Work Entries
Manage employee working time and time off in Odoo
The Work Entries module is a system for managing employee working time and time off in Odoo. It automatically creates work entries from work schedules, tracks working time and time off, and detects conflicts when total hours exceed 24h/day.
Work entries integrate tightly with the Payroll module to calculate accurate salaries based on actual working hours, supporting multiple data sources such as work schedules, attendance, and planning.
Key features
Key points
• Automatically create work entries from employee work schedules
• Track working time, time off, and other work types
• Detect conflicts when total hours exceed 24h/day
• Integrate with Payroll module for accurate salary calculation
• Support multiple data sources: work schedule, attendance, planning
• Manage work entry types with different pay rates
• Regenerate work entries when work schedule changes
User groups
Permissions by group
| Group | Permissions |
|---|---|
| Regular Employee | View own work entries |
| HR Officer | View all work entries, create/edit/delete entries |
| HR Manager | Full access: configure work entry types, data sources, regenerate entries |
Important terminology
| Fields | Trường dữ liệu | Description |
|---|---|---|
| Work Entry | Bút toán công | Record of employee working time for a specific period |
| Work Entry Type | Loại bút toán công | Classification: working, time off, overtime, etc. |
| Duration | Thời lượng | Number of working hours in the work entry |
| State | Trạng thái | Entry status: New, In Conflict, In Payslip, Cancelled |
| Employee Record | Hồ sơ nhân viên | Employee contract version linked to work entry |
| Pay Rate | Tỷ lệ trả lương | Salary multiplier (100%, 150%, 200%) |
| Work Entry Source | Nguồn bút toán công | Entry source: work schedule, attendance, or planning |
Work entry states
States
| State | Description | Can edit/delete |
|---|---|---|
| New | Newly created entry, not confirmed | Yes |
| In Conflict | Error: exceeds 24h/day or time off outside schedule | Yes |
| In Payslip | Already in payslip, cannot edit | No |
| Cancelled | Entry cancelled | No |
Interface and main menu
Access the module from Payroll → Work Entries or Employees → Work Entries. The module provides three main views: Calendar, List, and Form.
Key points
• Calendar View: View work entries in calendar format, easily identify conflicts
• List View: Spreadsheet-style list, suitable for filtering and exporting data
• Form View: Detailed view of each work entry with complete information
View work entries
Steps
1. Go to Payroll → Work Entries
2. Select Calendar or List view
3. Filter by employee, date, or state
4. Click on an entry to view details
Create work entry manually
In most cases, work entries are created automatically from work schedules. However, you can create manually when adjustments or additions are needed.
Steps
1. Go to Payroll → Work Entries
2. Click New
3. Fill in information: Employee, Date, Duration, Work Entry Type
4. System automatically selects appropriate Employee Record
5. Click Save
| Fields | Trường dữ liệu | Description |
|---|---|---|
| Employee | Nhân viên | Working employee (required) |
| Date | Ngày | Working date (required) |
| Duration | Thời lượng | Number of working hours (required) |
| Work Entry Type | Loại bút toán | Work type: working, time off, etc. (required) |
| Employee Record | Hồ sơ nhân viên | Contract/employee version (automatic) |
Edit and delete work entries
You can only edit or delete entries in New or In Conflict state. Entries in In Payslip state cannot be edited/deleted as they are already in payslips.
Key points
• Edit entry: Open entry → Edit information → Save
• Delete entry: Select entry → Action → Delete
• Split entry: Open entry → Action → Split → Enter hours to split
Work entry types
Work entry types determine how salary is calculated for each type of working time. Each type has a different Pay Rate.
Default work entry types
| Type | Display Code | Rate | Description |
|---|---|---|---|
| Attendance | ATT | 100% | Regular working hours |
| Overtime | OVT | 150% | Overtime hours |
| Leave | LEA | 100% | General time off |
Create new work entry type
Steps
1. Go to Payroll → Configuration → Work Entry Types
2. Click New
3. Fill in Name, Display Code (3-character code), Payroll Code
4. Select Working Time (check if counted as working hours) or Time Off (check if time off)
5. Enter Rate (pay rate: 1.0 = 100%, 1.5 = 150%, 2.0 = 200%)
6. Click Save
Work entry data sources
Work entries can be created from three different sources. Configure the source on employee record (Employees → Employee → Work Information → Work Entry Source).
Data sources
| Source | Description | When to use |
|---|---|---|
| Working Schedule | Create from fixed work schedule | Employees with fixed work schedule |
| Attendances | Create from actual attendance data | Employees with flexible attendance |
| Planning | Create from work planning | Employees working shifts or projects |
Automatic work entry creation
The system automatically creates work entries on schedule via daily CRON job. Entries are created for current and next month based on configured data source.
Key points
• CRON job runs automatically daily
• Creates entries for current and next month
• Based on data source: work schedule, attendance, or planning
• View employee entries: Employees → Employee → Work Entries button
Payroll integration
When creating payslips, the system automatically retrieves work entries in the pay period. Entries change to In Payslip state and cannot be edited/deleted.
Key points
• System calculates salary based on Duration (hours) and Pay Rate
• Formula: Salary = Hours × Hourly rate × Rate
• Example regular work: 8h × $25 × 1.0 = $200
• Example overtime: 2h × $25 × 1.5 = $75
Search and filter
The module provides many quick filters and grouping capabilities for easy work entry management.
Quick filters
| Filter | Shows |
|---|---|
| My Work Entries | Current employee entries |
| Conflicts | Entries with conflicts |
| To Validate | Unconfirmed entries |
Group by
| Criteria | Description |
|---|---|
| Employee | Group by employee |
| Date | Group by date |
| Work Entry Type | Group by work entry type |
| State | Group by state |
| Department | Group by department |
Practical tips
Key points
• Check conflicts regularly: At the start of each week, check for conflicting entries
• Automate: Use automatic data sources (work schedule, attendance)
• Validate before payroll: Ensure all entries are validated before running payroll
• Backup before regeneration: Export data before bulk regenerating entries
• Do not change payroll code: Do not change Payroll Code after use
• Configure correct rates: Ensure accurate pay rates for each type