[ADD] Payroll: Working Schedules

Author: larm-odoo

content/applications/hr/employees.rst

@@ -105,11 +105,11 @@ Work organization
 
 Using the drop-down menu, select the default :guilabel:`Company Working Hours`. The default options
 are :guilabel:`Standard 40 hours/week`, :guilabel:`Appointment Resource Default Calendar`, and
-:guilabel:`Standard 32 hours/week (4 work days, friday free)`.
+:guilabel:`Standard 32 hours/week (4 work days, Friday free)`.
 
-The available working hours listed are the same as the configured :ref:`working schedules
-<payroll/working-times>` in the **Payroll** app. Working hours can be created and modified from both
-the **Payroll** and **Employees** apps.
+The available working hours listed are the same as the configured :doc:`working schedules
+<payroll/working_schedules>` in the **Payroll** app. Working hours can be created and modified from
+both the **Payroll** and **Employees** apps.
 
 Employee update rights
 ----------------------

content/applications/hr/payroll.rst

@@ -166,57 +166,269 @@ Reporting section
    :align: center
    :alt: New work entry type form with all fields to be filled in.
 
-.. _payroll/working-times:
+Salary
+======
 
-Working schedules
------------------
+.. _payroll/structure-types:
 
-To view the currently configured working schedules, go to :menuselection:`Payroll app -->
-Configuration --> Work Entries --> Working Schedules`. The working schedules that are available for
-an employee's contracts are found in this list.
+Structure types
+---------------
 
-Working schedules are company-specific. Each company **must** identify each type of working schedule
-they use. If the database is created for only one company, the company column is not available.
+In Odoo, structure types are used to identify group of people referring to the same payroll rules.
+A structure type contains specific options and a subset of structures that will be used according
+the situation.
 
-.. example::
-   An Odoo database containing multiple companies that use a standard 40-hour work week needs to
-   have a separate working schedule entry for each company that uses the 40-hour standard work week.
+In Odoo, an employee's payslip is based on *structures* and *structure types*, which both affect how
+an employee enters timesheets. Each structure type is an individual set of rules for processing a
+timesheet entry, which consists of different structures nested within it. Structure types define how
+often an employee gets paid, the working hours, and if wages are based on a salary (fixed) or how
+many hours the employee worked (varied).
+
+For example, a structure type could be `Employee`, and that structure type could have two different
+structures in it: a `Regular Pay` structure which includes all the separate rules for processing
+regular pay, as well as a structure for an `End of Year Bonus` which includes the rules only for the
+end of year bonus. Both the `Regular Pay` structure and `End of Year Bonus` structure are structures
+within the `Employee` structure type.
+
+The different :guilabel:`Structure Types` can be seen by navigating to :menuselection:`Payroll app
+--> Configuration --> Salary: Structure Types`.
+
+Two default structure types are configured in Odoo: :guilabel:`Employee` and :guilabel:`Worker`.
 
-   A database with five companies that all use a standard 40-hour work week needs to have five
-   separate 40-hour working schedules configured.
+Typically, :guilabel:`Employee` is used for salaried employees, which is why the wage type is
+:guilabel:`Monthly Fixed Wage`, and :guilabel:`Worker` is typically used for employees paid by the
+hour, so the wage type is :guilabel:`Hourly Wage`.
 
-.. image:: payroll/working-schedules.png
+.. image:: payroll/structure-type.png
    :align: center
-   :alt: All working schedules available to use currently set up in the database for the company.
+   :alt: List of all currently configured structure types available to use.
+
+.. _payroll/new-structure-type:
+
+New structure type
+~~~~~~~~~~~~~~~~~~
+
+To make a new structure type, click the :guilabel:`New` button, and a blank structure type form
+appears.
+
+Proceed to enter information in the fields. Most fields are pre-populated, but all the fields can be
+modified.
+
+- :guilabel:`Structure Type`: enter the name for the new structure type, such as `Employee` or
+  `Worker`.
+- :guilabel:`Country`: select the country that the new structure type applies to from the drop-down
+  menu.
+- :guilabel:`Wage Type`: select what type of wage the new structure type uses, either
+  :guilabel:`Fixed Wage` or :guilabel:`Hourly Wage`.
+
+  If the type is to be used for salaried employees, who receive the same wage every pay period,
+  select :guilabel:`Fixed Wage`.
+
+  If the type is to be used for employees, who receive wages based on how many hours they worked
+  during a pay period, select :guilabel:`Hourly Wage`.
+- :guilabel:`Default Scheduled Pay`: select the typical pay schedule for the new structure type from
+  the drop-down menu. Options are :guilabel:`Monthly`, :guilabel:`Quarterly`,
+  :guilabel:`Semi-annually`, :guilabel:`Annually`, :guilabel:`Weekly`, :guilabel:`Bi-weekly`,
+  :guilabel:`Bi-monthly`. This indicates how often this specific type of structure is paid out.
+- :guilabel:`Default Working Hours`: select the default working hours for the new structure type
+  from the drop-down menu. All available working hours for the currently selected company appear in
+  the drop-down menu. The default working hours that are pre-configured in Odoo is the
+  :guilabel:`Standard 40 hours/week` option. If the needed working hours do not appear in the list,
+  a :ref:`new set of default working hours can be created <new-default-working-hours>`.
+- :guilabel:`Regular Pay Structure`: type in the name for the regular pay structure. It will be
+  used as the default option when generating payslips.
+- :guilabel:`Default Work Entry Type`: For employees whose contracts is referred under this
+  structure type, the main work entry type used for all period of work is defined here. It will
+  commonly be set as **Attendance**,
+  :guilabel:`Overtime Hours`, :guilabel:`Generic Time Off`, :guilabel:`Compensatory Time Off`,
+  :guilabel:`Home Working`, :guilabel:`Unpaid`, :guilabel:`Sick Time Off`, :guilabel:`Paid Time
+  Off`, :guilabel:`Out Of Contract`, :guilabel:`Extra Hours`, and :guilabel:`Long Term Time Off`.
+
+  To view all the options for the :guilabel:`Default Work Entry Type`, click the :guilabel:`Search
+  More..` button at the bottom of the drop-down list.
+
+  Depending on the localization settings, this list may contain more options in addition to the
+  default options.
+
+.. image:: payroll/new-structure.png
+   :align: center
+   :alt: New structure type form to fill out when creating a new structure type.
+
+.. _new-default-working-hours:
+
+New default working hours
+~~~~~~~~~~~~~~~~~~~~~~~~~
+
+To make new default working hours, type the name for the new working hours in the :guilabel:`Default
+Working Hours` field on the new structure type form. Click :guilabel:`Create and edit`. A default
+working hours form pops up. The default working hours form has two sections, a general information
+section and a tab listing out all the individual working hours by day and time. When the form is
+completed, click :guilabel:`Save & Close`.
+
+- :guilabel:`Name`: type in the name for the new default working hours. This should be descriptive
+  and clear to understand, such as `Standard 20 Hours/Week`.
+- :guilabel:`Company`: select the company that can use these new default working hours from the
+  drop-down menu. Blank field means it's available for all companies.
+- :guilabel:`Average Hour Per Day`: the average hours per day field is auto-populated, based on the
+  working hours configured in the :guilabel:`Working Hours` tab. This entry affects resource
+  planning, since the average daily hours affect what resources can be used, and in what quantity,
+  per work day.
+- :guilabel:`Timezone`: select the time zone to be used for the new default working hours from the
+  drop-down menu.
+- :guilabel:`Company Full Time`: enter the number of hours per week an employee would need to work
+  to be considered a full-time employee. Typically, this is approximately 40 hours, and this number
+  affects what types of benefits an employee can receive, based on their employment status
+  (full-time vs part-time).
+- :guilabel:`Work Time Rate`: this percentage is auto-generated based on the entry for the
+  :guilabel:`Company Full Time` and the working hours configured in the :guilabel:`Working Hours`
+  tab. This number should be between `0.00%` and `100%`, so if the percentage is above `100%`, it is
+  an indication that the working times and/or :guilabel:`Company Full Time` hours need adjustment.
+- :guilabel:`Working Hours` Tab: this tab is where each day's specific working hours are listed.
+  When a new default working hour form is created, the :guilabel:`Working Hours` tab is
+  pre-populated with a default 40-hour week, with each day divided into three timed sections.
+
+  Every day has morning (8:00-12:00), lunch (12:00-13:00), and evening (13:00-17:00) hours
+  configured, using a 24 hour time format.
+
+  To adjust any of these hours, click on the specific field to adjust, and make the adjustment using
+  the drop-down menus, or in the specific case of the times, type in the desired time.
+
+  Keep in mind, working hours are company-specific, and cannot be shared between companies. Each
+  company needs to have their own working hours set.
+
+  .. note::
+     If the working hours are not consistent each week, and the hours are on a bi-weekly schedule
+     instead, click the :guilabel:`Switch to 2 week calendar` button at the top of the new default
+     working hours form. This changes the :guilabel:`Working Hours` tab to display two weeks of
+     working times that can be adjusted.
+
+Structures
+----------
 
-.. _payroll/new-working-schedule:
+*Salary structures* are the different situations an employee could be paid within a specific
+*structure*, and are specifically defined by various rules.
 
-New working schedule
-~~~~~~~~~~~~~~~~~~~~
+The amount of structures a company needs for each structure type depends on how many different ways
+employees are paid, and how their pay is calculated. For example, a common structure that could be
+useful to add may be a `Bonus`.
 
-To create a new working schedule, click the :guilabel:`New` button, and enter the information on the
-form.
+To view all the various structures for each structure type, go to :menuselection:`Payroll app -->
+Configuration --> Salary --> Structures`.
 
-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 :guilabel:`Name` field. Next, make any
-adjustments to the days and times that apply to the new working time.
+Each :ref:`structure type <payroll/structure-types>` lists the various structures associated with
+it. Each structure contains a set of rules that define it.
 
-In the :guilabel:`Working Hours` tab, modify the :guilabel:`Day of Week`, :guilabel:`Day Period`,
-and :guilabel:`Work Entry Type` selections by clicking on the drop-down menus in each column and
-making the desired selection. The :guilabel:`Work From` and :guilabel:`Work To` columns are modified
-by typing in the time.
+.. image:: payroll/salary-structure.png
+   :align: center
+   :alt: All available salary structures.
 
-.. note::
-   The :guilabel:`Work From` and :guilabel:`Work To` times must be in a 24-hour format. For example,
-   `2:00 PM` would be entered as `14:00`.
+Click on a structure to view its :guilabel:`Salary Rules`. These rules define how the payslip will
+be computed for the employee.
+
+.. image:: payroll/structure-regular-pay-rules.png
+   :align: center
+   :alt: Salary structure details for Regular Pay, listing all the specific Salary Rules.
+
+Rules
+-----
+
+Each structure has a set of salary rules used to compute the various amounts considered in the pay.
+These rules are configured by the localization and affect the computation of the salaries. Modification
+or creation of rules should only be done when necessary.
+
+To view all the rules, go to :menuselection:`Payroll app --> Configuration --> Salary --> Rules`.
+Click on a structure (such as :guilabel:`Regular Pay`) to view all the rules.
+
+To make a new rule, click :guilabel:`New`. A new rule form appears. Enter the following information
+in the fields.
+
+Top section
+~~~~~~~~~~~
+
+- :guilabel:`Rule Name`: enter a name for the rule. This field is required.
+- :guilabel:`Category`: select a category the rule applies to from the drop-down menu, or enter a
+  new one. This field is required.
+- :guilabel:`Code`: enter a code to be used for this new rule. This field is required.
+- :guilabel:`Sequence`: enter a number indicating when this rule is calculated in the sequence of
+  all other rules.
+- :guilabel:`Salary Structure`: select a salary structure the rule applies to from the drop-down
+  menu, or enter a new one. This field is required.
+- :guilabel:`Active`: enable this toggle, so the rule is available for use. Disable the toggle to
+  continue to show it on the payslip, but skip the computation.
+- :guilabel:`Appears on payslip`: tick the checkbox to have the rule appear on employee printed
+  payslip.
+- :guilabel:`View on Employer Cost Dashboard`: tick the checkbox to have the rule appear on the
+  :guilabel:`Employer Cost` report, located on the *Payroll* app dashboard.
+- :guilabel:`View on Payroll Reporting`: tick the checkbox to have the rule appear on payroll
+  reports.
+
+.. image:: payroll/new-rule.png
+   :align: center
+   :alt: Enter the information for the new rule on the new rule form.
+
+General tab
+~~~~~~~~~~~
+
+Conditions
+**********
+
+- :guilabel:`Condition Based on`: select from the drop-down menu whether the rule is
+  :guilabel:`Always True` (always applies), a :guilabel:`Range` (applies to a specific range, which
+  is entered beneath the selection), or a :guilabel:`Python Expression` (the code is entered beneath
+  the selection). This field is required.
+
+Computation
+***********
+
+- :guilabel:`Amount Type`: select from the drop-down menu whether the amount is a :guilabel:`Fixed
+  Amount`, a :guilabel:`Percentage (%)`, or a :guilabel:`Python Code`. Depending on what is
+  selected, the fixed amount, percentage, or Python code needs to be entered next. This field is
+  required.
+
+Company contribution
+********************
+
+- :guilabel:`Partner`: if another company financially contributes to this rule, select the company
+  from the drop-down menu.
+
+Description tab
+~~~~~~~~~~~~~~~
+
+Provide any additional information in this tab to help clarify the rule. This tab only appears in
+the rule form.
+
+Accounting tab
+~~~~~~~~~~~~~~
+
+- :guilabel:`Debit Account`: select the debit account from the drop-down menu the rule affects.
+- :guilabel:`Credit Account`: select the credit account from the drop-down menu the rule affects.
+- :guilabel:`Not computed in net accountability`: If checked, the amount of the rule will be show
+  independantly from the Net Salary, to allow a better reporting in Accounting.
+
+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 configured by navigating to
+:menuselection:`Payroll app --> Configuration --> Salary --> Other Input Types`.
+
+.. image:: payroll/other-input.png
+   :align: center
+   :alt: A list of other input types for payroll that can be selected when creating a new entry for
+         a payslip.
+
+To create a new input type, click the :guilabel:`New` button. Enter the :guilabel:`Description`, the
+:guilabel:`Code`, and which structure it applies to in the :guilabel:`Availability in Structure`
+field.
 
-If the working time should be in a two-week configuration, click the :guilabel:`Switch to 2 weeks
-calendar` button in the top-left. This creates entries for an :guilabel:`Even week` and an
-:guilabel:`Odd week`.
+.. important::
+   The :guilabel:`Code` is used in the salary rules to compute payslips. If the
+   :guilabel:`Availability in Structure` field is left blank, it indicates that the new input type
+   is available for all payslips and is not exclusive to a specific structure.
 
-.. image:: payroll/new-working-schedule.png
+.. image:: payroll/input-type-new.png
    :align: center
-   :alt: New working schedule form.
+   :alt: A new Input Type form filled in.
 
 .. _payroll/salary-attachment-types:
 
@@ -496,6 +708,7 @@ form.
    - :doc:`payroll/contracts`
    - :doc:`payroll/salaries`
    - :doc:`payroll/work_entries`
+   - :doc:`payroll/working_schedules`
    - :doc:`payroll/time_off_to_report`
    - :doc:`payroll/salary_attachments`
    - :doc:`payroll/payslips`
@@ -512,6 +725,7 @@ form.
    payroll/contracts
    payroll/salaries
    payroll/work_entries
+   payroll/working_schedules
    payroll/time_off_to_report
    payroll/salary_attachments
    payroll/payslips