generate Payslips wizard................................................................................................................................................. ................... 73 Process payslips by department ............................................................................................................................................. ................... 73 Generate Payslips Wizard Example ................................................................................................................................................ 74 Payroll Register Example .................................................................................................................................................................... 74 3|P a g e

Payslips of Information Technology Department Example ................................................................................................. 74 Payroll Run - End of Pay Period Wizard................................................................................................................................................. 74 Payroll Period ................................................................................................................................................. .......................................... 75 Payroll Run Part-1 .................................................................................................................................................................................. 75 Check Attendance Records: .................................................................................................................................................................... 76 Public Holidays: .................................................................................................................................................. .......................................... 76 Lock Pay Period: .......................................................................................................................................................................................... 76 Payroll Run Part-2 .................................................................................................................................................................................. 76 Review Pay Slip Amendments: .............................................................................................................................................................. 76 Review Benefits and Premiums: ........................................................................................................................................................... 76 Generate and Review Pay Slips: ............................................................................................................................................................ 77 Review and Resolve Payroll Exceptions: ............................................................................................................................................... 77 Payroll Run Part-3 .................................................................................................................................................................................. 77 Pay Slip – Example ................................................................................................................................................................................. 78 Payroll Summary – Example .............................................................................................................................................................. 78 Pay Slip Details – Example ............................................................................................................................................... ................... 79 Payroll Register – Example ................................................................................................................................................................ 80 Employee Contribution Register – Example ............................................................................................................................... 80 Overtime Contribution Register – Example ................................................................................................................................ 81 Start Making Payments ............................................................................................................................................................................. 81 List of Figures........................................................................................................................................................... .......................................... 81

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Human Resource Management System Human Resource is the set of individuals who make up the workforce of organization, business sector, or economy. Knowledge the individuals embody and can contribute to an organization. “Employees” are the most important asset of any organization and managing them effectively is one of the keys to ensure overall success for any organization. Our Configured System provides you with a robust and rich featured HRM module, with an array of functionalities to address your HR needs. You can effectively manage human resources by aligning your manpower and skills with your organizations goals and missions. It simplifies various HR management functions by automating repetitive tasks. In this document we will discuss how Human Resource Management (HRM) module can help your organization to manage your resource properly. With this system you can manage all your staff working effectively and efficiently such as contracts, time management, skills management and other related activity. Human Resource Management (HRM) module is specifically crafted to meet the ever growing needs of your enterprise. This comprehensive module facilitates in managing your most crucial resource – people, in the most efficient manner, thus providing an ideal platform to manage your HR processes and align the same to your business goals. It helps the organization to strategically focus on the various aspects of employees in order to achieve the organization goals. It helps the managers to organize various information of the employees at one place and manage the different processes very easily with the minimum chances of errors. Let us look at some of the key features of the HRM system: Employee Management Store, view and easily access essential Employee data. With this you can manage all the necessary details of the employees such as personal, social and general information. It helps to properly organize the details of each employee. Link your employees to their user account and facilitate easy access rights management and enable auto completion features for relevant employee forms. Simplify management of Allocation requests, Holidays and Leave policies by creating Employee Categories. Manage service contracts and attendances effectively by linking Employees with their user accounts. Contract management This helps to manage the employee contracts. This manages the various information such as start and end date, salary structure, allowances and deductions etc. 5|P a g e

Schedules & Attendances Link your employees to their user accounts and they can automatically Sign In / Sign Out directly from System. Manage Forgotten Sign Outs by manual Sign Outs. View various attendance reports like Attendances by Month, Attendances by Week and Attendance Error Reports. You can define the Weekly Schedules of the Employees. All the mechanism is very flexible with the help of templates. One of the most enticing features of System is that you can keep track of the differences between Employee Schedules and attendances and thereby establish an effective follow up and control lost working hours. Holiday and Leave Management Holiday and Leave management modules in System ensure uniform leave management throughout your organization reducing the need for HR intervention & easy tracking of leave records. The system allows you to create leave requests, manage leave approvals, define leave types, and track previous leave requests and allocations. The system is flexible and supports features like multiple manager leave approvals, automatically linking leave statuses to case sections (e.g. showing availability of a person for a meeting based on his leave status), and allowing employees to enter their own allocation requests. Leaves Analysis reports provide you statistical report of leaves and allocations grouped by year, employee and leave type. Overtime & Accrual Policies: You can define the different day/night Overtime, Rest Day, Public Holiday overtime, presence and Absence policies in the system. Different group of policies can be defined and linked with the contract of the Employees. Salary & accrual rules can be defined with these policies very smartly. Track Expenses Automate the management of expense claims. Create templates for various expenses, allow employees to enter and review their professional expenses, track the approval management process, re-bill customers by basing your invoicing on service time, analytic costs or timesheets. This is integrated with the accounting, which creates the accounting entries automatically once the expense is validated. Expense Analysis allows you to view the statistical analysis of your expenses. Loan Management Different types of loans with configurations of amount or settlement limits can be defined. Employees loans request, their approvals by testing the validity conditions, auto managing of 6|P a g e

the settlements and processing in the Payroll of the employees are distinctive features of the system.

HR Pay Roll System provides you a powerful and flexible payroll system that allows you to efficiently streamline and manage your company’s payroll. It provides you with a complete Payroll Process – You can compute data like allowances, deductions, net, taxes, contribution registers etc. by defining salary rules, set salary structure for employee categories, calculate salary after considering all the allowances, deductions, incentives, integrate with employee contracts and holidays, process salary based on leaves taken and number of working days, generate employee pay slips and pay slip pdf reports and process pay slip in batches. Other Smart Features:   

SMS integration to communicate instantly. Dynamic analysis of the Payroll, Expenses and the leaves. Useful dashboards for the managers

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Some Basic Information

Figure 1: Applications Screen As you can see that the above list contains all the modules for the Al-Hussani Industrial Group. If we login from the HR Manager account, the following list of modules will be accessible to him.

Figure 2: Human Resources Modules The first four modules Discuss, Calendar, Notes and Contracts are accessible to every user of the organization. The detail and usage about these modules will be discussed at the end of this document. Employees, Attendances, Leaves, Expenses are Core HR Management modules. This document will focus mainly on these Core HR Modules and Payroll module. A light discussion about Recruitment, Surveys and Fleet will also be the part of this document. 8|P a g e

Let’s start our discussion from the Employee Module.

Figure 3: Interface Information At top of the screen, there is application menu. As you can see that in the Employees module there are different menus available i.e. Human Resources, Contracts, Time & Attendance, Reports & Configuration. At the bottom of the menu-bar, on left side there are options to create, edit, delete, print, duplicate, attach document & other options. These options are available and can be accessed according to the visible view and scenario. On right side there are options to search, filter, group the records and switch between different views. Searching, filtering & record grouping techniques will be discussed in related parts of this document. Kanban View: User can see the Kanban view by clicking the Kanban button. The Kanban view is a Kanban Board visualization: it displays records as "cards".

Figure 4: Kanban View 9|P a g e

List View: User can see the List view by clicking List View button. The List view is as following:

Figure 5: List View The list view is used to search and filter the records efficiently. The records can be sorted by clicking on the header of the required field to be sorted. Multiple records can be selected to perform Print or other actions on multiple records. To select all the displayed records, click the top left check box. To import the records from CSV, Excel or ODT files, the list view provides the import button as can be seen in above screen-shots.

Form View: User can see the Form view by clicking the Form View Button. The Form view is used to add new records or Edit existing records. The Form view is as following:

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Figure 6: Form View In Form View, only one record will be available at a time and at the top you will see the reference of the current record i.e. 30049-Abdallah Mohammad Zaar Al-Qahtani. Here we can create the new records by clicking on the Create button. The current record can be edited by clicking on the edit button. There will be different options in the Print and Action buttons and more options will be added by time. When you will go to edit the record, the Save and Discard button will be displayed to Save or Cancel the Changes.

Record No: Current/ Total Records; In default 80 records are displayed in a page in the list view. User can change this value by clicking on the numbers. User can move to next or previous records by clicking on the respective arrow buttons. Print : User can print the reports from this dropdown menu.  Action: User can do several other actions for the current form by this dropdown menu. Navigation: Navigation links for the current record. To go for the previous screens of the current record, use these navigation links. Status Bar: 11 | P a g e

User can see the current Status of the record.

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Employees Profile To define a new employee in System, use the menu Human Resources ‣Employees.

Figure 7: Employee Profile Form Start by entering the employee's name in First, Second, Third & Fourth Name fields in English and Arabic. Tags can be used to categorize the employees. You can associate multiple tags to an Employee. Then enter the employee's address. This appears in the partner contact form. Since employees are people that have contracts with your company, it is logical that they have entries like any other partner in your database. So enter the name of the employee as a new partner Name and the address. Then all of the functions that apply to a partner can also be applied to an employee. This is particularly useful for tracking debits and credits in the accounts – so you can track salary payments, for example. Enter the valid email address of the employee in the email field. System will send the configured email messages to this address. Mobile field is significant if SMS Services are properly configured in the system.

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Select the Department of the Employee from the drop-down list. Job Field will automatically filled Now go to the “Personal Information” tab to fill the Personal Information of the Employee.

Figure 8: Employee Form - Personal Information

To enter the Bank account Information; in the Personal Information tab, go to the field Bank Account Number and click create new.

Figure 9: Employee - Bank Account Information Enter Account Number, Account Holder along with Bank; if the Bank is not in the list and you can create a new Bank Record. Enter name of Bank and Bank Identifier Code, Address and Contact information in the given form. 14 | P a g e

Figure 10: Employee - Bank Information In HR Settings; Iqama No, Iqama Expiry, GOSI, Medical Insurance Policy, Insurance Class & Membership Number cab be entered in HR Settings.

Figure 11: Employee - HR Settings Different documents information like; Iqama Information, Entry Information, Passport Information & Sponsors Information can be entered by the Entry Documents tab.

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You can then create a new user of the system linked to this employee by filling in a new User form through the Related User  field. Employee and User link. If the employee has a user account on the system, you always link his or her user account to the employee form. Creating this link enables automatic completion to be done on the Employee field in the relevant forms, such as services and expense records. Define employee categories to assign different Holiday’s rights to different employee groups You must create and assign employee categories for employees in order to be able to assign and manage leave and allocation requests by category. For a new category, define its name in Category . A category may also be assigned a Parent Category . To link an employee to a category, open the employee form through Human Resources  Human ‣ 

Resources  Employees. In the Tags, you can assign more than one category to an employee. ‣ 

 Assign categories to an employee in the Employee form

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Employee Contract Employee Contracts Keep track of your employees’ status, job titles, contract type and dates, and their schedule. Using Employees‣Human Resources ‣Contracts you can create and edit contracts.

Figure 12: Definition of a working contract for a given employee

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Better approach to view or create a new Contract for an Employee is to Click Contract button from the Employee’s Form.

Click Create Button to Create a New Contract Many fields will automatically be filled from the Contract Template, you can change the values to your requirements. You can enter information about the employment contract for the employee, such as: 





Contract Title: Title or Name for the contract. Employee: Employee for whom you want to define a contract. Select employee from dropdown list.  Job Title: Select job position.



Department : Select the Department of the Employee from the given List.



Contract Type: Select one from pre-defined contract types.



Contract Duration: Select the Duration of the Contract from the list.

Salary & Advantages: 







1

Basic Salary : Basic salary of the employee. **Salary Structure: Salary Structure for the Contracted Employee. A Salary Structure defines the Salary Rules to be applied for the Payroll. **Attendance Policy: ERP supports different mechanisms (policies) for the Employees Attendance. The Current Attendance Policy of the Company will be auto selected for the Contract. ** Policy Group1: Presence, Absences, Overtimes Policy for the Employee.

** Fields marked with ** will be explained in detail in the n ext parts of this manual. 18 | P a g e



**Payroll Period Schedule: Payroll Period Scheduling of the Contracted Employee. Payroll Period Schedule defines the Pay Periods. After the Completion of Payroll Period, Payslip Run will generate the Payslips related to the assigned Contracts with that Pay Period.

Duration 







Trial Period Duration: Start date & End date for the contract trial period, if any. Duration: Start date and end date, since the employee started working where Start date is mandatory. **Working Schedule: Working Schedule Template for the Employee. This Template will be used to generate the actual Weekly Schedules for the Employee. Schedule Pay : Schedule of the Salary Disbursements.

 Allowances & Deductions 

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House Rent Allowance: House Rent Allowance of the employee in percentage. This Allowance will be added in the Salary of the Employee automatically each month. Mobile, Fuel, Food, Transportation and Supplementary Allowances: If Employee is getting any Mobile, Fuel, Food, Transportation and/or Supplementary Allowance; enter the allowance in the respective field, so that it will be added in the employee Salary each month automatically. GOSI Deduction, Medical Insurance: Enter the amount in the respective fields to be deducted from the Employees Salary each month.

** Accounting 

Salary Journal for the Employee.

After entering the Contract information click save.

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Manage Attendance (Sign in / Sign out) In companies, staff have to sign in when they arrive at work and sign out again at the end of the day. Use Human Resources   Time & Attendance  Attendances to view the marked attendance records. ‣ 

‣ 

 Sign In/Out The ERP system supports different mechanisms (Policies) to mark and handle the Attendance of the Employees. The most simplest and easy approach is to mark the attendance at the end of the month. So no Scheduling is required for this approach and at the end of the month simply upload the attendance and generate the salary slips.

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Figure 13: Monthly Attendance List To create a new record, click the Create Button and after entering the Date, Employee, Total Month Days & Present Days of the Employee and Save the record.

As the Company disburse the salary from the 26 th  of the previous month to the 25th  of the current month, so the date in the attendance form should be any date between 26 th and 25th. (Any Date between the Salary Months). If we have attendance in the Excel Sheet, then it can be imported into the ERP system just with some mouse clicks. Let’s learn the process of import by importing the attendance of ABC. The excel sheet should contain four columns namely: Employee, Date, Month Days and Present Days. The first record with values 4000,2016-03-20,30 and 30 indicates that we want to mark 21 | P a g e

the attendance of 40000 (File Code of Shady Magd), with 30 Present Days, the date of March Attendance. Employee

Name

Date

Month Days

Present Days

40000

Shady Magd Abdel Azim Badr

2016-03-20

30

30

40001

Rabie Ragab Fahmy

2016-03-20

30

30

40002

Emad Mohammed Al Toukhi

2016-03-20

30

30

40007

Dahrob Thalro Tharo

2016-03-20

30

30

40003

Mohammed Farouk Gaber

2016-03-20

30

30

40010

Mohamed Azeem Mohamed Aazam

2016-03-20

30

30

40004

Hani Abdel Wahed Alfy

2016-03-20

30

30

40009

Mohammad Shahid Niaz Ahmed

2016-03-20

30

30

40005

Mohammed Badr Ali Akrab

2016-03-20

30

30

40011

Musab Abdul Halim Othman

2016-03-20

30

30

40012

Mohammed Majdi Abu Fotouh

2016-03-20

30

30

40008

Raed Hussein Buqami

2016-03-20

30

30

40013

Nader Khashman Al-Otaibi

2016-03-20

30

17

40014

Mudawi Seood Jarbou Al-Qahtani

2016-03-20

30

17

40006

Mahmoud Magdy Sayed Mohammad

2016-03-20

30

30

Figure 14: Sample Excel File (Attendance)

To import the attendance; open the Attendance form and then click Import button.

The following screen will show.

Figure 15: Import Records 22 | P a g e

Browse the Excel file & wait….. after some seconds, the system will show the preview.

Figure 16: Import Attendance Preview In preview, please confirm that all the required four columns have been selected accordingly and contains the data in proper format. ERP can perform this task very easily. To Verify the Correctness of the imported date, please click on the Validate button and wait for the result. The ERP system will display Error information (If there is) or it will display the message as shown below.

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Figure 17: Import Attendance Records Verification “Everything seems valid”, so click import button to import attendance.  After importing data; to see the changes group the attendance by company. You can see in below screenshot that attendance of ABC employees have been successfully imported into ERP system.

Figure 18: Month Attendance after Import

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Loan Management This Module enables to Manage Advance Salary, Short Term and Long Term Loans of Employees. Loan Approval System provides the Complete Information and history about the Selected Employee which makes a manager to decide about the approval. Multiple loan Management and rescheduling of Payments provide the flexibility to handle all the scenarios. To define the Loan Rules, Use the menu Human Resources  Configuration  Loan Rules. ‣ 

‣ 

Loan Rules - Example

You can configure the following information:









Code: Code for the Loan Rule. Maximum Amount:  Maximum amount of the Loan that can be offered/applied to an Employee Loan. Maximum Shares: Maximum number of Shares/Instalments, The Employee have to adjust the Loan against his Salary Slips. (%) of Basic: The Share/Installment amount of the Employee should not exceed the defined percentage of the Basic Salary of the Employee. Loan Journal : Account Journal for the Loan, it defines the Accounting configuration for the Loan Rule.

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Salary Rules: Add the salary rules which you want to provide under your structure.

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Description: Description of the Loan Rule. 25 | P a g e

In the Example, we have defined that maximum 30000 SR. can be applied and approved for the Home Loan. The Maximum number of Shares/Installments can be 24. So that if we ass ign these maximums to an Employee then Share amount will be 1250 SR. The example defines 50% as the (%) of Basic, so Employee’s Basic Salary should be minimum 2500 SR for 30000 to pay in 24 settlements. After entering the Loan Rule information click Save .

Employee Loans To enter the Employee Loans data, use the menu Human Resources  Payroll   Employee Loans. ‣ 

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Employee Loans - Example 

Name: A name for a Loan.

You can enter initial information for a new contract for the employee, such as: 

Description: Nam/Description about the Loan. 26 | P a g e

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Employee: Employee: Employee name for the Loan. Loan Category : Category of the Loan. All the Rules Maximum Amount, Share and (%) of Basic will be applied before the confirmation of the Loan.

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Loan Amount : The Applied Amount of the Loan.

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Number of Shares: Shares: Number of Installments/Settlements.

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Share Amount : Installment/Settlement amount. It will be calculated by system, when you will save the record. Shares Paid, Paid Amount & Balance: Balance : This information will automatically be updated by system after each pay of settlement.

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Date of Payment : The date at which the Loan amount will be paid to the Employee. E mployee.

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Start Date: Date: Start month (Date) for the pay of settlements.

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Date Order : Date at which the Loan was applied.

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Loan Journal : Account Journal for the Loan, it defines the Accounting configuration for the Loan.  Accounting Entry : after confirmation of the loan, accounting entries will automatically be generated. To access the respective entries for the loan, a reference number will be here. Click that link to check the detail & effect of the accounting entries.

At the next Payroll Run, the Share/Settlement amount will automatically be deducted as the Salary Rule defined in the Loan Rule. It will be in the Salary Computation as displayed in following figure.

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Employee Loan in Salary Computation - Example After the First Payroll run of the Loan approval, a pproval, the balances will automatically be adjusted as can be seen in the following figures.

Employee Loan Balance Adjustment - Example

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Holiday Management Using the menu Human Resources  Leaves  Leaves  Leave  Leave Requests an Requests  an employee can request a leave. ‣ 

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Leaves requests can be recorded by employees and validated by their managers. Once a leave request is validated, it appears automatically in the agenda of the employee. You can define several leave types (paid holidays, sickness, etc.) and manage allocations per type. System can provide the following features for efficient holiday management process: It helps you to manage leaves and leave requests. You can set up color preferences according to your leave type, for example, Sick Leave should be red in reports. An employee can request for more days off, by making a new Allocation Request through Human Resources  Leaves  Leaves  Allocation  Allocation Requests. Requests . ‣ 

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The statistical report for leaves can be seen using the Reporting   Human Resources   Leaves  Analysis menu. ‣ 

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Define different leave types types You can define various leave types t ypes which can be availed of by an a n employee during a request for leave. To define a new leave type, navigate to Human Resources   Configuration   Leaves Types and Types  and click Create. Create. ‣ 

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Leave Type form You can configure the following information: 

Leave Type: Type : A name for the leave type.

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Color in Report : A color that will be used in the leaves summary report. 29 | P a g e

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Meeting: Meeting: If you select a meeting, once a leave is validated, an event will be created in the calendar.

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 Apply Double Validation Validation:: If True, then the request will require a second validator.

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 Allow to Override Limit : If True, the employee will be allowed a llowed to take more leaves than the maximum limit.

After entering the leave type information, click Save. Save.

Manage Holiday Holiday requests and and approvals An employee can request for leave from leave from Human Resources Resources  Leaves  Leaves  Leave  Leave Requests. Requests . In a ‣ 

‣ 

new Leave Requests form, you may enter the following: 

Description: Reason for leave. leave.

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Mode: Either By Employee or By Employee Category. Category.

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Employee: Employee: If leave category is By Employee, you must select an employee who places this request. Category: If leave category is By Employee Category, you must select an employee category which places this request.

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Leave Type: Select a pre-defined type of leave.

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Duration: Duration: Leave start date and end date.

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Days: It is calculated based on the Start Date and the End Date.

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Leave Requests form The employee can then Save the request which will also make it available to his manager for approval. The employee's manager can find leave requests awaiting approval by navigating to Human Resources   Leaves   Leave Requests to Approve. The manager can select a pending ‣ 

‣ 

request to open its form view and click Refuse to reject the request or Approve to accept the request. If the selected leave type has Apply Double Validation set to True , then another action by

a

second

manager

will

be

required

to

give

the

request

its

final

state,

from Waiting Second Approval to either Approved or Refused .

Track previous Holiday requests Previous holidays can be tracked in a number of ways in System. You can get a report of your (currently logged in user) leave requests from Human Resources   Leaves   Leave Requests. ‣ 

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Click Validated   in the Filters to see a list of your approved leave requests. To see refused requests, clear your filters and see the records marked with the color red. To see your (currently logged in user) allocation requests, navigate to Human Resources

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Leaves  Allocation Requests and follow the same procedure as above. ‣ 

Through Human Resources  Leaves  Leaves Summary , you can track previous leaves as well as ‣ 

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allocation requests in the same manner, but only for the currently logged in user. By default, you can see the requests grouped by leave type and which are validated. Reporting   Human Resources  Leaves Analysis will give you the statistical report of leaves and ‣ 

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allocations grouped by year, employee and leave type. All the above statistical reports are enhanced by various filters and groupings to assist you in your search for required information. You can filter requests by their State (Validated, To Confirm, To Approve), Year , My Leaves and My Department Leaves. You can also view requests placed in This Month. You can group by Employee, Manager , Department , Type, Category , Start Date and State.

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Leaves Analysis statistical report

To get an overview of leaves by department, go to Reporting   Human Resource   Reports ‣ 

Leaves

by

Department .

You

may

‣ 

select

from date,

Type (Approved, Confirmed or Both Approved and Confirmed) and

select

at

‣ 

a Leave least

one

department. Click Print  to generate a PDF report based on your specifications.

Leaves by Department PDF report

 Allow employees to enter their own allocation requests To be able to request leaves at all, an employee must be allocated some leaves which he can avail of. Usually the management makes an allocation of leaves for its employees. But, for instance, when an employee has been working on an exceptional basis on weekends, he might be entitled to extra leaves. In such a case, the employee himself can be allowed to place a request for allocation, which can then be approved or rejected by his manager. If approved, the employee can request leaves based on the type and limit of this allocation too. Leave allocations can be requested from Human Resources  Leaves  Allocation Requests. In its ‣ 

‣ 

form view you can fill the following details: 

Description: A name for the request . 32 | P a g e







 Allocation Mode: Either By Employee or By Employee Category. Employee: If allocation category is By Employee, you must select an employee for whom this allocation is made. Category : If allocation category is By Employee Category, you must select an employee category for whom this allocation is made.



Leave Type: Select a pre-defined leave type.



Number of Days: The number of days requested for allocation.



Reasons: Specify the reason of request.

The employee can click Save.

 Allocation Requests form

The manager will then find this request in his list of allocation requests. He can then either click Refuse to reject the request or click Approve to accept the request.

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Keeping Track of Expenses Employee expenses are charges incurred on behalf of the company. The company then reimburses these expenses to the employee. The receipts encountered most frequently are: 

car travel, reimbursed per unit of distance (mile or kilometer),



subsistence expenses, reimbursed based on the bill,



Other purchases, such as stationery and books, destined for the company but carried out by the employee.

Process for Dealing with Expense Reimbursements

Expenses generated by employees are grouped into periods of a week or a month. At the end of the period, the employee confirms all of his expenses and a summary sheet is sent to the 34 | P a g e

department manager. The manager is responsible for approving all the expense requests generated by his team. The expense sheet must be signed by the employee, who also attaches its receipts to the expense sheet. Once the sheet has been approved by the head of department, it is sent to the Accounting department, which registers the company's liability to the employee. Accounting can then pay this invoice and reimburse the employee who originally advanced the money. Some receipts are for project expenses, so these can then be attached to an analytic account. The costs incurred are then added to the supplementary cost of the analytic account when the invoice is approved. You often need to invoice expenses to a customer, depending on the precise contract that has been negotiated. Travelling and subsistence expenses are generally handled this way. These can be charged to the customer at the end of the month if the contract price has been negotiated inclusive of expenses. If you have to go through many steps to reclaim expenses, it can all quickly become too cumbersome, especially for those employees who claim large numbers of different expense lines. If you have got a good system that integrates the management of these claims, such as the one described, you can avoid many problems and increase st aff productivity. If your systems handle expenses well, then you can avoid significant losses by setting your terms of sales effectively. In fixed-price contracts, expense reimbursements are usually invoiced according to the actual expense. It is in your interest to systematize their treatment, and automate the process to the maximum, to recharge as much as you are contractually able.

 Allow employees to enter professional expenses Users can then enter and review their expenses using the menu Human Resources  Expenses ‣ 

‣ 

Expenses.

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Expenses form to enter and review expenses

Report of these expenses can be printed by using the option Print   HR Expenses. ‣ 

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HR Expenses Report

Create templates for the various expenses accepted by the company using System's product form. You could, for instance, create a product with the following parameters for the reimbursement of travel expenses by car at 0.25 per kilometer: 1. Name : Car travel , 2. Default Unit Of Measure : km , 3. Cost Price : 0.25 , 4. Sale Price : 0.30 , 5. Product Type: Service.

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The employee keeps his expenses sheet in the Draft state while completing it throughout the period. At the end of the period (week or month), the employee can confirm his expense form using the Submit to Manager  Button on the form. This puts it into the state Waiting Approval .

Track the approval management process At the end of the period, the department manager can access the list of expense forms awaiting approval using the menu Human Resources  Expenses  Expenses. ‣ 

‣ 

The department manager can then approve or refuse the expenses. Now, the Generate accounting entries button is visible which on clicking creates a purchase receipt, in the employee's name so that the employee can be reimbursed. An analytic account is coded onto each line of the receipt. The purchase receipt (on creation) automatically goes into the posted state, generating analytic accounting entries as they would be with any other invoice. You can view the statistical analysis of expenses using menu Reporting   Human Resources ‣ 

‣ 

Expenses Analysis.

Expenses Analysis

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HR Payroll Payroll is an integral part of a company’s operations in every organization. It is very important for a company’s financial accounting as well as for its recipient’s i.e. the employees. Odoo supports this feature to a great extent and it is quite easy to configure and manage Payroll in Odoo. Odoo Payroll is also well linked with Accounting Module which allows an organization to track the Payroll entries registered towards salary accounts within a financial year.This customized module for Al-Hussani Industrial Group includes a generic payroll engine that handles everything required to compute salary slips, the taxes to pay, etc. You can manage your company's payroll by using this module. System provides the following features for efficient payroll management process:







Salary rule: are used to compute data like allowances, deductions, net, taxes, contribution registers, etc. You can define salary rules by using the expression. Salary structure: Define a set of rules usually applied to a category of employees. Salary calculation after considering all the allowances, deductions and incentives (if any) etc., Contribution registers: You can define the list of contributions and associated register. Using contribution register you can track the contribution of the employee and company. Employee and contract : It includes everything required to compute the salary slip of an employee.



Salary processing on the basis of leaves taken or number of working days.



Generating Reports.



Integrated with Contracts and Holidays.

Salary Structure A Salary Structure defines the Salary Rules to be applied for the Payroll. A Salary Structure is linked with the Contract of the Employee. All the Salary Rules defined in the Salary Structure will be checked and if they satisfy the condition, will be included in the Payroll. A Structure may have a Parent Structure; in that case all the Rules of the Parent Structure will also be verified and applied.

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Using the menu Human Resources   Configuration   Payroll   Salary Structure you can define ‣ 

‣ 

‣ 

salary structure.

Figure 19: Payroll - Salary Structures

Salary Structure - Example 40 | P a g e

You can configure the following information:

Name: A name for a salary structure.



Reference: A code for a salary structure. It must be unique.



Parent : Select a structure whose rules you want to inherit.



Salary Rules: Add the salary rules which you want to provide under your structure.

After entering the salary structure information click Save .

Salary Rule Categories Salary Rule Categories are your Basic, Allowance, Deduction, Gross, Net, Company Contribution, etc. by using which you can categorize your Salary Rule. You can define Salary Rule Categories by using the menu Human Resources   Configuration   Payroll   Salary Rule ‣ 

‣ 

‣ 

Categories and click Create.

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You can configure the following information:

Name: A name for the Salary Rule Category.



Code: A code for the Salary Rule Category. It must be unique.



Parent : It is used to create hierarchy for reporting purpose.

After entering the Salary Rule Category information click save.

Salary Rules Salary Rules are the various types of Allowances, Deductions, etc. There are list of Available Variables which will be used to specify field's value (as python code) on Salary Rules. Available variables: 

payslip : object containing the payslips.



employee : hr.employee object.



contract : hr.contract object.

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rules : object containing the rules code (previously computed).

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categories : object containing the computed salary rule categories (sum of amount of all rules belonging to that category).



worked_days : object containing the computed worked days.



inputs : object containing the computed inputs.



loans : object containing the loan of Employee.

You can define Salary Rules by using the menu Payroll   Configuration Salary Rules   Salary ‣ 

‣ 

‣ 

Rules and click Create.

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Figure 20: Mobile Allowance defined as Salary Rule You can configure the following information:

Name: A name for the Salary Rule.



Category : Select a category for a rule.

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Code: A code for the salary rule. It must be unique.



Sequence: Provide the sequence (integer). Sequence plays a major role in the calculation and appearance of payslip lines. For example, a sequence defined on a rule calculating the Gross should always be greater 43 | P a g e

than the sequence's given on Allowance's rules, else it won't be considered in the calculation of Gross value. 







 Active: If False, it will allow you to hide the salary rule without removing it.  Appears on Payslip: If False, it won't appear on the payslip but will be considered in the calculation. Conditions: Condition based on: Consider a rule on the basis of some condition. There are three possibilities: Always True, Range & Python Expression. o

Always True : As the name implies the condition is always true and hence rule will always be considered in the Payslip calculation.

o

Range : The rule will be considered if it falls under a particular range. 

Range based on: You can provide the base value for range by using the above mentioned variable. For example, contract.wage . This will take the wages mentioned on contract.

o



Minimum Range: The minimum amount applied for this rule.



Maximum Range: The maximum amount, applied for this rule.

Python Expression : You can specify your condition by python expression. 

Python Condition: The expression can be written using the above mentioned variable. For example, result = bool (contract.mobile_allowance) .



 Amount Type: The computation type for the rule amount. There are three types available to compute the amount. I.e. Fixed Amount, Percentage, and Python Code .

o

Fixed Amount : As the name indicates the amount is fixed. 

Quantity : For e.g. A rule for Meal Voucher having fixed amount of 2 SR. per worked day can have its quantity defined in expression like worked_days.WORK100.number_of_days which will then be multiplied with the amount. 44 | P a g e



o

Fixed Amount : An amount for a rule.

Percentage : Here you can calculate the amount through percentage. 



Percentage based on: You can provide a base value for type percentage by using the above mentioned variable. For example, if you want to give 5% of wages for Provident Fund then you have to specify percentage based on as contract.wage. Quantity : For example, a rule for Meal Voucher having fixed amount of 2 SR. per worked day can have its quantity defined in expression like worked_days.WORK100.number_of_days which will then be multiplied with the calculated percentage amount.



o

Percentage: Provide Percentage.

Python Code : You can specify your condition by python expression. 

Python condition: For example, If you want to calculate Gross then you can write your expression like result = categories.BASIC + categories.ALW where BASIC and ALW are salary rule categories code.











Contribution Register : Eventual third party involved in the salary payment of the employees. Used in report. Child Rules: It is used to assign child rules. Accounting: Debit & Credit Accounts configuration for auto posting of Salary Rule to the relevant accounts. Inputs: It is used when you want to provide some Input. o

Description: Description for an input.

o

Code: A code for an input that can be used in salary rule. Code must be unique.

Description: Description regarding the rule.

After entering the salary rule information click Save. Sign of amount

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If you are defining a rule for Allowance then make sure that the amount, percentage or python code you enter is positive. And if it’s for Deduction then it has to be negative. Python Expression If you are using python code then returned value has to be set in the variable result . And the rate value to be set in the result_rate variable, otherwise a default rate of 100% will be applied. You can also use the method() in your expression. There is a sum() method available for three objects/variables i.e. payslip, worked_days, inputs. They are: 

payslip.sum(code, from_date, to_date)



worked_days.sum(code, from_date, to_date)



inputs.sum(code, from_date, to_date)

Contribution Register: First we have to define list of contribution registers that we want to manage. Then assign register to appropriate salary rules. When we confirm the salary line it will enter into these corresponding registers.

Using the menu Human Resources   Configuration   Payroll   Contribution Registers you can ‣ 

‣ 

‣ 

create a Contribution Register. You need to configure the following:

Name: A name for the Contribution Register.



Company : Contribution Register belonging to a company.



Description: Description related to Contribution Register.

After creating a register you can assign it on Salary rule. When Payslip is created, payslip lines generated through salary rules having a contribution register will be linked with that register. To see the payslip lines related to a contribution register go to that particular register and print the Payslip Lines report .

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Salary Rule Examples:

Basic

Figure 21: Basic Salary  Condition Based On: Always True Amount Type: Python Code Python Code:

result_qty = employee.month_att_days result = (contract.wage / employee.month_total_days or 30)

Salary Wages defined in the Contract will be divided by the Maximum Possible Working Days in the Month (30). It will calculate the amount for One Day. Quantity Equation calculates the Worked Days of the Employee. Actual applied Formula is Quantity * Result * Rate (%). Here Rate is not defined; it will be default to 100%, so Result will be multiplied by the Quantity. As an example there are 30 Working Days in a Month, and employee has a Salary contract of 3000. So Daily amount will be

Salary / 30 = 3000/30 = 100.  If the worked days of an Employee are 19, then his/her Basic

Salary will be 1900 SR. 47 | P a g e

House Rent Allowance

Figure 22: House Rent Allowance Condition Based On: Always True Amount Type: Python Code Python Code:

result = contract.wage * contract.house_rent_allowance_metro_nonmetro / 100

Contribution Register: Register for House Rent Allowance This Rule is very simple. Contract Basic Salary (Wages) will be multiplied by the House Rent Rate Percentage defined in the Contract. All the House Rent Allowance Transactions will be booked in the House Rent Allowance Register.

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Mobile Allowance

Figure 23: Mobile Allowance Condition Based On: Python Code Python Condition: result = bool(contract.mobile_allowance) Amount Type: Python Code Python Code:

result_qty = employee.month_att_days result = ((contract.mobile_allowance*1.00) / (employee.month_total_days or 30))

Contribution Register: Mobile Allowance Register. This Allowance Rule is applicable, if the Mobile allowance is defined in Employee’s Contract. Worked Days of Employee will be multiplied by a Daily (Mobile Allowance defined in Contract 49 | P a g e

divided by Number of Days in Month) Mobile Allowance of the Employee to calculate the Mobile Allowance for the Salary Month. All the Mobile Allowance Transactions will be booked in the Mobile Allowance Register.

Fuel Allowance

Figure 24: Fuel Allowance Condition Based On: Python Code Python Condition: result = bool(contract.fuel_allowance) Amount Type: Python Code Python Code:

result_qty = employee.month_att_days result = ((contract.mobile_allowance*1.00) / (employee.month_total_days or 30))

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Contribution Register: Register for Food Coupon. This Allowance Rule is applicable, if the Mobile allowance is defined in Employee’s Contract. Worked Days of Employee will be multiplied by a Daily (Mobile Allowance defined in Contract divided by Number of Days in Month) Mobile Allowance of the Employee to calculate the Mobile Allowance for the Salary Month. All the Mobile Allowance Transactions will be booked in the Mobile Allowance Register.

Food Allowance

Figure 25: Food Allowance Condition Based On: Python Code Python Condition: result = bool(contract.food_allowance) Amount Type: Python Code Python Code:

result_qty = employee.month_att_days 51 | P a g e

result = ((contract.food_allowance*1.00) / (employee.month_total_days or 30))

Contribution Register: Food Allowance Register. This Allowance Rule is applicable, if the Food allowance is defined in Employee’s Contract. Worked Days of Employee will be multiplied by a Daily (Food Allowance defined in Contract divided by Number of Days in Month) Food Allowance of the Employee to calculate the Food Allowance for the Salary Month. All the Food Allowance Transactions will be booked in the Food Allowance Register.

Transportation Allowance

Figure 26: Transportation Allowance Condition Based On: Python Code Python Condition: result = bool(contract.transportation_allowance) Amount Type: Python Code 52 | P a g e

Python Code:

result_qty = employee.month_att_days result = ((contract.transportation_allowance*1.00) / (employee.month_total_days or 30))

Contribution Register: Transportation Register. This Allowance Rule is applicable, if the Transportation allowance is defined in Employee’s Contract. Worked Days of Employee will be multiplied by a Daily (Transport Allowance defined in Contract divided by Number of Days in Month) Transport Allowance of the Employee to calculate the Transport Allowance for the Salary Month. All the Transport Allowance Transactions will be booked in the Transportation Register.

Supplementary Allowance

Figure 27: Supplementary Allowance 53 | P a g e

Condition Based On: Python Expression Python Condition: result = bool(contract.supplementary_allowance) Amount Type: Python Code Python Code:

result = contract.supplementary_allowance

Contribution Register: SupplementaryRegister. This Allowance Rule is applicable, if the Supplementary allowance is defined in Employee’s Contract. Supplementary Allowance defined in Contract of the Employee will be the Supplementary Allowance for the Salary Month of the Employee. All the Supplementary Allowance Transactions will be booked in the Supplementary Register.

Incentive

Figure 28: Incentive Condition Based On: Python Expression 54 | P a g e

Python Condition: result =inputs.INCTV and inputs.INCTV.amount or False Amount Type: Python Code Python Code:

result = ( inputs.INCTV.amount)

Contribution Register: IncentiveRegister. If the Employee have any Incentive Entry for the Current Month Salary, then the Incentive amount booked in the Incentive transaction will be added as allowance for the Salary Month of the Employee. All the Incentive Transactions will be booked in the Incentive Register.

 Arrears

Figure 29: Arrears Condition Based On: Python Expression 55 | P a g e

Python Condition: result = inputs.ARS.amount or False Amount Type: Python Code Python Code:

result = (inputs.ARS.amount)

Contribution Register: Arrears Register. If the Employee have any Arrear Entry for the Current Month Salary, then the Arrear amount booked in the Arrear transaction will be added as allowance for the Salary Month of the Employee. All the Arrear Transactions will be booked in the Arrear Register.

Bonus

Figure 30: Bonus Condition Based On: Python Expression 56 | P a g e

Python Condition: result = inputs.BNS.amount or False Amount Type: Python Code Python Code:

result = (inputs.BNS.amount)

Contribution Register: BonusRegister. If the Employee have any Bonus Entry for the Current Month Salary, then the Bonus amount booked in the Bonus transaction will be added as allowance for the Salary Month of the Employee. All the BonusTransactions will be booked in the Bonus Register.

Over Time

Figure 31: Over Time Condition Based On: Python Expression 57 | P a g e

Python Condition: result = inputs.OT and inputs.OT.amount or False Amount Type: Python Code Python Code:

result = (inputs.OT.amount)

Contribution Register: Overtime Register. If the Employee have any Overtime Entry for the Current Month Salary, then the Overtime amount booked in the Overtime transaction will be added as allowance for the Salary Month of the Employee. All the Overtime Transactions will be booked in the Overtime Register.

Gross Salary

Figure 32: Gross Salary Condition Based On: Always True Amount Type: Python Code 58 | P a g e

Python Code:

result = categories.BASIC + categories.ALW + categories.HR

Gross Salary of the employee will be calculated as the sum of Basic, Allowances and House Rent.

Prepaid House Rent

Figure 33: Prepaid House Rent Condition Based On: Python Expression Python Condition: result = inputs.PHR.amount or False Amount Type: Python Code Python Code:

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result = (inputs.PHR.amount)

Contribution Register: Register for Advance Deduction. If the Employee have taken any advanced House Rent, then the Prepaid House Rent amount for the current month will be deducted for the Salary Month of the Employee. All the Prepaid deductions will be booked in the Register for Advance Deduction.  Accounting Entry: 161001 Salary (Dr.) 112005 Prepaid Expenses - Housing Allowance (Cr.)

Loan & Advances

Figure 34: Loan & Advances Condition Based On: Python Expression 60 | P a g e

Python Condition: result = inputs.ADV.amount or False Amount Type: Python Code Python Code:

result = (inputs.ADV.amount)

Contribution Register: Register for Advance Deduction. If the Employee have taken any Loan or Advances, then the Advance/Loan amount for the current month will be deducted for the Salary Month of the Employee. All the Loan deductions will be booked in the Register for Advance Deduction.  Accounting Entry: 161001 Salary (Dr.) 111501Loans to Employees (Cr.)

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Other Deduction

Figure 35: Other Deduction Condition Based On: Python Expression Python Condition: result = inputs.ODE.amount or False Amount Type: Python Code Python Code:

result = (inputs.ODE.amount)

Contribution Register: Register for Advance Deduction. If the Employee have any Other Deduction for the Current Month, then the Deduction amount for the current month will be deducted for the Salary Month of the Employee. All such deductions will be booked in the Register for Advance Deduction.

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 Accounting Entry: 161001 Salary (Dr.) 161099Other Benefits (Cr.)

GOSI Deduction

Figure 36: GOSI Deduction Condition Based On: Python Expression Python Condition: result = bool(contract.gosi_deduction) Amount Type: Python Code Python Code:

result = - (contract.gosi_deduction)

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Contribution Register: Gossi Register. If the Employee have Gossi Deduction in his Contract, then the Deduction amount for the current month will be deducted for the Salary Month of the Employee. All Gossi deductions will be booked in the Gossi Register.  Accounting Entry: 161001 Salary (Dr.) 121005 Accrued Expenses- Gossi Expenses (Cr.)

Net Salary

Figure 37: Net Salary Condition Based On: Always True Amount Type: Python Code Python Code:

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result = categories.BASIC + categories.ALW + categories.DED + categories.HR

Contribution Register: Employee. The Net Salary is the amount that have to be paid to the Employee. It is calculated as sum of Basic, Allowances, Deductions and HR Allowance.  Accounting Entry: 161001 Salary (Dr.) 121001 Accrued Expenses- Salaries (Cr.)

Input Rules: There are many other Input Rules in the System. The complete definition of such rules needs some input Codes to be defined in the Input Tab of the Salary Rule. Simply Give a Unique Code and the Description for that. As the Rule in Example have an input Code BNS with the description “Bonus of Employee”.

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Employee Payslips At the end of the Payroll Period, the Payroll Slips of the Employees are generated. There are different ways of generating the Payslips. The Payslips can be generated in batches (The payslips of a whole department can be generated in a batch). By using End of Pay Period wizard, all slips can be generated by a single click. A single Payslip can be generated by the method described here. Eventually the Payslips individually have the same information regarding the generation mechanism. Following are some pre-requirements before generating a Payslip.    

Employee data with Proper Contract successfully defined in the System. Employee’s Attendance have been marked/uploaded in the System. Salary Rules & Structures have been configured in the System. *** Presence, Absence & Overtime Polices configures properly.

Use the menu Human Resources  Payroll  Advanced  Employee Payslips ‣ 

‣ 

‣ 

You can configure the following information:

Employee: Employee for Payslip.



Period : The beginning and ending date of pay period.



Reference: Slip number (auto generated by the System).



Payslip Name: Description of payslip.

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Contract : Contract related to Employee to be considered for payslip.



Structure: Salary Structure for generating payslip lines.

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Credit Note: If True, indicates this payslip has refund of another.



Worked Days & Inputs: - It displays the worked days and inputs.



Worked Days: The no of days and hours an employee has worked. It calculates the number of regular working days and hours, Overtime and others (according to the policies defined in the Policy Group.) on the basis of Working Schedule provided on contract. It also calculates the leaves.

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Figure 38: Employee Payslip o

o

o

Description: Description regarding your working, overtime or leave day. Code: Code for Payslip Worked Days. .. Note: You cannot change the code for working days i.e.'WORK100'. Number of Days: Number of Days an employee has worked as regular, overtime or taken leave.

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Number of Hours: Number of Hours for which an employee has worked as regular, overtime or taken leave.

o

Contract : Contract to be applied for Payslip Worked Days.

o



Other Inputs: It is used when you want to provide some incentives, commissions, etc. Input Data comes from the rules having Inputs. You need to provide an amount through Input Data of payslip. o

Description: Description for Payslip Input.

o

Code: A code for Payslip Input.

o

 Amount : The amount for an incentive.

o



Contract : Contract to be applied for Payslip Input.

Salary Computation: It displays the salary Computation details.

Figure 39: Payslip - Salary Computation Tab 

Details by Salary Rule Category : It displays the rules grouped by its categories.

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Other Information: - It holds the information regarding the company, payment, notes, etc. 

Company : The Company. 68 | P a g e



Payslip Batches: Name of Payslip Batch through which payslip is generated.

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Made Payment Order : If True, the payment is made.

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Salary Journal :Salary Journal related to payslip.

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 Accounting Entry : Link to the Accounting Entry for the Current Salary Slip.

Figure 40: Payslip - Accounting Information

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Employee Payslip PDF Report You can print the Employee Payslip PDF Report from the view of Employee Payslips from Print button.

Figure 41: Employee Payslip in PDF

Payslip Details PDF Report You can print the Payslip Details report from the view of Employee Payslips. It prints the report grouped by Salary Rule Category.

Payslip Lines PDF Report 70 | P a g e

You can print the Payslip Lines report from the view of Contribution Registers. It prints the Payslip Lines by Contribution Register. Click on the Confirm button when the payslip is fully calculated and the Payment is made. It will change the state to Done . It will generate the accounting entries automatically according to the account configuration in the System. After confirmation of Payslip, no change to the payslip is possible.

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Payslips Batch Using the menu Human Resources   Payroll   Payslips Batches you can create payslips for ‣ 

‣ 

various employees at a time. It’s like a register which holds payslips of various employees created through Generate Payslips wizard.

Payslips Batch You need to configure the following:



Name: A name for Payslips Run. Date From: The beginning date of pay period which will be the Date From for payslips to be created.



Date To: The last date of pay period which will be the Date To for payslips to be created.

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Credit Note: If True, indicates that all payslips generated from here are refund payslips.

Click on the Generate Payslips wizard, it will let you choose the employees for which you want to generate payslips.

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Generate Payslips wizard 

Payslips: It holds the newly generated Payslips through wizard.

A click on the Close button of Payslips Batch changes the state to Close .

Process payslips by department There are three employees in the Information Technology Department, Lets create the Payslips of Information Technology Department and maintain the Salary Batch for Information Technology Department along with the Salary Register for March 2014. Use the menu Human Resources   Payroll   Advanced   Registers, then click Create Button to ‣ 

‣ 

‣ 

Create the New Register. After saving the New Created Register, Click on Create Payslips to Create the Payslips.

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Generate Payslips Wizard  Example Select the required departments, and click Generate Button. You will see that Payslips for Information Technology Department have been registered in the Register.

Payroll Register Example Click on the Department to view the generated Payslips of that department. And by clicking on any Slip, you can view the detail of that slip.

Payslips of Information Technology Department Example

Payroll Run - End of Pay Period Wizard At the end of the Pay Period, Payroll Run will do the Job of Payslip Generation and Payment process of the Salary.

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Use the menu Human Resources  Payroll  End of Pay Period , then select the Period. Pay Period with Current Status will be displayed. Click on “End of Pay Period Wizard” button to run the Payroll. ‣ 

‣ 

Payroll Period Payroll Run contains a lot of information and possibilities there. Let’s explore this screen in Parts.

Payroll Run Part-1

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Check Attendance Records: This Part will display the count of generated Exceptions from the E mployees Attendance and their Schedules. It will display the Count of Low, Medium, High and Critical Severity Levels. To View the detail of Exceptions, Click “View Alerts” button. Public Holidays: If there are any public holidays during this pay period please review the dates on which they fall. Lock Pay Period: Lock the Pay Period before further processing in the Payroll Run.

Payroll Run Part-2 Review Pay Slip Amendments: Review pay slip amendments, if any, attached to this pay period. You can confirm, cancel or modify amendments directly from this wizard. Only confirmed amendments will be processed. Review Benefits and Premiums:

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Generate and Review Pay Slips: Click Generate Pay Slips button to generate the Payslips, You can review the Generated Payslips by clicking on the “Review Pay Slips” button. This will display the generated Payslip Register which contains the Payslip batches. A Batch contains the Payslips of one Department.

Review and Resolve Payroll Exceptions: Payroll exceptions denote possible abnormalities in the generated Pay Slips. While most types of exceptions should be reviewed, only "Critical" exceptions will block you from moving on to the next stage. Critical exceptions must be resolved and the affected Pay Slips recomputed before the wizard will continue to the next stage. Click “View Exceptions” button to view the detail of the Exceptions.

Payroll Run Part-3

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To take the Printouts of the Payslips, click on the “Print Pay Slips” button. This will print the Payslips of all the Employees. To take the Prints of Slips in Details, click on the “Print Pay Slips Details” button. It will print the Payslips of all the Employees in Detail. To take the Summary of Payroll, Click on “Print Payroll Summary”.

Pay Slip – Example

Payroll Summary – Example

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Pay Slip Details – Example

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Payroll Register – Example

Employee Contribution Register – Example

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Overtime Contribution Register – Example

Start Making Payments Once you start making payments there is no way to go back to a previous state. Any modifications will have to be made as Pay Slip Amendments to the next pay period after this one is closed. Once you close a pay period there is no way to alter the status of any pay slips. Any modifications will have to be made as Pay Slip Amendments to the next pay period.

List of Figures FIGURE 1: APPLICATIONS SCREEN ................................................................................................................................................. 8 FIGURE 2: HUMAN RESOURCES MODULES .....................................................................................................................................8 FIGURE 3: INTERFACE INFORMATION .............................................................................................................................................9 FIGURE 4: KANBAN VIEW ............................................................................................................................................................ 9 FIGURE 5: LIST VIEW ................................................................................................................................................................10 FIGURE 6: FORM VIEW ............................................................................................................................................................. 11 FIGURE 7: EMPLOYEE PROFILE FORM ..........................................................................................................................................13 FIGURE 8: EMPLOYEE FORM - PERSONAL INFORMATION ................................................................................................................. 14

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