Employee Ledger Accounts

Payroll journal entries often post advances, custody and loans to one generic account, which hides who owes what. This module gives each employee their own accounts for custody, salary advance and long-term loan and lets salary rules pick debit and credit sources. It adds a long-term loan record that is disbursed through a journal entry. Company settings hold the placeholder and penalty accounts and the custody cutover date. It extends Odoo Payroll accounting.

1. 1

   Set company accounts

   In Settings choose the payroll placeholder account, the penalty account, whether custody is settled to credit and the custody cutover date.

   • Placeholder and penalty accounts
   • Custody cutover date
2. 2

   Assign accounts to employees

   On the employee form set the custody, salary advance and long-term loan accounts. These become the employee specific ledger.

   • Custody account
   • Advance and loan accounts
3. 3

   Choose sources on salary rules

   On a salary rule pick the debit and credit source so the payslip entry uses the employee account instead of a generic one.

   • Debit source
   • Credit source
4. 4

   Refresh the rules

   Press Refresh Employee-Account Rules in Settings to apply the source changes to the salary rules of existing structures.

   • Refresh button
   • Existing structures updated
5. 5

   Create a long-term loan

   Open Long-Term Loans and create a loan with employee, date, total amount, monthly amount, journal and attachment.

   • Amount and monthly amount
   • Journal and attachment
6. 6

   Disburse or cancel

   Press Disburse to create the journal entry to the employee loan account. Cancel or Reset to Draft is available while allowed.

   • Disburse creates the entry
   • Cancel and Reset to Draft

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