Odoo 18 Enterprise Book - Payroll

2. Contract

Users can handle employee contracts and salary attachments in the Odoo 18 Payroll module's Contracts menu. Contracts, Salary Attachments, and Offers are the three choices that appear when you choose the Contracts menu. Let's look at each of these options separately.

2.1 Contract

You can construct and maintain employee contracts, including their specifics such as start and end dates, pay scales, working hours, and any relevant comments, by selecting the "Contracts" option. Managing wage attachments and offers is another aspect of it. Users can manage the salary attachments and employee contract data within the Contracts menu of the Odoo 18 Payroll module.

Users can also create a new employment contract by clicking the New symbol under the Contracts. On the open page, you can select your employee and type the name of the contact. The user is immediately presented with details about the person's department, job title, and contract type after selecting the employee.

Enter the start date of the contract in the Contract Start Date box and the end date in the Contract End Date field. After choosing the sort of salary structure, you may choose the employees' work schedule in terms of hours per week. It is then possible to describe the source of work entry in the contract. Three distinct sources of work entry include attendance, working schedule, and planning. Working entries are made in accordance with regular working hours when the Working Schedule option is used. If the Planning option is selected, working entries will be generated depending on employee planning.

Each employee may have a different salary structure type. Add the department, job position, contract type, and HR responsible as well. The wage from the contract can then be entered in the Wage on Payroll box.

In the Wage part of the Salary Information, the user can input their base pay for the month. Furthermore, the Yearly Cost (Real) option automatically enters an employer's total cost for the entire year. Additionally, mention the Wage Type and Schedule Pay. You can define an employee's pay by specifying their wage type and scheduled pay frequency. Wage type determines how an employee is paid (fixed or hourly), while schedule pay defines the payment frequency. Wage type can be either "Monthly Fixed Wage" or "Hourly Wage", and the scheduled pay options include monthly, quarterly, semi-annually, annually, weekly, bi-weekly, or bi-monthly. Then, provide the savings fund and external annual declaration. Below the pre-tax benefits, and retirement plans, retirement plan matching amount, and retirement plan matching yearly cap can be added. Under the post-tax deduction, add the ROTH 401(K), which is retirement saving plan provided to American employees from US companies. It can be a percentage of fixed amount in payslip.

Include the Contract Template. It is possible to add the Analytic Account field beneath the ACCOUNTING section. The New Contract Document Template field can then be used to specify the default contract that must be signed in order to accept a contract offer. The part-time option can be activated under the PART TIME section. The default document template for employees can be specified by users in the Contract Update Document Template field. In HR Responsible, you may later define responsible HR. Save the contract after that.

Now, under the Signatories, you can add the PDF template in NEW CONTRACT, PDF template under the CONTRACT TEMPLATE.

Every detail is instantly saved via Odoo 18 Payroll. Offers to the employee can be created by the user. The state of the contract can also be adjusted to New, Running, Expired, or Cancelled. Every active employee in a company must have a running contract.

2.2 Salary Attachment

Parts of earnings that are taken straight from a payslip for a specific purpose, whether mandatory or optional, are known as salary attachments. Generally, they are seen as deductions when they are voluntary. All of these are commonly referred to as salary attachments in Odoo.

Keep in mind that salary attachments can also be used to deduct from regular payments. We can obtain a list of each employee's pay attachments by choosing the Salary Attachments menu from the Contracts tab.

Information about each salary attachment, such as the Employee, Type, Status, Description, Start Date, and more, is available. By choosing the New button in Odoo 18 Payroll, we can establish a new salary attachment.

In the Description section of the window that opens, the user can select the employee's name and enter information about the salary attachment. For the Type of Salary Attachment, users can choose between Child Support, Assignment of Salary, and other choices.

In the Odoo Payroll module, the salary attachment feature allows you to define and manage deductions from an employee's salary for various reasons, such as child support, loan repayments, or other legal obligations. A blank Salary Attachment Types form loads when you select the New button to create a new kind of salary attachment. In the relevant field, type the new salary attachment type's name. Next, input the code that is used to calculate pay stubs according to the salary guidelines. Finally, if this salary attachment never expires, check the No End Date box.

The Salary Attachment Types form additionally has a Country column if the database contains many companies with locations in different nations. Choose the nation to which the attachment pertains, or leave it empty if it is universal.

To create a new salary attachment, click the New button in the top-left corner, and a blank Salary Attachment form loads. Enter the following information on the form:

• Employees: Using the drop-down menu, select the desired employees. Multiple employees can be listed in this field.
• Description: Enter a short description of the salary attachment.
• Type: Using the drop-down menu, select the specific salary attachment type.
• Start Date: Using the calendar selector, select the date the salary attachment goes into effect.
• Estimated End Date: This field is not modifiable and only appears after the Monthly Amount field is populated. This field is the estimated date when the salary attachment will be completed. Today’s date populates the field by default. Then, when the Total Amount field is populated, this date is updated.
• Document: If any documentation is needed, such as a court order, click the Upload your file button, and a file explorer window loads. Select the desired document to attach to the record. Only one document can be attached to a salary attachment.

There are three possible statuses for salary attachments: Cancelled, Completed, or Running. Every salary attachment shows up in the configuration sequence. A pay attachment has the status "Running" when it is created. The status immediately changes to Completed and the employee no longer has the money deducted from subsequent paychecks after the salary attachment is complete (the total amount provided on the salary attachment form has been paid in full). It is always possible to cancel any salary attachment. Click on each individual attachment record from the main Salary Attachment dashboard to access the record and cancel it.

Click the Cancel button on the Salary Attachment record to end the salary attachment and prevent the specified amount from being deducted from subsequent paychecks. And it will show in the cancelled state.

2.3 Offers

Offers made for employees are also included in payroll. It is similar to what is mentioned in the Recruitment module. Employed Budget, Title, State, and Offer Validity Date are shown in the list view.