How to manage your Human Resources with Odoo
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For every finalised action do not forget to save, and if you made a mistake click the button Discard. If it’s already saved, go back to the action and hit Edit to make modifications.
Employees
With this application, you are able to import or create your employee profiles with their contact information, job title, private information (bank account number or address) and HR settings.
In the Employees dashboard click on Create, a pop-up window will open and fill the fields with as much information as you need. Then hit Save.
If you made a mistake, you can always edit that profile by selecting the employee in the Employees main page and clicking Edit. On that page, there are tabs where you can check on their attendance or timesheets.
Note: On the main employees' page, the icon on the upper right side of the employees changes between red and green, corresponding to whether that employee is present (green) at the time or absent (red).
On the main menu, there’s a Contracts button, by selecting it you can view and create new contracts. To create a new contract click on Create and complete the fields in the pop-up window.
New contracts are automatically sorted under the column New, but they can be dragged to either one of the other categories and organised to your liking. To edit a contract, click on the contract and the Edit button or on the top right button of the contract.
Contracts can also be imported from other devices. Select Import, next to Create, and load the file.
Departments can also be created when you’re setting up employee profiles - on the department field under Position click on it and a drop-down menu will appear with existing departments and a Create and Edit option.
By selecting it, a new window like in the department's page will appear to create one.
Once the expenses are created, they need to be submitted to a manager. Where expenses are manually created, there’s a list of expenses, just select the ones ready to be submitted and click on Action, followed by Expense: Submit To Manager.
Or click on an individual expense and click on the Submit to Manager button under Edit.
After the expense is submitted it can be found under Expense Reports of the My Expenses menu with the status Submitted or Approved. If it’s refused, go to Refused Reports where it can be edited and resubmitted.
Managers can review, send feedback and approve or refuse an expense in the main menu, To Approve and next click on Expense Reports to Approve.
The accounting department can check accounts, expense products and taxes of approved expenses reports in Expense Report to Post (under Expenses) and Post Journal Entries in the books. Here employees can be reimbursed, just click on Register a Payment to do it.
If the expenses are related to customers they can be charged automatically. In the same page the alias email was made, go to Billing and tick the box Customer Billing. Return to Expense Products (where you first configured expenses) and set up the Invoicing method.
A salesperson is able to create and confirm a Sales Order for services provided to customers, so an expense can be linked to a sale order. To finish, create an invoice for that expense.
Leaves
Vacation management documents are often laborious and painful to elaborate, not to mention hard to read and to coordinate with the personal agenda of employees, especially in big companies.
Odoo tracks employees vacations, leaves or sick days in one complete view. The teams are kept well-organised to easily distribute tasks during someone’s absence and to make an informed decision on whether another employee’s request for vacation days can be approved or not.
Configure the different types of leaves on the Configuration menu, there are already a few leaves defined, but you can edit and create new ones according to your company’s guidelines.
Employees request vacation days themselves with the Leaves app. On the main menu hover the mouse over My Leaves and select Leaves Request.
You’ll be redirected to a calendar page and click on the day (or days) you need to request and a pop-up window will open. Complete the required fields and Save.
To request allocations, on My Leaves select the last option, thereafter Create and fill the fields. On the same main menu, you can see the Leaves Summary with all your requests and their status.
A manager will receive the leave requests and leave allocation requests and check them on Leaves to Approve and choose Leaves or Leaves Allocation.
On Leaves, there’ll be a list of the requests, to approve or refuse click on them and perform the desired action on the new window.
For Leaves Allocation, repeat the process.
Select Dashboard to get an overview of everyone’s leaves and click on them to prompt a new window that will let you see the requests (here you can approve or refuse them as well).
This can be done as well in the Reporting and selecting Leave Details. The second option will show you graphic reports and statistics of the leaves requested by employees.
To get another perspective, change to a calendar view (last view option, on the top right under the search bar).
The learning process is different for everyone, some people only need to read this once and others have to come back as many times as they need.
