Payroll Management System in Odoo 16 | How to Use Odoo 16 Payroll Management System

do you guys know what is payroll in Old R payroll refers to the process of managing and processing employees salaries deductions and benefits within oo Erp the payroll module allows you to maintain employees detailed records including personal information contract details working hards and other relevant datas you can Define and customize salary structures which includes various components like basic salary elevance deductions over time pay order payroll module can be integrated with different modules like time sheet and attendant which allows the organization to track the working time of the employees to calculate the accurate salaries of the

employees so let's party payroll Management in AO 16 we know that payroll is used for the calculation of the salaries of the employees in an organization so let me consider a new employee from the employee module so in order to manage or create a new employee you can just tyve into the employee module this would let you to create new employees so here you can see all the employees that are currently available in Odo database and uh let me choose the employee that I have recently created who is Jaren transes so you can search for

Jen transes and you can also fill out uh other details like planning time of equipments and the employee contracts work entries P lips and hars of last month as well as you can give more contact details under the contacts you can also fill the details like mobile number or other personal details and to which department and who is the manager who is the coach of this employee everything can be given over here so let me fill all uh other details uh right now and you can also set an email for the employee and you can

choose a department from this list I'm choosing uh manager and Coach as M admin and after that if you want to add the resume details of the employee you can set that so uh we are not going with that and under work information uh we can see the work address and all and you can also set a working hard for this emplo so order uh basically provide three ways to set the working hours which is standard 40 hours uh standard 35 hours per week or standard 38 hours per week so this employee will be working

for uh this much half which means for a day the employee will be working for eight hours and you can also set um the roles and uh everything and uh if you want to give any private informations uh and all you can fill out that uh now we are not going with that at all and yeah now let me uh just back to the payroll module and let's see how can we manage everything so so once you create a contract for this employee that contract will be automatically configured under uh the employees uh form so

let me go to the payroll module so once you get into the payroll module you would be able to see um many details such as warning badge and employer cost and employer dread now we have different tabs such as contract work entries P SS reports and configuration so under configurations we can set the work INRI salaries and everything we won't be discussing uh configuration settings uh through this video so now uh let me um choose uh employees and the contractors would let you to know all the employees currently this is filtered with active employees and

their stat status so when you just remove that you can see all the employees here so currently we haven't set any date and we haven't hired this employ that's why this is said to um null uh as you set a contract from there you can set the hiring date of the employee okay so let me uh go back to the contracts and let me create a new contract for this employee so here we can see all the contracts right now with its status so in order to create a new contract you can just click on

new button this would let you to create a new contract so from the employee um drop- down list you can choose the employee that you want to set so I'm going to uh choose J Francis as my employee and you can create a contract for this employee so here you can give Jaren Francis okay contract so let it be the name and after that you can set a start date the employee can uh just join a company at the beginning of a month that can be first of a month or 15 of a month or

29th of the month so whatever it is you set the contract date so uh once the employee is joining for the company on that day you will be starting a contract of that employee so you can set a contract date if you want to set uh just contract end date you can set that or just keep this field as well this is not mandatory now you can set the department which we have already configured under the employees so that is automatically configured here and you can also set a job position so this uh employee during

transes is a consultant right now and there can be different types of um yeah contract like the employee can be a permanent employee or he might be a temporary employee or he might be a trainee or intern so you can set that from here so I'm going to choose this employee as a permanent employee and we can set uh the person uh as I mean the HR responsible person of this employe so let it Bine admin itself and here you can see as uh the working schedule is set to standard 40 hours which is already

configured under the employee and you can also set a working entry source for this employee that can be working scheduled or based on attendance or based on planning so let me use it as working schedule and we have different apps which would let you to give the uh contract details such as analytic account that is used for um the uh Financial calculation to which account does that effect and all and you can also give notes for uh the contract as well as you can give the salary informations here so I'm going to choose the wage

tape as monthly fixed wage so this employee might be getting an amount um on the basis of monthly for his work okay and you can also give a wage for this uh employee per month so if I'm sitting it as 10,000 this employee will be receiving 10,000 for his work per month now uh if has uh engaged in any part-time work in the organization uh we can just enable which means the HR responsible Mission admin can just enable the field part-time and this would allow you to set the part-time work entry uh type from this

list so here we can see different work entry types and all So currently our employ J transis is not working so so let me uh save this contract so once I save this contract this contract will be automatically configured under the employee module of Jen transis okay so when you just search for uh Jing and you can see a contract will be created on the date and everything will be shown here as uh the contract color is in red color which means that the contract is not uh started to run yet that's why it's shown

as in red color we can also move this contract into a r rening state so once a contract is moved into its rening state the red color will change into green color and that shows that the employee is an active employee in the organization so in order to do do that or make the employee active you can just get into the Smart Tab of the contract and here you can see uh internal Link in order to open the contract and this would allow you to change the state from here so currently I'm uh going to

change the state of the contract from new to rening and here you can see the pay slip of the employee and uh you can just go back to the um employee form and you can see that as the employee is an active uh member or active employee the contract has turned its color to Green uh so now we can also uh discuss now you can just go to the Odo platform of payroll mod and let's see how can we manage salary attachments of an employee so in order to set the salary attachments work entries first

we need to just run uh the contract so in order to create uh salary attachment we have to deal with this salary types and salary structures okay so under the configuration you can see uh structure type so uh we can see different um structure type that is in employee and work uh worker and let's consider the structure type as employee and if you want to restrict this structure type for a particular company you can set the country over here and we can set the wage type uh like it can be monthly fixed wage or harly

uh wage So currently we are using it as monthly fixed wage which uh yeah now you can also set a default schedule pay which means that after every month the employee might be getting a payment for his work and uh we can also set a default working hard as we choose uh standard 40 hours per week as a default working uh hour for the employee and uh for the structure also and under the regular P structure you can just create a regular pay structure and you can also set a work entry tag uh whether it

is a leave or unpaid work inry or sick off or extra hard anything you can be set under this as a requirement of the uh salary structure so now um we also need to consider the regular pay structure okay so in order to manage with this uh pay structure you can just go to the uh structures and we can create a structure so as we are going with the salary structure type as employee we can deal with regular pay so once you get into the internal link uh I mean um not internal link directly to

the salary structure uh s structure name of regular P here we can see the type is employee and we'll be marking this as on work days lines and uh the report will be generated for a sleep and the schedule pay will be based on months and uh the journal will be considering as salary so in order to just uh create a journal entry for salaries we will be we might be creating an entry called salaries okay and here we have different tabs in order to cat the salary so in order to set this we have

to set a python code okay so the basic salary of the employee would be 10,000 and you can see here uh the house relevance that is provided everything so whatever uh uh rules uh you need to set for an employee for his salary calculation all those rules can be added here so the thing is that you have to send a proper python uh code in order to calculate them them so here you can see uh this is the basic salary calculation python codes which would be running under the backend of the OD PL for okay

so upon this uh the basic salary calculations will be uh generated based on the work entries of the employee now you can just save this so I'm not making any changes right now and once uh you just create uh I mean uh structure name you can see we can deal with the uh salary rules okay so here you can see all the rules like with the codes that we are using how uh we will be uh giving that in the salary structure that can be elant or that can be growth or that can be Basics

or we can also set a deduction for this okay so uh now we have set everything and when you go to the contract under salary attachment we can just create a salary attachment which means that sometimes the employee might be um taking Advanced amounts the company or organization so in such cases the uh company won't be uh just holding their salary uh entirely for one of the month they might be taking as installments uh the advanced salary okay so uh you can just create a new one here you can give the name of the employee

who is Jen Frances so I'm choosing Jen Frances as the employee and you need to give a description for this so here I'm giving the name as attachment of jine fine okay and we can choose different types of attachments of salary that can be U attachment of salary or resignment of salary or child support and under the monthly amount field you can set the amount that to be deied or taken by the company uh in order to um compensate the advanced salary or advanced amount that taken by the uh taken uh from the company by

the employee so I'm choosing it as 100 and the total amount will be 1,000 so once I set this total uh amount the estimated end date will be automatically calculated by Odo so it takes three years period in order to give back or compensate the advanced amount that is taken by the employee from the company and if you have any documents regarding this you can just uh I mean uh just consider that and upload over here and you can just click it as Mark as 10 so now we have just started uh this in rending

street so uh once you uh yeah under salary attachments you can see uh this is in trending State and when you just go to uh to pay if you want to make any payment for this you can just go to uh pay slips under that you can uh just click on to pay and this would let you to create a pay Sleep to pay okay so I'm going to choose the employee who is J Francis and uh you can see as you choose the employee uh you can also choose the contract for the employee so

once you choose the employees contract all other details will be automatically configured here so here you can see as the employee is joining on 3rd August he will be having 21 working days okay 21 working days with the total number of working hours the month will be 168 days so when you uh here you can see the total amount that the employee would be receiving in the month so that will be 9,130 43 this is because we know the total amount of the employee I mean total wage of the employee in a month is 10,000

so you can just divide 10,000 with 21 days and you will be getting one day bage of the employee so just multiply uh that with 21 days that will be resulting into 9130 and you can also see an out of contract over here which is two days uh and that won't be calculating now let me uh save this and let me compute the sheet so once I click on compute sheet uh you can see that now let's see how this is uh added in a salary so that you can just go to the pay sleep

and here we have an option to pay so you can just click on to pay this would allow you to make payment and currently we have uh different employees with different reference number let me create a new P Li to be so uh you have to choose the employee here which is mandatory to choose uh the employee and once you choose the employee you will get every contact contract under this employee okay so our employee is Jen Francis so you can just search for that employee once youve search that you can see uh the contract

is currently visible and if you want to add any batch over here now let me save this after that let me create a new batch which is under um the payp so uh here we can see different batches that is already created by oo so let me create a new batch uh which is for August so here you can give it as August 2023 and you can just save this and if you want to generate a pay slip for this you can generate by clicking on this button so I'm going to just add this under

uh to pay okay so here you can see uh that uh now let me choose Jaren Francis the employeed and let me choose the patch that I want okay and after that uh once you uh just add add uh the contract you would be able to see the attachment of this zloy will be automatically configured here now you can just compute the sheet and this would allow you to uh check the computation of the salary okay and uh here we can see the attendance of the employ as this employ is joined on fourth of this

month okay so today uh date is sorry third uh we can consider the uh date of today that is the hiring day of this employee and he will be working for 21 days in this month and he will be having a total working hard as 168 days and the amount he going to receive or credit in his account will be 91343 this is because we know this month can be 20 uh I mean uh 23 days as working but he will be only working for 21 days so in such case we will be deducting 2

days salary and that deducted salary is shown here okay so this can be calculated in set way that we can see uh 10,000 is the total salary of Jen Frances and uh that must be divided with 21 so once you divide uh that with uh the total salary with number of working days you will be getting the wage of one day and you need to multiply the wage of one day with uh number of days that the employ works so you will be getting this amount and here we can also see the other input as

attachment of salary as he has taken uh th000 as the advanced salary TR the company he need to pay 100 uh dollar every month in order to compensate that Advance payment so this uh amount will be deied from his account or from his salary so when you just go to the salary computations you would be able to see all the salary computations that is provided by the company that is basic salary house rent elements um then house conance elements would be uh 800 which is of one quantity with 100 bu days and you can see

um meal voucher everything is shown here and under other info you would be able to give the uh pay slip name then company as well as if you want to sit uh if it has a negative to report you can just enable this Fields And if you want to make any uh payment order you can also enable this field and you can also give other date account uh and all now let me uh create a draft entry for this so once you click on uh create draft entry that will be moving to D State and

you can also set a working entry fold this so under the work entries you would be able to manage all the work entries of this employee and it is shown that this employee is joined on um today which is indicated um okay uh and uh you can see all the other working days of the employee over here now if you want to create a conflict for this employee we can create a conflict for this employee okay so once you go to the work entries here you would be able to see all the work entries of

the employee so these are the attendance of the uh or working days of the employee and this lello cap shows the um yeah conflict in the work uh entry and uh this uh this I mean magenda color shows that the uh employee is on C okay now let's see how can we create uh work entry and you can also see that the two days are set to vacuum as this employee were not an employee of this organization so we can SE this uh we can see that EMP I mean oo has automatically set this SC

as white um okay as they were on Le or such Leaf they are marked in a white cutter now uh let's see how can we create uh yeah What conflict so in order to create a conflict you can just consider the employee and let me um yeah consider the date and time and we'll be creating an the uh work entry for this employee which will be creating uh conflict so let me choose uh the okay you can just copy this data in time and the conflict will be creating once uh the employee receiving yeah what

to say uh might be getting multiple works on the same day so that that can be considered as the uh Conflict for the employee okay so here the black cap shows that uh this employee do not contain any contract running right now so as uh there are no contract running right now we cannot create a conflict for this employee so let me create a conflict for the employee who is um dois so let me click on this P icon and this would let me to create a new contract so here you can see we have

just created the uh conflict not contract conflict so once you just create a conflict all the conflicts will be uh visible under the conflict for who all which all employee has the conflict every details will be getting under this and you can also just click on time off to report okay so under this you would be able to see all the uh time of to report and all so if you want to create a new uh time of to report you can just cck create that so this can be managed from the time of module

so let me uh just go to the time of module and uh here first we need to set a time of type first so let me consider the time of type as yeah paid uh paid time off and you can see all the details that we have given here and every details will be automatically configured right now let's create a new uh time off for Michelle admin for that you can just go to the my time off and let's create a new one so let's create a new one with a new date which will be

now let me apply the date and after that uh you can just uh save this and approve this so here we require second approval and let me go to the payroll module and this would allow you to see the time of of the employees uh so when you go to the time of to report you would be able to see the time of that to report and under Michelle admin uh you would be able to see uh the uh time of and other details uh with yeah P time of with the date and everything so

it is set to Second approval okay this is the one that we have created right now so in order to compute you can just click on to compute if you want to validate that you can just click on validate now uh finally we need to compute this so let me click on to compute this would allow you to compute in current P slip or to uh defer to the next p slip so I'm going to compute this in the current P slip so here you can say that and uh now uh so far we have

discussed almost everything from the payr module now what is left is uh uh rule parameters and Rule categories and other input okay now you can just uh go to the rule salary rule parameter and here you can just create the name and you can set uh code to calculate the salary So based on this rule the salary will be calculating so here we can see a rule that is already configured by Odo with its code and the version PR to use and what parameter value we we need to give and under uh the rule categories

we can also give the name and code uh for each uh salary category so this would allow you create a new category so once you click on new here you can give the name uh code and parent uh so that will be uh considered for the salary uh rule category okay so everything is set here right now and under the other input types you can also set uh like the p uh should be on what code like whether it is a reimbursement whether it is a deduction or salary attachments or assigned salary or child support

now finally we are going to discuss about the reporting session of payroll under the reporting we can get the reports of the payroll and uh you can get different measures with different details such as its basic wage uh basic wage for the time off then uh days of of paid off uh days of unseen absence and days of unpaid time of grow wage then uh you can get the net wage uh number of uh days uh of the I mean uh number of uh days in a month of the employee that has worked number of

hours worked and work uh days and work hours as well as you can also get the count and if you want to insert this into the spreadsheet you can insert that and you can also flip the access and uh you can also expand this and uh if you want to just download the EXs file it is easy to download that and under the reporting of work entry analysis you can get different measures such as St and count and apart from this we have sorting functionalities in order to get the work entries uh analysis and we

can also get the salary attachment reports of the payroll with its measure assignments of salary as a or attachments of salary and child support So currently you can see as you just remove all the reports will be vanished from the VTO if you just uh check this every details will be shown here with the attachments of salaries of each of the employee so hope this concept is clear for you as always stay awesome thank you for watching the [Music] video