[NEW] Payroll: adding new configuration doc

Author: larm-odoo

content/applications/hr.rst

@@ -7,3 +7,4 @@ Human resources
 .. toctree::
 
    hr/attendances
+   hr/payroll

content/applications/hr/payroll.rst

@@ -0,0 +1,11 @@
+:hide-page-toc:
+:show-toc:
+
+=======
+Payroll
+=======
+
+.. toctree::
+   :titlesonly:
+
+   payroll/configuration

content/applications/hr/payroll/configuration.rst

@@ -0,0 +1,315 @@
+=====================
+Payroll configuration
+=====================
+
+Odoo *Payroll* is used to process work entries and create payslips for employees, including both
+regular pay and commission. Payroll works in conjunction with other Odoo apps, such as *Employees*,
+*Timesheets*, *Time Off*, *Attendances*, and *Employees*. Payroll helps ensure there are no issues
+or conflicts when validating work entries, handles country-specific localizations to ensure that
+payslips follow local rules and taxes, and allows for salary assignments. Payroll configuration is
+critical to ensure accurate and timely processing of payslips.
+
+Settings
+========
+
+The :guilabel:`Settings` section is where localization settings are configured. Localizations are
+country-specific settings pre-configured in Odoo, and account for all taxes, fees, and allowances
+for that particular country.  The localization section includes a detailed view of all benefits
+provided to employees.
+
+To access the settings, go to :menuselection:`Payroll --> Configuration --> Settings`. Whether or
+not payslips should be posted in accounting, or if SEPA payments are created, is selected here.
+
+.. image:: configuration/payroll-settings.png
+   :align: center
+   :alt: Settings available for payroll.
+
+Any country-specific localizations are set up in the localization section of the settings screen.
+All localization items are pre-populated when the country is specified during the creation of the
+database. It is not recommended to alter the specific localization settings unless specifically
+required.
+
+Work entries
+============
+
+Work entry types
+----------------
+
+Work entries are specified on timesheets when an employee is logging their time, such as `Sick Time
+Off`, `Training`, or `Public Holiday`. Work entries can be configured to account for all types of
+work and time off.
+
+When creating a work entry in the *Payroll* application, or when an employee enters information in
+the *Timesheets* application, a work entry type needs to be selected. This list of work entry types
+is automatically created based off the localization settings set in the database.
+
+Work entry types all have a code to aid in the creation of payslips, and ensure all taxes and fees
+are correctly entered.
+
+Go to :menuselection:`Payroll --> Configuration --> Work Entry Types` to view the current work entry
+types available.
+
+.. image:: configuration/work-entry-types.png
+   :align: center
+   :alt: List of all work entry types currently available.
+
+New work entry type
+~~~~~~~~~~~~~~~~~~~
+
+To create a new :guilabel:`Work Entry Type`, click the :guilabel:`Create` button. Enter the
+information on the form:
+
+- :guilabel:`Work Entry Type Name`: The name should be short descriptive, such as `Sick Time` or
+  `Public Holiday`.
+
+- :guilabel:`Code`: This code appears with the work entry type on timesheets and payslips. Since
+  the code is used in conjunction with the *Accounting* application, it is advised to check with
+  the accounting department for a code to use.
+
+- :guilabel:`Sequence`: The sequence determines the order the work entry is be computed in the
+  payslip list.
+
+- Check Off Boxes: If any of the items in the list applies to the work entry, check off
+  the box by clicking it. If :guilabel:`Time Off` is checked off, a :guilabel:`Time Off Type` field
+  appears. This field has a drop-down menu to select the specific type of time off, or a new type of time
+  off can be entered.
+
+.. image:: configuration/new-work-entry.png
+   :align: center
+   :alt: New work entry type box.
+
+- **Rounding:**
+
+  - **No Rounding:** A time sheet entry is not modified.
+  - **Half Day:** A time sheet entry is rounded to the closest half day amount.
+  - **Day:**  A time sheet entry is rounded to the closest full day amount.
+
+.. example::
+   If an employee enters a time of 5.5 hours on a timesheet, and :guilabel:`Rounding` is set to
+   :guilabel:`No Rounding`, the entry remains 5.5 hours. If :guilabel:`Rounding` is set to
+   :guilabel:`Half Day`, the entry is changed to 4 hours. If it is set to :guilabel:`Day`, it is
+   changed to 8 hours.
+
+Working times
+-------------
+
+To view the currently configured working times, go to :menuselection:`Payroll --> Configuration -->
+Working Times`. The working times that are available for an employee's contracts and work entries,
+are found in this list.
+
+:guilabel:`Working Times` are company-specific. Each company must identify each type of working time
+they will used. For example, an Odoo database containing multiple companies that use a standard
+40-hour work week needs to have an entry for each company that uses the 40-hour standard work week.
+
+.. image:: configuration/working-times.png
+   :align: center
+   :alt: All working times currently set up in the database.
+
+New working time
+~~~~~~~~~~~~~~~~
+
+To create a new :guilabel:`Working Time`, click the :guilabel:`Create` button. Enter the information
+on the form.
+
+.. image:: configuration/new-working-times.png
+   :align: center
+   :alt: New working type box.
+
+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 the new specific working time applies to.
+
+Modify the :guilabel:`Day of Week`, :guilabel:`Day Period`, and :guilabel:`Work Entry Type`
+selections by clicking on the drop-down menu for each field and making the desired selection. The
+:guilabel:`Work From` and :guilabel:`Work To` fields are modified by typing in the time.
+
+.. note::
+   The time 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 :guilabel:`Switch To 2 Week
+Calendar` button. This creates entries for an *even week* and an *odd week*.
+
+Salary
+======
+
+.. _payroll/structure-types:
+
+Structure types
+---------------
+
+In Odoo, an employee's payslip is based off of a few different
+settings and configurations. *Structures* and *Structure Types* are linked, and both affect how an
+employee enters timesheets. Each *structure* has specified *structure types* defined on it.
+*Structure Types* define how often an employee gets paid, the working hours, and if wages are based
+off of a salary (fixed) or how many hours the employee worked (varied).
+
+The different structure types can be seen by going to :menuselection:`Payroll --> Configuration -->
+Structure Types`.
+
+There are two default structure types configured in Odoo: *Employee* and *Worker*. Typically,
+*Employee* is used for salaried employees, which is why the wage type is *Monthly Fixed Wage*,
+and *Worker* is typically used for employees paid by the hour, so the  wage type is *Hourly*.
+
+.. image:: configuration/structure-type.png
+   :align: center
+   :alt: List of all structure types.
+
+Click the :guilabel:`Create` button to mae a new structure types. Most fields are pre-populated, but
+all fields can be edited. Once the fields are edited, click the :guilabel:`Save` button to save the
+changes, or click :guilabel:`Discard` to delete the entry.
+
+.. image:: configuration/new-structure.png
+   :align: center
+   :alt: New structure type box.
+
+Structures
+----------
+
+:guilabel:`Salary Structures` are the individual ways an employee gets paid, and are defined by
+various rules. Each :ref:`payroll/structure-types` lists all the *structures* available for that particular
+structure type.
+
+The amount of structures a company needs depends on how many different kinds of employees are
+working, and how different their pay is calculated. For example, a common structure that could be
+useful to add may be a **contract** worker, or an **intern**.
+
+To view all the various structures for each structure type, go to :menuselection:`Payroll -->
+Configuration --> Structures`.
+
+.. image:: configuration/salary-structure.png
+   :align: center
+   :alt: All available salary structures.
+
+Each structure lists the various *Structure Types* associated with that specific structure. Each
+record listed for a structure is a specific rule for that particular structure.
+
+The default structures for the Employee are *Regular Pay*, and *13th month - End of the year
+bonus*. Each specific structure lists how many rules that structure has. For example, *Regular Pay*
+has 11 rules. These rules are what calculate the payslip for the employee.
+
+.. image:: configuration/structure-regular-pay-rules.png
+   :align: center
+   :alt: Salary structure details for Regular Pay.
+
+Rules
+-----
+
+Each structure type has a set of rules to follow for accounting purposes. These rules are configured
+by the localization, and affect the *Accounting* application, so modifications to the default rules,
+or the creation of new rules, should only be done when necessary.
+
+To view all the rules, go to :menuselection:`Payroll --> Configuration --> Rules`. Click on the
+drop-down arrow next to a listed structure (such as :guilabel:`Regular Pay`) to view all the rules
+for that specific structure.
+
+.. image:: configuration/rules.png
+   :align: center
+   :alt: Rules for each salary structure type.
+
+Rule parameters
+---------------
+
+Salary *rule parameters* affect the various rules for salary configuration. New rule parameters are
+not recommended to create unless specifically needed by the accounting department. To access the
+parameters, go to :menuselection:`Payroll --> Configuration --> Rule Parameters`.
+
+Other input types
+-----------------
+
+When creating payslips, it is sometimes necessary to add other entries for specific circumstances,
+like expenses, reimbursements, or deductions. These other inputs can be seen by going to
+:menuselection:`Payroll --> Configuration --> Other Input Types`.
+
+.. image:: configuration/other-input.png
+   :align: center
+   :alt: Other input types for payroll.
+
+To create a new *Input Type*, click the :guilabel:`Create` button. Enter the
+:guilabel:`description`, the :guilabel:`code`, and which structure type it applies to. Click the
+:guilabel:`Save` button to save the changes, or click :guilabel:`Discard` to delete the entry.
+
+.. image:: configuration/input-type-new.png
+   :align: center
+   :alt: Create a new Input Type.
+
+Salary package configurator
+===========================
+
+The various sections under the :guilabel:`Salary Package Configurator` section all affect an
+employee's potential salary. These sections specify what can be offered to an employee, and
+depending on what information an employee enters, their salary is adjusted accordingly (such as
+deductions, dependents, etc.). 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.
+
+Advantages
+----------
+
+When offering potential employees a position, there can be certain advantages set in Odoo to make
+the offer more appealing other than the salary, such as extra time off, access to a company car,
+reimbursement for a phone or internet, etc. Any specific advantage is listed in the
+:guilabel:`Advantages` section of the configuration menu. To see the advantages, go to
+:menuselection:`Payroll --> Configuration --> Advantages`.
+
+.. image:: configuration/advantages.png
+   :align: center
+   :alt: Settings available for payroll.
+
+To make a new advantage, click the :guilabel:`Create` button. Enter the information in the fields,
+then click the :guilabel:`Save` button to save the changes, or click :guilabel:`Discard` to delete
+the entry.
+
+.. image:: configuration/new-advantage.png
+   :align: center
+   :alt: List of advantages employee's can have.
+
+Personal info
+-------------
+
+Every employee in Odoo has an `employee card` that includes all of their personal information,
+resume, work information, and documents.
+
+.. note::
+   An employee card can be thought of as an employee file.
+
+The *Personal Information* section lists all of the fields that are available to enter on the
+employee's card. To access this section, go to :menuselection:`Payroll --> Configuration -->
+Personal Information`.
+
+.. image:: configuration/personal-info.png
+   :align: center
+   :alt: Personal information that appear on employee cards to enter.
+
+To edit an entry, click on the line. Then, click the :guilabel:`Edit` button, and modify the entry.
+When done, click :guilabel:`Save` or :guilabel:`Discard` to save the information or cancel the
+edits.
+
+To create a new entry, click :guilabel:`Create`. A box appears with all the fields to enter.
+
+.. image:: configuration/personal-new.png
+   :align: center
+   :alt: New personal information entry.
+
+The two most important fields are :guilabel:`Is Required` and :guilabel:`Display Type`. Checking
+the :guilabel:`Is Required` box will make the field mandatory on the employee's card.
+
+The :guilabel:`Display Type` drop-down menu allows for the information to be entered in a variety of
+ways, from a text box, a customizable radio button, a check box, a document, and more.
+
+Once the information is entered, click the :guilabel:`Save` button to save the entry.
+
+Resume
+------
+
+Click on :menuselection:`Payroll --> Configuration --> Resume` to view the list of items that are
+pulled from online job applications housed in the resume section. These fields are populated when a
+localization is selected. The default items are gross, monthly equivalent, employer cost, and net.
+
+.. image:: configuration/resume.png
+   :align: center
+   :alt: The list of items in the resume section related to payroll.
+
+There should be no need to modify these as it will affect payroll an accounting, but edits can be
+made. Click on an individual entry to see the details for the entry. Click :guilabel:`Edit` to make
+changes, then click :guilabel:`Save`. To create a new entry, click :guilabel:`Create` and enter the
+information, then click :guilabel:`Save`.