Accidents

# Accidents

When managing a fleet, accidents are inevitable. Tracking accidents is crucial for understanding
vehicle maintenance costs and identifying safe drivers.
Odooâs Fleet app offers multiple ways of tracking accidents. Below are step-by-step instructions
for one possible method to monitor accidents and repair costs.

## Structure

For this use case, go to Fleet app â£ Fleet â£ Services . On the service
form , two service types are created: Accident - Driver's Fault and Accident - No Fault .
`Accident-Driver'sFault`
`Accident-NoFault`
This setup records repairs associated with accidents and organizes them by fault.
When an accident occurs, a service record is created. The specific repairs needed for the accident
are logged in the Description of the service record, and the details about the accident are logged
in the Notes section.
With this organizational structure, it is possible to view all accidents organized by fault, car,
driver, or cost.
To manage accidents, the creation of service records is required .
Refer to the Services documentation for detailed instructions on creating service records
in Odooâs Fleet app.

## Log accidents and repairs

To log an accident and initiate the repair process, the first step is to create a service
record detailing the specific repairs needed.
Some accidents require multiple repairs with several different vendors. For these scenarios, a
separate service record is needed for each vendor performing repairs. To keep records organized,
it is recommended to keep the Notes field identical, and attach the same important
documentation, such as a police report.
Navigate to Fleet app â£ Fleet â£ Services to view the main Services dashboard. Click New in the top-left corner, and a blank service form loads.
Enter the following information on the form:
- Description : enter the description of repairs needed to fully repair the vehicle, such
as Bodywork , Windshield Replacement , or Replacement Bumper, Tires, and Windows .
Description : enter the description of repairs needed to fully repair the vehicle, such
as Bodywork , Windshield Replacement , or Replacement Bumper, Tires, and Windows .
`Bodywork`
`WindshieldReplacement`
`ReplacementBumper,Tires,andWindows`
- Service Type : for this example, select either Accident - Driver's Fault or Accident - No Fault , depending on the situation. When entering either of these two Service Types for the first time, type in the new
service type, then click Create (new service type) . A Create Service Type pop-up window appears, with the new service type populating the Name field. In the Category field, select Service from the drop-down menu, then click the Save & Close button. Once an accident service type has been added to the database, it is available to select from the
drop-down menu in the Service Type field.
Service Type : for this example, select either Accident - Driver's Fault or Accident - No Fault , depending on the situation.
`Accident-Driver'sFault`
`Accident-NoFault`
When entering either of these two Service Types for the first time, type in the new
service type, then click Create (new service type) . A Create Service Type pop-up window appears, with the new service type populating the Name field. In the Category field, select Service from the drop-down menu, then click the Save & Close button.
Once an accident service type has been added to the database, it is available to select from the
drop-down menu in the Service Type field.
- Date : using the calendar popover window, select the date the accident occurred.
Navigate to the desired month using the (arrow) icons, then click the date to select it.
Date : using the calendar popover window, select the date the accident occurred.
Navigate to the desired month using the (arrow) icons, then click the date to select it.
- Cost : leave this field blank, as the repair cost is not yet known.
Cost : leave this field blank, as the repair cost is not yet known.
- Vendor : select the vendor performing the repairs using the drop-down menu. If the
vendor has not already been entered in the system, type in the vendor name, and click either Create to add them, or Create and editâ¦ to add and configure the
vendor .
Vendor : select the vendor performing the repairs using the drop-down menu. If the
vendor has not already been entered in the system, type in the vendor name, and click either Create to add them, or Create and editâ¦ to add and configure the
vendor .
- Vehicle : select the vehicle that was in the accident from the drop-down menu. When the
vehicle is selected, the Driver field is populated, and the unit of measure for the Odometer Value field appears.
Vehicle : select the vehicle that was in the accident from the drop-down menu. When the
vehicle is selected, the Driver field is populated, and the unit of measure for the Odometer Value field appears.
- Driver : the current driver listed for the selected vehicle populates this field when
the Vehicle is selected. If a different driver was operating the vehicle when the
accident occurred, select the correct driver from the drop-down menu.
Driver : the current driver listed for the selected vehicle populates this field when
the Vehicle is selected. If a different driver was operating the vehicle when the
accident occurred, select the correct driver from the drop-down menu.
- Odometer Value : enter the odometer reading when the accident occurred. The units of
measure are either in kilometers ( km ) or miles ( mi ), depending on how the
selected vehicle was configured.
Odometer Value : enter the odometer reading when the accident occurred. The units of
measure are either in kilometers ( km ) or miles ( mi ), depending on how the
selected vehicle was configured.
- NOTES : enter the specific details of the accident at the bottom of the service form,
such as Hit a deer or Rear-ended at an intersection while stopped .
NOTES : enter the specific details of the accident at the bottom of the service form,
such as Hit a deer or Rear-ended at an intersection while stopped .
`Hitadeer`
`Rear-endedatanintersectionwhilestopped`
Odoo provides the ability to attach any important paperwork, such as repair estimates and police
reports, to the service record. To do so, click the (paperclip) icon, located in the chatter of the form, and a file explorer pop-up window appears. Navigate to
the desired record, and click Open to upload the file.
Once a file is added to a service record, a Files section appears in the chatter .
To attach more records, click Attach files to add more
documents.

## Service stages

In Odooâs Fleet app, there are four default service stages:
The default stage when a service record is created. The service has been requested, but
repairs have not begun. The Cost field for this stage remains zero.
The repair is in-process, but not yet complete. The estimate for repairs is listed in the Cost field.
All repairs listed on the service form have been completed. The Cost field is
updated to reflect the final total cost charged for the repairs.
The service request has been cancelled.
During the repair process, change the service status to reflect the vehicleâs current state in one
of two ways: on the individual service record , or in the Kanban
service view .

### Service record

Open the main Services dashboard, by navigating to Fleet app â£ Fleet â£
Services . Next, click on the individual service record to open the detailed service form. Click the
desired stage in the top-right corner, above the service form, to change the status.

### Kanban view

Open the main Services dashboard, by navigating to Fleet app â£ Fleet â£
Services . First, click the Kanban icon in the top-right of the
screen, which organizes all repairs by vehicle.
Next, remove the default Service Type filter in the search bar. Upon doing so, all
services appear in a Kanban view, organized by their respective Status .
Drag-and-drop the service record to the desired stage.

## Accident reporting

One of the main reasons to track accidents using the method outlined in this document is the ability
to view the total accident cost, determine the safest drivers, and calculate the actual total cost
for specific vehicles.
The main Services dashboard displays all the various accident
information, while the Reporting dashboard displays the total
cost for specific vehicles.

### Services dashboard

Navigate to Fleet app â£ Fleet â£ Services to view the Services dashboard. All service records are displayed in a (List) view,
grouped alphabetically, by Service Type .
The two service types created for accident tracking appear in the list: Accident - Driver
Fault and Accident - No Fault .
Each grouping displays the number of records within each type, and lists the individual records
beneath each grouping title.
In this example, there are three accidents where the driver was at fault, and one accident that
was not the driverâs fault. This dashboard also displays the estimated total Cost for
all the accidents in each group.
An estimated $3,284.00 dollars are costs from driver-caused accident repairs. The no-fault
accident has no cost associated with it, since the repair has not been completed, and no estimate
exists yet.
`$3,284.00`
The total Cost calculates all costs on the repair form, including estimated
costs, as well as final repair costs. This number may not be accurate, if there are any repairs
in the Running stage, and the final bill has not yet been calculated.

### Reporting dashboard

Navigate to Fleet app â£ Reporting â£ Costs to view the Cost
Analysis report. This report displays a (Bar Chart) of all Contract and Service costs for the current year, organized by month
( Date : (year) ), by default. The Sum , represented by a gray dotted line, is
the combined total of both the Contract and Service costs.
To view the total cost by vehicle, click the (Toggle Search Bar) icon at the right of the search bar, revealing a drop-down menu. Click Vehicle in the Group By column, and the data is organized by vehicle.
This displays the true cost for each vehicle, including both the contract cost (such as the monthly
vehicle lease cost) and all service costs, including all accidents. Hover over a column to reveal a
data popover window, which displays the vehicle name and the total cost. This allows for a more
complete view of the vehicle cost.
To view the individual cost details for both contract costs and repairs, click the (Pivot) icon in the top-right corner of the Cost
Analysis dashboard. This displays each vehicle on a separate line, and displays the Contract cost and Service cost, as well as the Total cost.
The (Pivot) view organizes the data by vehicle, by default,
therefore grouping the data by Vehicle is not required. If this filer is already
activated, it does not affect the presented data.

## Manage accident repairs

For companies with multiple employees, who manage a large fleet of vehicles, displaying only service
records in the New and Running stages can be time-saving, if there are a
large number of records in the Services dashboard.
Navigate to Fleet app â£ Fleet â£ Services , where all service requests are
organized by Service Type . Next, click the (Toggle
Search Panel) icon at the right of the search bar, revealing a drop-down menu. Click Add
Custom Filter in the Filters column, and a Add Custom
Filter pop-up window appears.
Three drop-down fields need to be configured on the pop-up window.
In the first field, scroll down, and select Stage .
Leave the second field set to = .
Select Running from the drop-down menu in the last field.
Next, click the (plus) icon to the right of the last field, and an
identical rule appears beneath the current rule.
Then, change Running to New in the third field of the second rule, leaving
the other fields as-is.
Click the Add button at the bottom to add the new custom filter.
This slight modification only presents services in the New and Running stages. This is a helpful report for a company managing a high number of repairs at any given time.
To have this report appear as the default report when opening the Services dashboard,
click the (Toggle Search Panel) icon at the far-right of the
search bar. Next, click Save current search , beneath the Favorites column, which reveals another drop-down column beneath it. Tick the checkbox
beside Default Filter , then click Save . Then, this customized Services dashboard appears, by default, any time the Services dashboard is
accessed.

Structure
Log accidents and repairs
Service stages
Service record
Kanban view
Accident reporting
Services dashboard
Reporting dashboard
Manage accident repairs


Cost analysis report

# Cost analysis report

The Fleet app allows for analysis on total vehicle costs , including
both contract costs and service and repair charges. Data can be adjusted to view total costs by vehicle or driver . Additionally, costs can be
compared with the previous year, quarter, or month, to view changes in fleet costs over time.

## Total costs

To view the Cost Analysis Report , navigate to Fleet app â£ Reporting â£ Costs .
The default report shows a bar chart of service and contract costs for the current year, organized
by month.
In this report, it is possible to determine that June had the highest total costs, with almost
$14,000 dollars in contract and repair costs, while January had the lowest costs, with less than
$2,000 of contract costs and no repairs.

## Cost by vehicle

Some companies want to view costs not by month, but by vehicle. This allows fleet managers to
determine which vehicles cost the most to keep on the road, aiding in decision making for future
purchases and repairs.
To view these metrics, open the default cost analysis report . Next, click
into the search bar, and click Vehicle under the Group By column.
From this report, it can be determined the Toyota Corolla with the license plate STU-1718 cost the most, with almost $14,000 in costs for the year. Additionally, the both Nissan Micro vehicles and the Ford Focus cost the least, with under $5,000 in total costs each.
`ToyotaCorolla`
`STU-1718`
`NissanMicro`
`FordFocus`

## Cost by driver

Another useful metric is to determine which drivers incur the most repair costs, allowing fleet
managers to determine which vehicles to assign which drivers. To view this configuration, open the
default cost analysis report . Next, click into the search bar, and click Driver under the Group By column. Finally, click the (Pivot) icon.
The report now shows the totals for both Contract and Service costs for each
driver in the database. This allows fleet managers to see which drivers incur the most repair costs.
This report shows that Sandra Elvis had no service costs for the year, while both Doris Cole and David Armstrong had almost $9,000 in repairs. While this does not explain why those two
drivers incurred the most costs, it is possible for the fleet manager to investigate the
service records for those two drivers, to determine why there were such
high costs for the year.
`SandraElvis`
`DorisCole`
`DavidArmstrong`

## Detailed comparison

All reports in the Fleet app are able to compare costs from previous time periods, either year,
quarter, or month. To view a detailed cost comparison between the third and fourth quarter, open the
default cost analysis report , then click the (Pivot) icon. Next, click into the search bar and click Q4 in the Filters column, then Date: Previous Period in the Comparison column.
The report now shows detailed contract and service costs for each vehicle, with a Variation column, showing increases or decreases in costs from the third and fourth
quarter of the current year.
In this example, it can be determined that the Ford Focus had the greatest change in terms of
lowered total costs, with a 75.25% reduction in costs. Additionally, the Nissan Micro with the
license plate of DEF-456 was the only vehicle with an overall increase in total costs, with an
increase of 41.78%.
`FordFocus`
`NissanMicro`
`DEF-456`

Total costs
Cost by vehicle
Cost by driver
Detailed comparison


Models & manufacturers

# Models & manufacturers

Odooâs Fleet app categorizes each vehicle by manufacturer and model (e.g. BMW , X2 ).
Before the vehicle can be added to the Odoo database, its manufacturer and a model records must already exist in the database.
`BMW`
`X2`

## Manufacturers

Odooâs Fleet app comes preconfigured with sixty-six commonly used car and bicycle manufacturers
in the database, along with their logos. To view the pre-loaded manufacturers, go to Fleet app â£ Configuration â£ Manufacturers .
The default filter, With Models , displays only manufacturers that already have vehicle
models. Remove the default filter to view all manufacturers.
Manufacturers re listed alphabetically, and each card shows how many specific models are configured for each particular manufacturer.

### Add a manufacturer

To add a new manufacturer to the database, click New in the upper-left corner, to open a
blank manufacturers form. Type the name of the manufacturer in the Name field, and
select an image to upload for the logo.

## Models

When adding a vehicle to the fleet, specify the vehicle model to maintain updated records, which
keeps track of specific details, like maintenance schedules and parts compatibility.
Unlike manufacturers , models do not come preconfigured in the Fleet app. When a new vehicle model joins the fleet, the model (and, if necessary, the
manufacturer) must be added to the database .

### Add a model

To add a new vehicle model, navigate to Fleet app â£ Configuration â£ Models .
Click New in the upper-left corner, and enter the following information on the new model
form.
Depending on the installed localization , some fields
or sections may not appear.
- Model name : Enter the model name in the field.
Model name : Enter the model name in the field.
- Manufacturer : Using the drop-down menu, select the manufacturer. If it is not
configured, add the manufacturer
Manufacturer : Using the drop-down menu, select the manufacturer. If it is not
configured, add the manufacturer
- Vehicle Type : Using the drop-down menu, select one of two preconfigured vehicle types,
either Car or Bike . Important Additional vehicle types can not be added. Fleet keeps them fixed to preserve its Payroll integration, where vehicles may count as employee benefits.
Vehicle Type : Using the drop-down menu, select one of two preconfigured vehicle types,
either Car or Bike .
Additional vehicle types can not be added. Fleet keeps them fixed to preserve its Payroll integration, where vehicles may count as employee benefits.
- Category : Using the drop-down menu, select a category for
the vehicle or create a new one .
Category : Using the drop-down menu, select a category for
the vehicle or create a new one .

### Information tab

In the Information tab, specify details about the car model, such as the car size,
passenger capacity, cost settings (applicable to the Belgium localization only), and engine
information.

#### Model

- Seats Number : Enter how many passengers the vehicle can accommodate.
Seats Number : Enter how many passengers the vehicle can accommodate.
- Doors Number : Enter the number of doors the vehicle has.
Doors Number : Enter the number of doors the vehicle has.
- Model Year : Enter the year the vehicle was manufactured.
Model Year : Enter the year the vehicle was manufactured.
- Trailer Hitch : Tick this checkbox if the vehicle has a trailer hitch installed.
Trailer Hitch : Tick this checkbox if the vehicle has a trailer hitch installed.

#### Salary

The Salary section only appears if the company has their localization setting set to
Belgium. The cost values are all monthly , with the exception of the Catalog Value (VAT
Incl.) .
- Can be requested : Tick this checkbox if employees can request this model vehicle, if a
vehicle is part of their employee contract.
Can be requested : Tick this checkbox if employees can request this model vehicle, if a
vehicle is part of their employee contract.
- Catalog Value (VAT Incl.) : enter the MSRP for the vehicle at the time of purchase or lease.
Catalog Value (VAT Incl.) : enter the MSRP for the vehicle at the time of purchase or lease.
- C02 fee : Represents the carbon dioxide emission fee paid to the Belgian government.
This value is automatically calculated, based on Belgian laws and regulations, and cannot be
modified. The value is based on the figure entered in the CO2 Emissions field (in the Engine section of the Information tab) on the vehicle form.
C02 fee : Represents the carbon dioxide emission fee paid to the Belgian government.
This value is automatically calculated, based on Belgian laws and regulations, and cannot be
modified. The value is based on the figure entered in the CO2 Emissions field (in the Engine section of the Information tab) on the vehicle form.
Modifying the CO2 Emissions field adjusts the value in the CO2 fee field.
- Cost (Depreciated) : Enter the monthly vehicle cost, which appears in the salary
configurator for future employees. This value impacts the gross and net salary of the employee
assigned to the vehicle. This figure is depreciated over time, according to local tax laws. The Cost (Depreciated) does not depreciate automatically on the vehicle model , it
only depreciates based on the contract linked to a specific vehicle.
Cost (Depreciated) : Enter the monthly vehicle cost, which appears in the salary
configurator for future employees. This value impacts the gross and net salary of the employee
assigned to the vehicle. This figure is depreciated over time, according to local tax laws. The Cost (Depreciated) does not depreciate automatically on the vehicle model , it
only depreciates based on the contract linked to a specific vehicle.
- Total Cost (Depreciated) : This value is the combination of the Cost
(Depreciated) and the C02 fee fields. It also depreciated over time.
Total Cost (Depreciated) : This value is the combination of the Cost
(Depreciated) and the C02 fee fields. It also depreciated over time.

#### Engine

- Fuel Type : Using the drop-down menu, select the type of fuel the vehicle uses. The
default options are Diesel , Gasoline , Full Hybrid Plug-in Hybrid Diesel , Plug-in Hybrid Gasoline , CNG , LPG , Hydrogen , or Electric .
Fuel Type : Using the drop-down menu, select the type of fuel the vehicle uses. The
default options are Diesel , Gasoline , Full Hybrid Plug-in Hybrid Diesel , Plug-in Hybrid Gasoline , CNG , LPG , Hydrogen , or Electric .
- Range : Enter the distance the vehicle can travel on one tank of gas, or one battery
charge, in kilometers.
Range : Enter the distance the vehicle can travel on one tank of gas, or one battery
charge, in kilometers.
- CO2 Emissions : Enter the average carbon dioxide emissions the vehicle produces in
grams per kilometer (g/km). This information is provided by the car manufacturer.
CO2 Emissions : Enter the average carbon dioxide emissions the vehicle produces in
grams per kilometer (g/km). This information is provided by the car manufacturer.
- CO2 Standard : Enter the standard amount of carbon dioxide in grams per kilometer
(g/km) for a similar-sized vehicle.
CO2 Standard : Enter the standard amount of carbon dioxide in grams per kilometer
(g/km) for a similar-sized vehicle.
- Transmission : Using the drop-down menu, select the type of transmission, either Manual or Automatic .
Transmission : Using the drop-down menu, select the type of transmission, either Manual or Automatic .
- Power Unit : Using the drop-down menu, select how the vehicleâs power is measured,
either in kilowatts or horsepower.
Power Unit : Using the drop-down menu, select how the vehicleâs power is measured,
either in kilowatts or horsepower.
- Power : If the vehicle is electric or hybrid, enter the power the vehicle uses in
kilowatts ( kW ). This field only appears if kW is selected for the Power field.
Power : If the vehicle is electric or hybrid, enter the power the vehicle uses in
kilowatts ( kW ). This field only appears if kW is selected for the Power field.
- Horsepower : Enter the vehicleâs horsepower in this field. This field only appears if Horsepower is selected for the Power field.
Horsepower : Enter the vehicleâs horsepower in this field. This field only appears if Horsepower is selected for the Power field.
- Horsepower Taxation : Enter the amount that is taxed, based on the size of the
vehicleâs engine. This is determined by local taxes and regulations, and varies depending on the
location. It is recommended to check with the accounting department to ensure this value is
correct. This field only appears if Horsepower is selected for the Power field.
Horsepower Taxation : Enter the amount that is taxed, based on the size of the
vehicleâs engine. This is determined by local taxes and regulations, and varies depending on the
location. It is recommended to check with the accounting department to ensure this value is
correct. This field only appears if Horsepower is selected for the Power field.
- Horsepower Taxation : Enter the amount of taxes incurred according to the engine
specifications. The number is dependent on the local tax laws, therefore it is recommended to
check with the accounting department to ensure the correct taxation amount is entered. This field
only appears if the Power field is set to Horsepower .
Horsepower Taxation : Enter the amount of taxes incurred according to the engine
specifications. The number is dependent on the local tax laws, therefore it is recommended to
check with the accounting department to ensure the correct taxation amount is entered. This field
only appears if the Power field is set to Horsepower .
- Tax Deduction : The percentage that can be deducted from taxes is populated based on
the localization, and cannot be modified. This field only appears for certain localizations.
Tax Deduction : The percentage that can be deducted from taxes is populated based on
the localization, and cannot be modified. This field only appears for certain localizations.

### Vendors tab

Specify the vendors a vehicle can be purchased from in this tab. With proper setup, requests
for quotations for vehicles can be created
through Odooâs Purchase app.
To add a vendor, click Add in the upper-left corner of the Vendors tab. This
opens an Add: Vendors pop-up window, with a list of all the vendors currently in the
database. Add a vendor by ticking the checkbox next to the vendor name, then click Select . No limitations exist on the number of vendors that can be added to this list.
If a vendor is not already in the database, add a vendor by clicking New in the
bottom-left of the Add: Vendors pop-up window. In the Create Vendors form
that appears, enter the necessary information, then click Save & Close to add the
vendor, or click Save & New to add the current vendor and create another new vendor.

## Model category

To aid with fleet organization, it is recommended to have vehicle models housed under a specific
category. Model categories are set on the vehicle model form .
Odoo does not come with any categories preconfigured; all categories must be added.
To view any categories currently set up in the database, navigate to Fleet app â£
Configuration â£ Categories . All categories are displayed in a list view.

### Add a new model category

To add a new category, click the New button in the top-left corner of the Categories dashboard. A new entry line appears at the bottom of the list. Type in the
new category, then either click Save , or click anywhere on the screen, to save the
entry.
To reorganize how the categories appear in the list, click on the (draggable) icon to the left of any desired category name, and drag the line to the
desired position.
The order of the list does not affect the database in any way. However, it may be preferable to
view the vehicle categories in a specific order, for example, by size, or the number of passengers
the vehicle can carry.
When used with the Inventory app, the Max Weight and Max Volume fields track a vehicleâs capacity. This helps manage in-house deliveries by showing how
much space and weight remain for loading products .

Manufacturers
Add a manufacturer
Models
Add a model
Information tab
Vendors tab
Model category
Add a new model category


Adding vehicles

# Adding vehicles

Odooâs Fleet app manages all vehicles, and the accompanying documentation that comes with
vehicle maintenance and driver records.
Upon opening the Fleet application, all vehicles are organized within the Vehicles dashboard, which is the default dashboard. Each vehicle is displayed in its
corresponding Kanban stage, based on its status. The default stages are New Request , To Order , Registered , and Downgraded .

## Settings

Before registering any vehicles, review two Fleet settings that directly affect day-to-day
operations and employee benefits:
- End Date Contract Alert â emails the contractâs Responsible person a
set number of days before the vehicle agreement expires, so renewals or returns arenât missed.
End Date Contract Alert â emails the contractâs Responsible person a
set number of days before the vehicle agreement expires, so renewals or returns arenât missed.
- New Vehicle Request â (Belgian Payroll localization only) blocks employees
from requesting a new company car through the salary configurator, once the available vehicles
already exceeds the defined limit, helping control benefits costs.
New Vehicle Request â (Belgian Payroll localization only) blocks employees
from requesting a new company car through the salary configurator, once the available vehicles
already exceeds the defined limit, helping control benefits costs.
To access the settings menu, go to Fleet app â£ Configuration â£ Settings .

### End Date Contract Alert

The End Date Contract Alert field shows how many days before the end of a vehicle
contract an alert should be sent. The responsible parties receive an
email informing them that a vehicle contract is about to expire in the number of days defined in
this field.

#### Responsible parties

To determine the responsible person is for a contract, open an individual contract. The person
listed as Responsible under the Contract Information section of the contract
receives the alert.
To open a contract from a list of all contracts, navigate to Fleet app â£ Fleet â£
Contracts and all contracts appear in the list. Click on a Contract to open it. In the Information section of the contract, look under Responsible to see who
receives expiration alerts.
An individual contract can also be opened from a specific vehicle by navigating to Fleet app â£ Fleet â£ Fleet and clicking on an individual vehicle. On the vehicle
form, click the Contracts smart button at the top of the page. Only contracts associated
with the vehicle appear in the list. Click on an individual contract to open it. The Responsible person is listed on the contract.

### New Vehicle Request (Belgian Payroll - Fleet)

Enter the maximum fleet size that may be reached through the salary-configurator flow. When the
total number of available vehicles (vehicles without an assigned driver) is equal to or below this
limit, employees can request a new company car. Once the available vehicles exceeds the limit, the
request option is hidden.
If the New Vehicle Request limit is set to 20 vehicles, and there are 25 vehicles
available, employees cannot request a new car and must select from the 25 already available. If
there are only 10 cars available, then the employee would be able to request a new vehicle.
This settings option only appears if the Belgian-Payroll-Fleet module is
installed for the Belgian localization.

## Add a vehicle

To add a new vehicle to the fleet from the Vehicles dashboard, click the New button in the top-left corner, and a blank vehicle form loads. Then, proceed to enter the vehicle
information on the vehicle form.

## Vehicle form fields

- Model : Using the drop-down menu, select the vehicleâs model. Once a model is selected,
additional fields may appear on the form. If the model is not listed, type in the model name, and
click either Create âmodelâ , or Create and editâ¦ to create a new
model and edit the model details .
Model : Using the drop-down menu, select the vehicleâs model. Once a model is selected,
additional fields may appear on the form. If the model is not listed, type in the model name, and
click either Create âmodelâ , or Create and editâ¦ to create a new
model and edit the model details .
- License Plate : Enter the vehicleâs license plate number.
License Plate : Enter the vehicleâs license plate number.
- Tags : Select any tags from the drop-down menu, or type in a new tag. There is no limit
on the amount of tags that can be selected.
Tags : Select any tags from the drop-down menu, or type in a new tag. There is no limit
on the amount of tags that can be selected.
The Model is the only required field on the new vehicle form. When a model is
selected, other fields appear on the vehicle form, and relevant information auto-populates the
fields that apply to the model. If some of the fields do not appear, this may indicate there is
no model selected.

### Driver

This section of the vehicle form relates to the person who is currently driving the car, as well as
any plans for a change in the driver in the future, and when.
- Driver : Using the drop-down menu, select the driver for the vehicle. If the driver is
not listed, create the new driver, and edit the driver details . Important A driver does not have to be an employee. When creating a new driver, the driver is added to
the Fleet app, not the Employees app. If the Contacts app is installed, the driver information is also stored there.
Driver : Using the drop-down menu, select the driver for the vehicle. If the driver is
not listed, create the new driver, and edit the driver details .
A driver does not have to be an employee. When creating a new driver, the driver is added to
the Fleet app, not the Employees app.
If the Contacts app is installed, the driver information is also stored there.
- Mobility Card : If the selected driver has a mobility card (such as a gas card) listed
on their employee record in the Employees application, the mobility card number automatically
appears in this field. If there is no mobility card listed, and one should be added, edit
the employee record in the Employees application.
Mobility Card : If the selected driver has a mobility card (such as a gas card) listed
on their employee record in the Employees application, the mobility card number automatically
appears in this field. If there is no mobility card listed, and one should be added, edit
the employee record in the Employees application.
- Future Driver : If the next driver for the vehicle is known, select the next driver
from the drop-down menu. Or, type in the next driver and click either Create âfuture
driverâ or Create and editâ¦ to create a new future driver, and edit the
driver details . Note If this field is populated, a Apply New Driver button appears on the vehicle form.
Click the Apply New Driver button to change the driver information.
Future Driver : If the next driver for the vehicle is known, select the next driver
from the drop-down menu. Or, type in the next driver and click either Create âfuture
driverâ or Create and editâ¦ to create a new future driver, and edit the
driver details .
If this field is populated, a Apply New Driver button appears on the vehicle form.
Click the Apply New Driver button to change the driver information.
- Plan To Change Car : Tick this box when the current driver already knows theyâll switch
to another vehicle, whether they are awaiting an ordered car, using this one only temporarily, or
are leaving the company.
Plan To Change Car : Tick this box when the current driver already knows theyâll switch
to another vehicle, whether they are awaiting an ordered car, using this one only temporarily, or
are leaving the company.
- Assignment Date : Using the calendar selector, select when the vehicle is available for
another driver. If this field is left blank, that indicates the vehicle is currently available,
and can be assigned to another driver. If it is populated, the vehicle is not available for
another driver until the selected date.
Assignment Date : Using the calendar selector, select when the vehicle is available for
another driver. If this field is left blank, that indicates the vehicle is currently available,
and can be assigned to another driver. If it is populated, the vehicle is not available for
another driver until the selected date.
- Company : Select the company from the drop-down menu. This field only appears in a
multi-company database.
Company : Select the company from the drop-down menu. This field only appears in a
multi-company database.

#### Create a new driver

If a driver is not already in the system, the new driver should first be configured and added to the
database. A new driver can be added either from the Driver or Future Driver fields on the vehicle form .
First, type in the name of the new driver in either the Driver or Future
Driver field, then click Create and editâ¦ . A Create Driver or Create Future Driver form appears, depending on which field initiated the form.
Both the Create Driver and Create Future Driver forms are identical, and are
stored in the Contacts app. Configure the new contact , then
click Save & Close .
Depending on the installed applications, different tabs or fields may be visible on the Create Driver and Create Future Driver forms.

### Vehicle

This section captures key physical details of a vehicle. Selecting an existing Model may auto-fill
some fields.
Fill in the following fields on the form:
- Category : Using the drop-down menu, select the vehicle category from the available
options. If the Inventory app is installed, the category affects any configured dispatch
management system .
Category : Using the drop-down menu, select the vehicle category from the available
options. If the Inventory app is installed, the category affects any configured dispatch
management system .
- Order Date : Using the calendar selector, select the date the vehicle was ordered.
Keeping track of how long vehicles have been in the fleet can help when making decisions on
expensive repairs, or help decide when to surrender a vehicle.
Order Date : Using the calendar selector, select the date the vehicle was ordered.
Keeping track of how long vehicles have been in the fleet can help when making decisions on
expensive repairs, or help decide when to surrender a vehicle.
- Registration Date : Using the calendar selector, select the date the vehicle was
registered. Many regions require proper registration, so keeping track of registration dates is
important.
Registration Date : Using the calendar selector, select the date the vehicle was
registered. Many regions require proper registration, so keeping track of registration dates is
important.
- Cancellation Date : Using the calendar selector, select the date the vehicle lease
expires, or when the vehicle is no longer part of the fleet (e.g., sold, plates surrendered).
Cancellation Date : Using the calendar selector, select the date the vehicle lease
expires, or when the vehicle is no longer part of the fleet (e.g., sold, plates surrendered).
- Chassis Number : Enter the chassis number in the field. This is known in some countries
as the VIN number. Every vehicle has a unique number, so
in the event of a theft or accident, a vehicle can be identified with this unique number.
Chassis Number : Enter the chassis number in the field. This is known in some countries
as the VIN number. Every vehicle has a unique number, so
in the event of a theft or accident, a vehicle can be identified with this unique number.
- Last Odometer : Enter the last known odometer reading in the number field. Using the
drop-down menu next to the number field, select whether the odometer reading is in kilometers (km) or miles (mi) . Keeping track of a vehicleâs mileage is crucial when
determining the value of the vehicle for both tax purposes and resale value.
Last Odometer : Enter the last known odometer reading in the number field. Using the
drop-down menu next to the number field, select whether the odometer reading is in kilometers (km) or miles (mi) . Keeping track of a vehicleâs mileage is crucial when
determining the value of the vehicle for both tax purposes and resale value.
- Fleet Manager : Select the fleet manager from the drop-down menu, or type in a new
fleet manager, and click either Create or Create and editâ¦ .
Fleet Manager : Select the fleet manager from the drop-down menu, or type in a new
fleet manager, and click either Create or Create and editâ¦ .
- Location : Type in the specific location where the vehicle is typically located in this
field. The entry should clearly explain where the vehicle can be found, such as Main Garage or Building 2 Parking Lot . This is crucial information for companies with many locations where
vehicles are stored.
Location : Type in the specific location where the vehicle is typically located in this
field. The entry should clearly explain where the vehicle can be found, such as Main Garage or Building 2 Parking Lot . This is crucial information for companies with many locations where
vehicles are stored.
`MainGarage`
`Building2ParkingLot`

### Tax Info tab

Depending on the localization setting for the database, and what additional applications are
installed, other fields may be present on the form.
The sections below are default and appear for all vehicles, regardless of other installed
applications or localization settings.

#### Fiscality

- Horsepower Taxation : Enter the amount that is taxed based on the size of the vehicleâs
engine. This is determined by local taxes and regulations, and varies depending on the location.
It is recommended to check with the accounting department to ensure this value is correct.
Horsepower Taxation : Enter the amount that is taxed based on the size of the vehicleâs
engine. This is determined by local taxes and regulations, and varies depending on the location.
It is recommended to check with the accounting department to ensure this value is correct.
- Disallowed Expenses Rate : Configure the dates and percentages of the vehicle-related
costs (fuel, maintenance, depreciation, etc.) that cannot be deducted from the companyâs
taxable income.
Disallowed Expenses Rate : Configure the dates and percentages of the vehicle-related
costs (fuel, maintenance, depreciation, etc.) that cannot be deducted from the companyâs
taxable income.

#### Contract

- First Contract Date : Select the start date for the vehicleâs first contract using the
calendar selector. Typically this is the day the vehicle is purchased or leased.
First Contract Date : Select the start date for the vehicleâs first contract using the
calendar selector. Typically this is the day the vehicle is purchased or leased.
- Catalog Value (VAT Incl.) : Enter the MSRP for the vehicle at the time of purchase or lease.
Catalog Value (VAT Incl.) : Enter the MSRP for the vehicle at the time of purchase or lease.
- Purchase Value : Enter the purchase price or the original value of the lease for the
vehicle.
Purchase Value : Enter the purchase price or the original value of the lease for the
vehicle.
- Residual Value : Enter the current value of the vehicle.
Residual Value : Enter the current value of the vehicle.
The values listed above affect the accounting department. It is recommended to check with the
accounting department for more information and/or assistance with these values.

### Model tab

If the model for the new vehicle is already configured in the database, the MODEL and ENGINE sections are populated with the corresponding information. If the model is not already in the database and the Model tab needs to be configured, configure the
new vehicle model .
Check the information in the Model tab to ensure it is accurate. For example, the color
of the vehicle, or if a trailer hitch is installed, are examples of common information that may need
updating.

### Note tab

Enter any notes for the vehicle in this section.
- Models & manufacturers
Models & manufacturers
- Services
- Accidents


Services

# Services

To properly maintain a fleet of vehicles, regular maintenance as well as periodic repairs are
needed. Scheduling repairs and managing services for an entire fleet is necessary to ensure all
vehicles are in good working order when they are needed.
Services, such as regular maintenance, like oil changes or tire rotations, can be logged in advance.
Other repairs are logged as they occur.

## Create service records

To log a service for a vehicle, go to the main Services dashboard by navigating to Fleet app â£ Fleet â£ Services . Open a new service form by clicking the New button in the top-left corner.
Fill out the information on the form. The only two fields that are required to be populated are Service Type and Vehicle .
The fields on the form are:
- Description : Enter a brief description of the service in this field.
Description : Enter a brief description of the service in this field.
- Service Type : Using the drop-down menu, select the type of service performed. If the
desired service does not exist, enter a new type of service, and click either Create
â(service type)â or Create and editâ¦ to add the service type and configure it . Important Only one Service Type comes preconfigured in Odoo: Vendor Bill .
Service Type : Using the drop-down menu, select the type of service performed. If the
desired service does not exist, enter a new type of service, and click either Create
â(service type)â or Create and editâ¦ to add the service type and configure it .
Only one Service Type comes preconfigured in Odoo: Vendor Bill .
- Date : Using the calendar selector, select the date the service was provided, or is
scheduled to be performed. Navigate to the desired month using the (arrow) icons, then click on the date to select it.
Date : Using the calendar selector, select the date the service was provided, or is
scheduled to be performed. Navigate to the desired month using the (arrow) icons, then click on the date to select it.
- Cost : Enter the estimated cost of the service, if available. If the service is for a
future repair, this field should be left blank. This field is updated as estimates are received,
and again, when the final repair cost is known.
Cost : Enter the estimated cost of the service, if available. If the service is for a
future repair, this field should be left blank. This field is updated as estimates are received,
and again, when the final repair cost is known.
- Vendor : Using the drop-down menu, select the vendor who is performing the service. If
the vendor has not already been entered in the system, add and configure the vendor .
Vendor : Using the drop-down menu, select the vendor who is performing the service. If
the vendor has not already been entered in the system, add and configure the vendor .
- Vehicle : Using the drop-down menu, select the vehicle that was serviced. When the
vehicle is selected, the Driver field is populated, and the unit of measure for the Odometer Value field appears.
Vehicle : Using the drop-down menu, select the vehicle that was serviced. When the
vehicle is selected, the Driver field is populated, and the unit of measure for the Odometer Value field appears.
- Driver : The vehicleâs current driver automatically populates this field when the Vehicle is selected. If the driver needs to be changed, another driver can be selected
using the drop-down menu.
Driver : The vehicleâs current driver automatically populates this field when the Vehicle is selected. If the driver needs to be changed, another driver can be selected
using the drop-down menu.
- Odometer Value : Enter the odometer reading from when the service was done. The units
of measure are either in kilometers ( km ) or miles ( mi ), depending on how
the selected vehicle was configured. Tip To change from kilometers to miles, or vice versa, click the (Internal Link) icon to the right of the vehicle selected in the Vehicle field. Change the unit of measure, then navigate back to the service form, via the breadcrumb links.
The unit of measure is then updated in the Odometer Value field.
Odometer Value : Enter the odometer reading from when the service was done. The units
of measure are either in kilometers ( km ) or miles ( mi ), depending on how
the selected vehicle was configured.
To change from kilometers to miles, or vice versa, click the (Internal Link) icon to the right of the vehicle selected in the Vehicle field.
Change the unit of measure, then navigate back to the service form, via the breadcrumb links.
The unit of measure is then updated in the Odometer Value field.
- NOTES : Enter any notes for the repair at the bottom of the service form. For example,
this can include estimate details or parts being replaced.
NOTES : Enter any notes for the repair at the bottom of the service form. For example,
this can include estimate details or parts being replaced.

### Create service type

The only method to create service types is from a service form .
On the service form , type in the name of the new Service
Type in the corresponding field. Then, click Create and editâ¦ , and a Create Service Type pop-up form appears.
The service type entered on the service form automatically populates the Name field,
which can be modified, if desired.
Then, select the Category for the new service type from the drop-down menu in that
field. The two default options to choose from are Contract or Service .
Additional categories cannot be created.
If the service applies to only contracts or services, select the corresponding Category . If the service applies to both contracts and services, leave this field
blank.
When done, click Save & Close .

### Create vendor

When a service is performed for the first time, typically, the vendorâs record has not yet been
added to the database. It is best practice to add the full details for a vendor in the database, so
that any necessary information can be retrieved.
Vendors are added with the Contacts app. Refer to the documentation for more details.
Different tabs or fields may be visible on the Create Vendor form, depending on what
other applications are installed.

## View services

To view all services logged in the database, including old and new requests, navigate to Fleet app â£ Fleet â£ Services . All services appear in a list view, including all
the details for each service.
The service records are grouped by service type . The number of repairs for
each service type appears in parentheses after the name of the service type.
Each service listed displays the following information:
- Date : the date that the service, or repair, was performed (or requested to be
performed).
Date : the date that the service, or repair, was performed (or requested to be
performed).
- Description : a short description of the specific type of service, or repair, performed
to clarify the specific service.
Description : a short description of the specific type of service, or repair, performed
to clarify the specific service.
- Service Type : the type of service, or repair, performed. This is selected from a list
of services that must be configured .
Service Type : the type of service, or repair, performed. This is selected from a list
of services that must be configured .
- Vehicle : the specific vehicle the service was performed on.
Vehicle : the specific vehicle the service was performed on.
- Driver : the current driver for the vehicle.
Driver : the current driver for the vehicle.
- Vendor : the specific vendor who performed the service, or repair.
Vendor : the specific vendor who performed the service, or repair.
- Notes : any information associated with the service, or repair, that is documented to
add clarification.
Notes : any information associated with the service, or repair, that is documented to
add clarification.
- Cost : the total cost of the service, or repair.
Cost : the total cost of the service, or repair.
- Stage : the status of the service, or repair. Options are New , Running , Done , or Cancelled .
Stage : the status of the service, or repair. Options are New , Running , Done , or Cancelled .
At the bottom of the Cost column, the total cost of all services and repairs are listed.

Create service records
Create service type
Create vendor
View services


Payroll

# Payroll

Odooâs Payroll app is used to calculate employeesâ worked time in conjunction with other Odoo
apps, such as Employees , Time Off , Attendances , and Planning , and create
corresponding payslips.
When an employee is hired, they must sign a contract . The contract
outlines how the employee is compensated, including the salary structure and rules their pay is
calculated from, when they work (their working schedule ), and what benefits they receive.
`workingschedule`
It is critical to install the correct country-specific localization , as this configures all local and national rules, regulations,
and applicable taxes for the selected country.
In addition to the employee contract, any salary attachments must be configured before running payroll.
When it is time to run payroll according to the businessâs schedule (monthly, weekly, bi-weekly,
etc.), payslips can be created individually or in groups . Odoo calculates when the employees worked based on their work entries . Work entries are created according to their contracts , based on information from the Attendances , Planning , or Timesheets apps. Any errors with work entries must be resolved before continuing to process payroll.
After all issues or conflicts are resolved, payslips are processed , and
then employees are paid , either with a wire transfer or a physical
check.
It is possible to pay employees with cash, but this is not recommended.

## Settings

Before running payroll, various settings for the Payroll app must be configured. Navigate to Payroll app â£ Configuration â£ Settings . The various settings for accounting , localizations , time off , and general payroll settings are specified
here.

### Accounting

Configure the following in the accounting section of the configuration menu:
- Payroll Entries : Enable this option to post payroll slips in the Accounting app,
in a Salaries box on the main dashboard.
Payroll Entries : Enable this option to post payroll slips in the Accounting app,
in a Salaries box on the main dashboard.
`Salaries`
- Payroll SEPA : Enable this option to create SEPA payments.
Payroll SEPA : Enable this option to create SEPA payments.
- Batch Account Move Lines : Enable this option to have a single account move line
created from all the accounting entries of the same period. This anonymizes accounting entries and
disables the creation of individual payments.
Batch Account Move Lines : Enable this option to have a single account move line
created from all the accounting entries of the same period. This anonymizes accounting entries and
disables the creation of individual payments.

### Localizations

Localizations are country-specific settings preconfigured in Odoo at the creation of the database,
which account for all taxes, fees, and allowances for that particular country.
The Localization section of the Payroll app Settings page includes
specific settings that need to be configured for the specific country.
The settings and options shown in this section vary, depending on the localization enabled for the database.
It is not recommended to alter the localization settings, unless specifically required due to
special circumstances. For example, a new law is passed that changes basic salary rules, or a
company is exempt from specific taxes.
Odoo can handle multi-company configurations. This is generally done when there is a main company
or office location, such as a headquarters, with other offices or branches located either in the
country or internationally, that fall under that main company or headquarters. In Odoo, each
company, including the headquarters, must be set up as its own company or branch using the
multi-company method.
Each company can have a different localization setting, since locations can vary worldwide, where
rules and laws differ.
For more information on companies, refer to the companies documentation, or the multi-company documentation,
which covers how to set up multiple companies.
Payroll localizations

### Time off

Deferred Time Off : If time off is taken after payslips are validated, the time off
must be applied to the following pay period to avoid cancelling then reprocessing payslips. Select
the person responsible for these specific time off situations using the drop-down menu in the Responsible field.
An employee is paid on the 15th of the month and the last day of the month. Payslips are
typically processed one day before.
An employeeâs payslip is approved and processed on the 30th, but that same employee took an
unexpected sick day on the 31st.
Since the employee was already paid for a regular workday on the 31st, to keep the time off
balances correct, the sick day is applied to the 1st of the next month (during the next pay
period).

### Payroll

The payroll section allows for the installation of a payroll localization . Click Choose a Payroll
Localization and a Kanban view of all available payroll localizations loads. Click Install on the desired localization to install it. If a localization has been installed,
only a Module Info button appears for that specific localization.
Once a localization has been installed, configure the following fields:
- Contract Expiration Notice Period : Enter the number of Days before a
contract expires, when Odoo notifies the responsible person about the upcoming expiration.
Contract Expiration Notice Period : Enter the number of Days before a
contract expires, when Odoo notifies the responsible person about the upcoming expiration.
- Payslip PDF Display : Enable this option to show the payslipâs PDF when the state is
validated.
Payslip PDF Display : Enable this option to show the payslipâs PDF when the state is
validated.
- Work Permit Expiration Notice Period : Enter the number of Days before a
work permit expires, when Odoo notifies the responsible person about the upcoming expiration.
Work Permit Expiration Notice Period : Enter the number of Days before a
work permit expires, when Odoo notifies the responsible person about the upcoming expiration.
- YTD Reset Date : Enter the date when the YTD is reset to. By
default, this field is set to January 1st.
YTD Reset Date : Enter the date when the YTD is reset to. By
default, this field is set to January 1st.
- Contracts
- Salaries
- Work entries
- Working schedules
- Time off to report
- Salary attachments
- Payslips
- Batches
- Commissions
- Payroll analysis
- Headcount report
- Work entry analysis
- Payroll localizations
Payroll localizations

Settings
Accounting
Localizations
Time off
Payroll


Batches

# Batches

Batches are used to generate multiple payslips at once and process them in a
group, rather than create and process individual payslips. This method not only helps the payroll
department pay employees in less time, but it also helps keep payslips organized.
Typically, a companyâs payroll department creates a new batch for each
salary structure, for every pay period (usually weekly, bi-weekly, or monthly). If desired, batches
can be further organized by department, job position, or salary structure type.
Once a batch is made, payslips are added to the batch , then the batch
is processed, and employees are paid.

## View batches

To view all the batches in the database, navigate to Payroll app â£ Payslips â£
Batches to display all payslip batches that have been created. These payslip batches are displayed
in a list view, by default.
Each batch displays the Name , the dates the batch includes (the Date From and Date To fields), its Status , the number of payslips in the batch
( Payslips Count ), and the Company .

## Create a new batch

New batches of payslips must be created from the Payslips Batches dashboard, by
navigating to Payroll app â£ Payslips â£ Batches . Click the New button in the top-left corner. Doing so reveals a blank payslip batch form on a separate page.
On the new payslip batch form, enter the Batch Name . This should be something short and
descriptive, to keep records organized.
A company pays its employees on a bi-weekly basis, and creates separate batches for their two
different salary structures they use: worker pay and regular
pay.
The names for their four August 2025 batches are:
- Aug 1-14 2025 - Worker
Aug 1-14 2025 - Worker
`Aug1-142025-Worker`
- Aug 1-14 2025 - Regular
Aug 1-14 2025 - Regular
`Aug1-142025-Regular`
- Aug 15-31 2025 - Worker
Aug 15-31 2025 - Worker
`Aug15-312025-Worker`
- Aug 15-31 2025 - Regular
Aug 15-31 2025 - Regular
`Aug15-312025-Regular`
Next, select the date range to which the batch applies. Click into one of the Period fields, and a calendar pop-up window appears. From this calendar pop-up window, navigate to the
correct month, and click on the corresponding day for both the start and end dates of the batch.
The current company populates the Company field. If operating in a multi-company
environment, it is not possible to modify the Company from the form. The batch must be created while in the database for the desired company.

## Add payslips to a batch

Once a batch has been created , payslips need to be added to the batch.
Payslips can either be created and added to the batch, or if they have already been created, they can be added to the batch .
Batches can only have payslips added to them when they are in the New stage. Payslips
can either be created by the database and added to the batch, or pre-existing payslips can be individually added to the batch.
Once either of these methods has been used, the status of the batch changes to Confirmed , and both options to add payslips no longer appears.

### Generate payslips

To generate the payslips and add them to the batch, first open the batch by navigating to Payroll app â£ Payslips â£ Batches , and click on the desired batch. Next, click
the Generate Payslips button and a Generate Payslips pop-up window loads.
This form contains three sections, and the configuration of this form determines which payslips are
created. The Employees Selection section determines which employeesâ payslips to create.
Using the drop-down menus, configure the Department , Job Position , and Salary Structure Type fields, if desired. As selections are made, the Employees section at the bottom updates to show which payslips are going to be
generated.
The Payslip Generation section allows the user to pick a specific Salary
Structure to create payslips for. If left blank, the default structure for each employee is used to
calculate their pay.
By default, Odoo lists all employees in the Employees section when generating
payslips.
The list filters automatically as selections are made.
Configuration is optional unless a batch is being created excluding certain employees.
Once all the desired configurations have been made, click the Generate button, and all
payslips are created and attached to the batch. Once generated, a Payslips smart button appears at the top, along with the number of payslips in the
batch. Click this smart button to view a list of all the payslips in the batch.
Once the payslips have been generated and attached to the batch, the status of the batch changes to Confirmed .

### Add payslips

Instead of generating payslips, individual payslips that have already been created can be added to a  batch. Start by opening the desired batch by navigating to Payroll app â£ Payslips â£ Batches , and clicking on the desired batch.
Next, click the Add Payslips button, and an Add Payslips form loads in a
pop-up window. All available payslips that have not yet been added to a batch, appear on the list.
All payslips not yet assigned to a batch appear in the list, regardless of status
( Draft , Waiting , Paid , or Cancelled ). This allows
already processed or cancelled payslips to be grouped retroactively for reporting or record
keeping purposes.
Tick the checkbox next to each desired payslip to be added, then click the Select button
at the bottom. All selected payslips are added to the batch, and the status of the batch changes to Confirmed . A Payslips smart button appears at the top, along
with the number of payslips in the batch. Click this smart button to view a list of all the payslips
in the batch.

## Process a batch

After a batch has been created , and all required payslips have
been added , the batch must then be processed, and employees paid.
Open the desired batch by navigating to Payroll app â£ Payslips â£ Batches , and
clicking on the desired batch. For a batch to be processed, it must have a status of Confirmed . That means the batch has been created and payslips have been added to them,
but the payslips have not been processed yet.
Click the Create Draft Entry button to confirm and create a draft of the individual
payslips. After this occurs, the batch status changes to Done .
At any time, the batch needs to be reverted back to a status of New , click the Set to Draft button. This action does not remove any payslips that have already
been added to the batch, instead, the status changes back to New .
After any desired changes have been made, click Confirm and the batch status changes
to Confirmed .
It is important to note, that if any payslips in the batch have a status of Paid , the
batch cannot revert to a status of New .
Once the status has changed to Done , the payments must be logged in the database. Click
the Create Payment Report button, and a pop-up window loads, where the payment report
details are entered.
Using the drop-down menu, select the Export Format for the payment report. The two
default options available are NACHA , and CSV .
The NACHA option creates a compatible ACH file which is sent to the companyâs bank, and
outlines all the banking information to transfer money from the company to the employees, either via
direct deposit (most common) or a check. Refer to the fiscal localization document for more information.
Other options may be available depending on the payroll localization installed in the database.
If CSV is selected, all other fields are hidden form view. Once this is selected,
click the Generate button to create the payment report.
Next, select the desired Bank Journal the paychecks are logged on. Last, using the
calendar selector, set the date the paychecks are issued in the Effective Date field.
Once the pop-up window is configured, click the Generate button, and the file appears on
the batch form, in a new Payment Report field.
After the report is created, click the Mark as paid button to mark the payslips as paid
in the database.

View batches
Create a new batch
Add payslips to a batch
Generate payslips
Add payslips
Process a batch


Commissions

# Commissions

Commissions are payments made to employees that are earned as part of their salary. The payments are
awarded after a sale has been made, and the amount depends on how much the sale was. Typically the
amount is either a percentage of the sale, or a set commission based on a structure created by the
company.
To pay an employee a commission they earned, a separate commission paycheck must be issued to the
employee. In Odoo, a commission payslip is referred to as a warrant payslip .

## Create warrant payslips

Warrant payslips are generated directly from the Payslips Batches dashboard, which is
accessed by navigating to Payroll app â£ Payslips â£ Batches .
First, click the Generate Warrant Payslips button in the top-left corner. Doing so
reveals a Generate Warrant Payslips pop-up window, in which the necessary information must be filled out.
Set the time frame the commission was earned, in the two fields next to Period . Click
into each field, and a calendar pop-up window loads. Navigate to the desired date and click on it
to select it.
Using the drop-down menu, select the Department in the corresponding field. When a
department is selected, the employees listed for that department appear in the Employee section, below.
If a file is needed for the record, upload a file to the Import File field, such as a
sales invoice, using the Upload your file button. Any file type is accepted.
Under the Employee section, enter the individual Commission Amount for each
employee in the far-right column. To remove an employee, click the (trash) icon to remove the line.
Add a new commission by clicking Add a Line , and entering the Employee and
the appropriate Commission Amount .
Once all the commissions are properly entered, click the Generate Payslips button to
create the warrant payslips in a batch, or click Export to export a CSV file of the
commissions.
Process the batch in the same way as a typical batch to complete the
payment process.


Contracts

# Contracts

Every employee in Odoo is required to have a running contract in order to be paid. A contract
outlines the terms of an employeeâs position, compensation, working hours, and any other relevant
terms.
Contract documents (PDFs) are uploaded and organized using the Documents application, and are
signed using the Sign application. Ensure these applications are installed to send and sign
contracts. Please refer to the Documents and Sign documentation for more information.

## Contracts dashboard

Both the Payroll and Employees apps display identical employee contract information .
To access the contracts dashboard from the Employees app, navigate to Employees
app â£ Employees â£ Contracts . To access the contracts dashboard from the Payroll app,
navigate to Payroll app â£ Contracts â£ Contracts .
The Contracts dashboard displays all employee contracts in a default list view, grouped
by Status . The available status groupings are New , Running , Expired , and Cancelled . Each grouping displays the number of contracts
within the grouping.
Any changes made to contracts in the Employees app is reflected in the Payroll app, and
vice versa. Contract information remains identical, regardless of where the contract information
is accessed.

## Create a contract

To create a new contract, click the New button on the Contracts dashboard , and a blank contract form appears.

### General information section

Enter the following information in the top-half of the blank contract form:
- Contact Reference : Type in the name or title for the contract, such as John Smith Contract . This field is required .
Contact Reference : Type in the name or title for the contract, such as John Smith Contract . This field is required .
`JohnSmithContract`
- Employee : Using the drop-down menu, select the employee the contract is for.
Employee : Using the drop-down menu, select the employee the contract is for.
- Contract Start Date : Select the date the contract goes into effect. Contracts can be
created retroactively, or be created to begin at a future date. The current date populates this
required field by default, but can be modified.
Contract Start Date : Select the date the contract goes into effect. Contracts can be
created retroactively, or be created to begin at a future date. The current date populates this
required field by default, but can be modified.
- Contract End Date : If the contract has a firm end date, enter the date in this field.
Leave this field blank if the contract runs indefinitely, or until a new contract is made (when
the employee has a change to their job title, salary, or benefits).
Contract End Date : If the contract has a firm end date, enter the date in this field.
Leave this field blank if the contract runs indefinitely, or until a new contract is made (when
the employee has a change to their job title, salary, or benefits).
- Working Schedule : Select one of the available working schedules the employee is
expected to work, from the drop-down menu. The selected working schedule determines how work
entries are generated, which determines the employees schedule and compensation.
If this field is left blank, this allows the employee to work as many or as few hours as desired
every week, with no restrictions. Tip The Working Schedule drop-down menu displays all the working schedules for the
selected company. To modify or add to this list, go to Payroll app â£
Configuration â£ Working Schedules . Click New , and create a new working schedule,
or click on an existing working schedule and make edits.
Working Schedule : Select one of the available working schedules the employee is
expected to work, from the drop-down menu. The selected working schedule determines how work
entries are generated, which determines the employees schedule and compensation.
If this field is left blank, this allows the employee to work as many or as few hours as desired
every week, with no restrictions.
The Working Schedule drop-down menu displays all the working schedules for the
selected company. To modify or add to this list, go to Payroll app â£
Configuration â£ Working Schedules . Click New , and create a new working schedule,
or click on an existing working schedule and make edits.
- Work Entry Source : Using the drop-down menu, select how the work entries are generated. This field is required . Click the radio button next to the
desired selection. The options are: Working Schedule : Work entries are generated based on the selected Working Schedule . Attendances : Work entries are generated based on the employeeâs check-in records in
the Attendances app. (This requires the Attendances app to be installed). Planning : Work entries are generated based on the planned schedule for the employee
from the Planning app. (This requires the Planning app to be installed).
Work Entry Source : Using the drop-down menu, select how the work entries are generated. This field is required . Click the radio button next to the
desired selection. The options are:
- Working Schedule : Work entries are generated based on the selected Working Schedule .
Working Schedule : Work entries are generated based on the selected Working Schedule .
- Attendances : Work entries are generated based on the employeeâs check-in records in
the Attendances app. (This requires the Attendances app to be installed).
Attendances : Work entries are generated based on the employeeâs check-in records in
the Attendances app. (This requires the Attendances app to be installed).
- Planning : Work entries are generated based on the planned schedule for the employee
from the Planning app. (This requires the Planning app to be installed).
Planning : Work entries are generated based on the planned schedule for the employee
from the Planning app. (This requires the Planning app to be installed).
- Salary Structure Type : Select one of the salary structure types from the drop-down
menu. The default salary structure types are Employee or Worker . A new salary structure type can be created, if needed.
Salary Structure Type : Select one of the salary structure types from the drop-down
menu. The default salary structure types are Employee or Worker . A new salary structure type can be created, if needed.
- Department : Select the department the employee is working within, using the drop-down
menu.
Department : Select the department the employee is working within, using the drop-down
menu.
- Job Position : Select the employeeâs specific job position using the drop-down menu. Note If the selected Job Position has a contract template linked to it with a specific Salary Structure Type , the Salary Structure Type changes to the one
associated with that Job Position .
Job Position : Select the employeeâs specific job position using the drop-down menu.
If the selected Job Position has a contract template linked to it with a specific Salary Structure Type , the Salary Structure Type changes to the one
associated with that Job Position .
- Contract Type : Using the drop-down menu, select the type of contract being created.
The default options are Permanent , Temporary , Seasonal , Full-Time , Intern , Student , Apprenticeship , Thesis , Statutory , and Employee .
Contract Type : Using the drop-down menu, select the type of contract being created.
The default options are Permanent , Temporary , Seasonal , Full-Time , Intern , Student , Apprenticeship , Thesis , Statutory , and Employee .
- Wage on Payroll : Enter the employeeâs monthly wage in this field. Tip The Working Schedule drop-down menu displays all the working times for the selected Company . To modify or add to this list, go to Payroll app â£
Configuration â£ Working Times , and either Create a new working time, or click on
an existing working time, then edit it by clicking Edit .
Wage on Payroll : Enter the employeeâs monthly wage in this field.
The Working Schedule drop-down menu displays all the working times for the selected Company . To modify or add to this list, go to Payroll app â£
Configuration â£ Working Times , and either Create a new working time, or click on
an existing working time, then edit it by clicking Edit .
- HR Responsible : Select the person who is responsible for validating the contract using
the drop-down menu. This field is required. Note The HR Responsible field only appears if the Salary Configurator ( hr_contract_salary ) module and the Sign app are both installed.
HR Responsible : Select the person who is responsible for validating the contract using
the drop-down menu. This field is required.
The HR Responsible field only appears if the Salary Configurator ( hr_contract_salary ) module and the Sign app are both installed.
`hr_contract_salary`

### Salary information tab

The Salary Information tab is where the specific details of how much and how often the
employee is paid. Fill in the following fields in this tab:
- Wage Type : Using the drop-down menu, select what kind of pay the employee receives.
The two default options are Fixed Wage or Hourly Wage . Select Fixed Wage for salaried employees, and select Hourly Wage for employees
who are paid based on their logged worked hours.
Wage Type : Using the drop-down menu, select what kind of pay the employee receives.
The two default options are Fixed Wage or Hourly Wage . Select Fixed Wage for salaried employees, and select Hourly Wage for employees
who are paid based on their logged worked hours.
- Schedule Pay : Using the drop-down menu, select how often the employee is paid. The
default options are Annually , Semi-annually , Quarterly , Bi-monthly , Monthly , Semi-monthly , Bi-weekly , Weekly , or Daily .
Schedule Pay : Using the drop-down menu, select how often the employee is paid. The
default options are Annually , Semi-annually , Quarterly , Bi-monthly , Monthly , Semi-monthly , Bi-weekly , Weekly , or Daily .
- Wage : Enter the amount the employee receives each pay period. The first field allows
for a wage to be entered, the second field displays how often the pay is issued to the employee.
The second field cannot be modified, and is updated when the Schedule Pay field
changes.
Wage : Enter the amount the employee receives each pay period. The first field allows
for a wage to be entered, the second field displays how often the pay is issued to the employee.
The second field cannot be modified, and is updated when the Schedule Pay field
changes.
- Yearly Cost (Real) : This field automatically updates after the Schedule
Pay and Wage fields are entered. This amount is the total yearly cost for the
employer. This field can be modified. However, if this is modified, the Wage field
updates, accordingly. Ensure both the Wage and Yearly Cost (Real) are
correct if this field is modified.
Yearly Cost (Real) : This field automatically updates after the Schedule
Pay and Wage fields are entered. This amount is the total yearly cost for the
employer. This field can be modified. However, if this is modified, the Wage field
updates, accordingly. Ensure both the Wage and Yearly Cost (Real) are
correct if this field is modified.
- Monthly Cost (Real) : This field automatically updates after the Schedule
Pay and Wage fields are entered. This amount is the total monthly cost for the
employer. This field cannot be modified, and is calculated based on the Yearly Cost
(Real) .
Monthly Cost (Real) : This field automatically updates after the Schedule
Pay and Wage fields are entered. This amount is the total monthly cost for the
employer. This field cannot be modified, and is calculated based on the Yearly Cost
(Real) .

### Details tab

The Details tab of the contract houses the contract template information, accounting
information (refer to the country-specific localization document for
more information), any part time work information, and notes. Fill out the following fields in this
tab:
- Contract Template : Using the drop-down menu, select a contract template to use when making an offer to an applicant.
Contract Template : Using the drop-down menu, select a contract template to use when making an offer to an applicant.
- Originated Offer : This field automatically populates with the original offer sent to
the employee. This field is not modifiable, and is only populated if applicable.
Originated Offer : This field automatically populates with the original offer sent to
the employee. This field is not modifiable, and is only populated if applicable.
- Part Time : Tick the checkbox if the contract is for part time work. Once enabled, a
percentage field appears next to the checkbox. The percentage cannot be modified, and
automatically updates based on the selected Working Schedule in the top-half of the
contract, compared to the typical working schedule for the company (typically 40 hours/week). Standard Calendar : This field is automatically populated with the default working
schedule for the company. In most cases, this is Standard 40 hours/week . Part Time Work Entry Type : Using the drop-down menu, select the work entry type that
generates the balance of a full-time working schedule. Example An employee contract is being created for a part-time employee who works 20 hours a week. To configure this, the employeeâs Working Schedule is set to 20
Hours/Part time in the general information section . In the Details tab, the Part Time checkbox is ticked, and the percentage is
set to 50 . The Standard Calendar is set to Standard 40 hours/week ,
and the Part Time Work Entry Type is set to Unpaid . When a typical work week is processed in the Payroll app, the employee generates twenty
(20) hours of regular work entries under the work entry type Attendance , and another twenty
(20) hours of work entries under the work entry type Unpaid , for a total of forty (40) hours
worth of work entries.
Part Time : Tick the checkbox if the contract is for part time work. Once enabled, a
percentage field appears next to the checkbox. The percentage cannot be modified, and
automatically updates based on the selected Working Schedule in the top-half of the
contract, compared to the typical working schedule for the company (typically 40 hours/week).
- Standard Calendar : This field is automatically populated with the default working
schedule for the company. In most cases, this is Standard 40 hours/week .
Standard Calendar : This field is automatically populated with the default working
schedule for the company. In most cases, this is Standard 40 hours/week .
- Part Time Work Entry Type : Using the drop-down menu, select the work entry type that
generates the balance of a full-time working schedule.
Part Time Work Entry Type : Using the drop-down menu, select the work entry type that
generates the balance of a full-time working schedule.
An employee contract is being created for a part-time employee who works 20 hours a week.
To configure this, the employeeâs Working Schedule is set to 20
Hours/Part time in the general information section . In the Details tab, the Part Time checkbox is ticked, and the percentage is
set to 50 . The Standard Calendar is set to Standard 40 hours/week ,
and the Part Time Work Entry Type is set to Unpaid .
`50`
When a typical work week is processed in the Payroll app, the employee generates twenty
(20) hours of regular work entries under the work entry type Attendance , and another twenty
(20) hours of work entries under the work entry type Unpaid , for a total of forty (40) hours
worth of work entries.
`Attendance`
`Unpaid`
- Notes : Enter any relevant notes for the contract in this field.
Notes : Enter any relevant notes for the contract in this field.

### Signatories tab

The Signatories tab is where the default contract templates are selected, for both new
and updated contracts.
Using the drop-down menu, select the default contract template to use when creating a new or updated
contract, in the respective fields.
Once a PDF template is selected, any mapped signature fields in the file appear in a list, below the
selection, identifying who must sign the document. These fields cannot be updated.
Any changes to the template and signatories but be done in the Sign app, where contract
templates are uploaded, modified, and stored.
The PDF Template fields are only visible if the Sign app is installed, along with
the hr_contract_salary and hr_contract_salary_payroll modules .

### Personal documents tab

Occasionally, additional paperwork may be required when creating a contract, such as legal documents
declaring the employee is able to work in the country. When this situation occurs, Odoo allows for
one image file of the necessary document to be attached to a contract in the Personal
Documents tab.
Click the Upload your file button, navigate to the desired document, and click Select to attach the file to the contract. The file name appears on the Image line.
This tab only appears after an Employee is selected. Additionally, only image
files can be attached in this field at this time.

### Salary attachments

After an employee is selected for the contract, a Salary Attachments smart button appears at the top of the page.
For new employees who do not currently have a contract, the smart button displays New .
If the contract is being updated for a current employee who already has salary attachments
configured, the smart button displays the number of salary attachments currently running.
Create or update any necessary salary attachments for the contract,
before sending.

## Send a contract

After a contract has been created and configured, the next step is to send it to the employee or
applicant. Click the Generate Offer button, and the Offer for (Employee) form loads.
The Offer for (Employee) form displays all the basic information from the contract, as
well as a link the employee can use to sign the contract. The last field on the form is a Validity Days Count field. This indicates how long the offer is valid. Enter the desired
number of days in the field. The default is 30 days.
`30`
Click Send By Email and a pop-up email window loads, using a preconfigured default email
template. Click Send to send the offer.
In order to send a contract using the Generate Offer button, there must be an
employee signature field on the contract PDF being sent.

## Contract status

When creating and sending out a contract, the default status of the contract is New .
Once there is a minimum of one completed signature on the document, the status changes to Partially Signed . Internal users, such as HR and recruitment employees, are alerted in
the database when there is a signature requested of them.
After all required parties have signed the contract, the status changes to Fully Signed .
All status changes happen automatically as the document is signed.

## Contract templates

Contract templates eliminate the need to configure new contracts every time an employee is
hired.
Having multiple contract templates allows for faster contract creation for different types of
employment positions that are commonly filled, such as full time, part time, seasonal, etc.
Contract templates are created through the Payroll app configuration menu, and stored in the Documents app.
To access contract templates, the Salary Configurator ( hr_contract_salary ) module must be installed .
`hr_contract_salary`
To view all contract templates, navigate to Payroll app â£ Configuration â£
Templates .
The Contract Templates page lists all existing templates. Click a template line to open
and edit it.
To create a new contract template, click the New button. Then, enter the following
information on the blank contract template form that appears:
- Contract Reference : Enter a brief description for the template. This should be clear
and easily understood, as this name appears in the Recruitment application, as well.
Contract Reference : Enter a brief description for the template. This should be clear
and easily understood, as this name appears in the Recruitment application, as well.
- Working Schedule : Select the desired working schedule the contract applies to from the
drop-down menu. If a new working schedule is needed, create a new working schedule .
Working Schedule : Select the desired working schedule the contract applies to from the
drop-down menu. If a new working schedule is needed, create a new working schedule .
- Work Entry Source : Select how the work entries are generated .
Work Entry Source : Select how the work entries are generated .
- Salary Structure Type : Select the salary structure type from the drop-down menu.
Salary Structure Type : Select the salary structure type from the drop-down menu.
- Department : Select the department the contract template applies to from the drop-down
menu. If blank, the template applies to all departments.
Department : Select the department the contract template applies to from the drop-down
menu. If blank, the template applies to all departments.
- Job Position : Select the job position the contract
template applies to from the drop-down menu. If blank, the template applies to all job positions.
Job Position : Select the job position the contract
template applies to from the drop-down menu. If blank, the template applies to all job positions.
- Contract Type : Select the type of contract from the drop-down menu. This list is the
same as the employment type .
Contract Type : Select the type of contract from the drop-down menu. This list is the
same as the employment type .
- Wage on Payroll : Enter the monthly wage in the field.
Wage on Payroll : Enter the monthly wage in the field.
- HR Responsible : Select the employee responsible for validating contracts, using this
template, from the drop-down menu.
HR Responsible : Select the employee responsible for validating contracts, using this
template, from the drop-down menu.

### Salary information tab

- Wage Type : Select either Fixed Wage or Hourly Wage from the
drop-down menu.
Wage Type : Select either Fixed Wage or Hourly Wage from the
drop-down menu.
- Schedule Pay : Using the drop-down menu, select how often the employee is paid. Options
include Annually , Semi-annually , Quarterly , Bi-monthly , Monthly , Semi-monthly , Bi-weekly , Weekly , or Daily .
Schedule Pay : Using the drop-down menu, select how often the employee is paid. Options
include Annually , Semi-annually , Quarterly , Bi-monthly , Monthly , Semi-monthly , Bi-weekly , Weekly , or Daily .
- Wage : Enter the gross wage. The time period presented in this field is based on what
is selected for the Scheduled Pay field. It is recommended to populate the Yearly Cost (Real) field first , since that entry updates this field automatically.
Wage : Enter the gross wage. The time period presented in this field is based on what
is selected for the Scheduled Pay field. It is recommended to populate the Yearly Cost (Real) field first , since that entry updates this field automatically.
- Yearly Cost (Real) : Enter the total yearly cost the employee costs the employer. When
this value is entered, the Monthly Cost (Real) is automatically updated.
Yearly Cost (Real) : Enter the total yearly cost the employee costs the employer. When
this value is entered, the Monthly Cost (Real) is automatically updated.
- Monthly Cost (Real) : This field is not editable. The value is automatically
populated after the Yearly Cost (Real) is entered.
Monthly Cost (Real) : This field is not editable. The value is automatically
populated after the Yearly Cost (Real) is entered.
The Schedule Pay , Wage , and Yearly Cost (Real) fields are all
linked. If any of these fields are updated, the other two fields automatically update to reflect
the change. It is best practice to check these three fields if any modifications have been made,
to ensure they are accurate.

#### Benefits and deductions

Depending on the payroll localization for the company, the entries
presented in this section either vary, or may not appear at all. For example, some entries may
pertain to retirement accounts, health insurance benefits, and commuter benefits.
Enter the monetary amounts or percentages to specify how much of the employeeâs salary goes to the
various benefits and deductions.

### Signatories tab

This tab outlines which documents the employee must sign to either accept a new offer or an updated
contract.
- New Contract PDF Template : Select the default document that a new employee has to sign
to accept an offer.
New Contract PDF Template : Select the default document that a new employee has to sign
to accept an offer.
- Contract Update PDF Template : Select the default document that a current employee has
to sign to update their contract.
Contract Update PDF Template : Select the default document that a current employee has
to sign to update their contract.
- Documents

Contracts dashboard
Create a contract
General information section
Salary information tab
Details tab
Signatories tab
Personal documents tab
Salary attachments
Send a contract
Contract status
Contract templates
Salary information tab
Signatories tab


Headcount report

# Headcount report

The Headcount report in the Payroll app shows the number of employees on payroll and allows
headcount comparisons between different periods of time.

## Create a headcount report

Create a headcount report to see the number of employees at a specific time or compare headcounts
across periods.
To create a headcount report, navigate to Payroll app â£ Reporting â£ Headcount and click New .
- Report name: generated automatically as Headcount for (Company Name) on the (YYYY-MM-DD) and cannot be modified.
Report name: generated automatically as Headcount for (Company Name) on the (YYYY-MM-DD) and cannot be modified.
`Headcountfor(CompanyName)onthe(YYYY-MM-DD)`
- Company : populated automatically (works in both single and multi-company databases)
Company : populated automatically (works in both single and multi-company databases)
- From / To dates: defaults to current date (from) and blank (to). Adjust
these to define the period to analyze.
From / To dates: defaults to current date (from) and blank (to). Adjust
these to define the period to analyze.
Next, click Populate to generate the report.
At the top of the form, a Employees smart button appears. Clicking the
button displays the total number of employees for the selected period.

## View all headcount reports

See how the company headcount has changed over time by viewing all headcount reports in a list view.
To view all headcount reports, navigate to Payroll app â£ Reporting â£ Headcount .

### View employees in a headcount

TO get an overall view of employees and their salary impact on the company, view all employee
records of a specific headcount report.
To view the employees of a specific headcount report, click the Employees smart button at the top of a headcount report.
All employees from the headcount appear in a list view, grouped by Department .
- Employee : the employeeâs full name
Employee : the employeeâs full name
- Department : the department their job position is in
Department : the department their job position is in
- Job Title : their role
Job Title : their role
- Employer Cost : how much the company pays the employee each pay-period
Employer Cost : how much the company pays the employee each pay-period
- Wage on Payroll : the dollar amount on payroll reports
Wage on Payroll : the dollar amount on payroll reports

Create a headcount report
View all headcount reports
View employees in a headcount


Payroll analysis

# Payroll analysis

The Payroll Analysis report displays the total net wage for the company, for the last 365 days.
This report allows companies to view their payroll costs and identify any trends.
To view the Payroll Analysis report, navigate to Payroll app â£ Reporting â£
Payroll .
Net Wage is the default metric displayed in the report, but other measures can be
displayed if desired, such as gross wage or days of paid time off . Click the Measures button to view a drop-down menu of other metrics to
display. Click on the desired measure to display the results.

## View multiple metrics

It is possible to view multiple metrics at one time by viewing the report in the pivot table view.
This can aid management to determine other trends, such as which departments do not take time off,
or which departments have the highest payroll costs.
Only one measure is able to be displayed in the default Graph view. Multiple measures are only possible in the Pivot view.
To display the data in a pivot table, click on the Pivot button.
The default information displayed includes the number of payslips ( # Payslip ), the
number of Days of Paid Time Off and Days of Unpaid Time Off , along with the Net Wage and Gross Wage . All the information is organized by department.
To display more information on the report, click the Measures button to reveal a drop-down menu. Click on any metric to display it on the pivot table.

## Use case: comparing payroll costs

Managers can compare payroll costs, and determine which departments have raised their payroll costs,
either by hiring more employees, or by raising salaries.
To compare previous periods of time, first view the Payroll Analysis report in a pivot table . Then, click the (Toggle Search
Panel) icon in the search bar, and click Start Date to reveal a
list of time periods (months, quarters, and years). Click on a desired time period, and a Comparison section appears in the search bar. Click on one of the two
available options, either Start Date: Previous Period , or Start Date:
Previous Year .
The report now displays three columns of information for every displayed measure: a column for the
current time period, a column for the previous time period, and a Variation column,
which displays the difference between the two time periods in a color-coded percentage (green for
increases, red for decreases.)
In this example, the data shows an overall increase in the number of payslips. Since the company
pays all employees every two weeks, an increase in the number of payslips ( #
Payslips ) means that more employees were hired, in this example, a 500% increase.
Additionally, both the Net Wage and Gross Wage increased. The department RD US showed the largest growth, with both metrics increasing by approximately 350%.

View multiple metrics
Use case: comparing payroll costs