Attendance Based Payslip Odoo 18

Manufacturing company paying 150 shop floor workers hourly wages discovers payroll Crisis: HR manually calculating hours from paper attendance sheets spending 25 hours monthly consolidating timecards introducing calculation errors underpayments overpayments employee complaints, accountant reconciling payroll finding 12 discrepancies monthly mismatch between attendance records payslip hours requiring investigations corrections delayed payments, operations manager lacking real-time visibility employee work hours unable tracking overtime patterns labor costs escalating 18 percent over budget, warehouse supervisor discovering payslips generated full-time employees regardless actual attendance days worked employees paid same amount working 3 days versus 5 days creating fairness issues, and HR director needing automate attendance-based payroll processing 200 employees multiple shifts flexible schedules unable manually tracking validating hours each payroll cycle—creating administrative burden payroll errors employee dissatisfaction budget overruns and inability ensuring fair accurate compensation requiring automated attendance integration payslip generation work entry validation and real-time hour tracking supporting operational efficiency payroll accuracy employee satisfaction.

Odoo 18 attendance-based payslip generation enables accurate compensation through work entry source configuration linking attendance data payroll calculations automatic hour computation, kiosk mode attendance providing easy check-in check-out badge scanning manual identification flexible tracking options, work entry generation automatically creating validated work entries from attendance records eliminating manual data entry, salary structure configuration defining salary rules work entry types computation formulas ensuring consistent calculations, payslip automation computing salary based actual worked hours days attendance patterns fair compensation, workdays input tab displaying worked details hours days amounts transparent payroll breakdown, attendance smart button providing quick access employee attendance records payslip period verification, work entries smart button showing validated entries confirming data accuracy, compute sheet feature automatically calculating gross net salary based rules attendance reducing manual intervention, and contract integration linking employment terms working schedules salary structures attendance policies—reducing payroll processing time 85 percent through automation eliminating calculation errors via attendance integration ensuring fair compensation through actual hours worked improving employee trust through transparent accurate payslips and achieving compliance confidence through validated work entries audit trails systematic payroll management supporting business growth operational excellence.

Understanding Attendance-Based Payroll

Linking attendance with compensation:

Purpose and Benefits:

Workflow Overview:

Creating Employee Records

Foundation for payroll processing:

Employee Creation Steps:

1. Navigate to Employee Module:
   • Click: Employees module
   • Employee dashboard opens
2. Create New Employee:
   • Click New button
   • Employee form displays
3. Fill Basic Information:
   • Name: Employee full name (e.g., "John Smith")
   • Job Title: Position (e.g., "Warehouse Worker")
   • Work Email: Company email address
   • Work Phone: Office phone number
   • Department: Organizational unit
   • Manager: Direct supervisor
   • Coach: Mentor (optional)

Additional Employee Information Tabs:

Contract Configuration

Linking attendance to payroll:

Creating Employee Contract:

1. Access Contracts:
   • From employee form click Contracts smart button
   • Contract list displays
2. Create New Contract:
   • Click New
   • Contract form opens
3. Basic Contract Details:
   • Contract Reference: Name (e.g., "John Smith - 2026")
   • Contract Start Date: Employment start date
   • Contract End Date: Leave blank for ongoing or specify end date

Critical: Work Entry Source Configuration

Additional Contract Settings:

Salary Information Tab:

1. Employee salary details auto-populated
2. Add pre-tax benefits (health insurance 401k)
3. Add post-tax benefits
4. Set contract status to Running

Salary Structure and Rules

Defining calculation logic:

Accessing Structure Type:

1. From contract click salary structure type link
2. Structure details display

Structure Configuration:

Salary Rules:

Attendance Tracking

Recording work hours:

Kiosk Mode Attendance:

1. Access Kiosk Mode:
   • Navigate: Attendance → Kiosk Mode
   • Kiosk interface displays
2. Check-In Options:
   • Badge Scanning: Scan employee badge RFID tag
   • Manual Identification: Select employee from list
3. Check-In Process:
   • Select employee or scan badge
   • Employee profile displays
   • System records check-in time automatically
   • Confirmation message shows
4. Check-Out Process:
   • At end shift employee checks out same method
   • System records check-out time
   • Displays total hours worked for day

Manual Attendance Creation:

1. Navigate to Overview:
   • Go to: Attendance → Overview
   • All attendances displayed
2. Create New Attendance:
   • Click New button
   • Attendance form opens
3. Fill Attendance Details:
   • Employee: Select employee
   • Check In: Set check-in date time
   • Check Out: Set check-out date time
   • Extra Hours: Add overtime additional hours
   • Worked Time: Automatically calculated
   • Mode: Manual
4. Click Save

Viewing Attendance Records:

• Attendance Overview shows all employee attendance
• Filter by employee date department
• Search specific attendance records
• Edit attendance if corrections needed

Generating Attendance-Based Payslips

Automated payroll processing:

Payslip Creation Steps:

1. Navigate to Payslips:
   • Go to: Payroll → Payslips → All Payslips
   • Payslip list displays
2. Create New Payslip:
   • Click New button
   • Payslip form opens
3. Select Employee:
   • Choose employee from dropdown
   • Remaining details auto-fill:
     • Contract
     • Salary structure
     • Department
     • Job position
4. Set Period:
   • Period field shows payslip calculation period
   • Default current month
   • Can adjust start end dates if needed

Workdays and Input Tab:

Attendance Smart Button:

1. Click Attendance smart button top payslip
2. Displays all attendance records for selected period
3. Verify attendance data accuracy
4. Check-in check-out times shown
5. Total worked hours displayed

Work Entries Smart Button:

1. Click Work Entries smart button
2. Shows work entries generated from attendance
3. Entries validated and linked payslip
4. Confirm data accuracy before computing

Computing Payslip:

1. Click Compute Sheet:
   • System calculates salary based rules
   • Attendance hours days factored into calculation
2. Review Calculated Salary:
   • Payslip lines display showing:
     • Basic Salary
     • Allowances
     • Deductions
     • Gross Salary
     • Net Salary
3. Verify Calculations:
   • Check basic salary matches worked hours/days
   • Ensure attendance reflected correctly
   • Review all deduction allowance amounts

Example Payslip Calculation:

Confirming and Processing Payslip:

1. Confirm Payslip:
   • Click Confirm button
   • Payslip locked preventing changes
   • Status: Confirmed
2. Mark as Paid:
   • After processing payment click Mark as Paid
   • Status changes: Paid
   • Payment processing complete

Best Practices

Ensure Contract Work Entry Source Set Attendance Before Attendance Starts: Wrong work entry source equals payslips ignoring actual attendance generating based schedules. Verification checklist before employee starts: Contract created work entry source Attendance selected, salary structure configured properly, working schedule defined even if flexible. Correct configuration from beginning ensures attendance automatically flows payslips preventing retroactive corrections confusion maintaining payroll accuracy.

Validate Attendance Records Before Running Payroll Each Period: Unverified attendance equals payroll errors missing hours incorrect calculations. Monthly validation routine: Review attendance records completeness missing check-ins check-outs, verify unusual patterns (excessive overtime consecutive days without breaks), confirm overtime hours approved appropriately, check manual attendance entries accuracy. Proactive validation catches errors before payslip generation preventing payment disputes maintaining employee trust ensuring compliance accurate records.

Use Kiosk Mode for Easy Employee Self-Service Attendance: Paper timesheets manual entry equals administrative burden data entry errors delays. Kiosk implementation: Install kiosk device employee entrance area, configure badge system RFID cards, train employees using kiosk check-in check-out, enable manual identification fallback badge forgotten. Self-service attendance reduces HR workload improves data accuracy provides real-time attendance visibility supporting automated payroll processing.

Regularly Review Computed Payslips Before Confirmation Payment: Auto-confirming payslips without review equals undetected errors wrong payments difficult corrections. Review process: Check worked hours days match expected attendance, verify gross net salary calculations reasonable, confirm deductions allowances applied correctly, compare similar employees ensuring consistency. Manual review final checkpoint catching system configuration issues unusual attendance patterns formula errors protecting payroll accuracy.

Conclusion

Odoo 18 attendance-based payslip generation enables accurate compensation through work entry source configuration kiosk mode attendance automated work entry generation salary structure integration automatic hour computation workdays input tab attendance smart button work entries validation compute sheet automation and contract integration. Reduce payroll processing time through automation eliminating calculation errors via attendance integration ensuring fair compensation through actual hours worked improving employee trust through transparent accurate payslips achieving compliance confidence through validated work entries audit trails supporting operational efficiency through real-time visibility systematic payroll management and achieving business excellence through accurate workforce compensation employee satisfaction operational effectiveness supporting organizational growth success.