Manage employment contracts

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Manage employment contracts within SmartERP.

This guide is for HR Officers managing employee contracts (hr.contract).

{screenshot:manage-employment-contracts-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: hr, hr_payroll, hr_holidays, smarterp_ethiopian_payroll
• Security Groups:
  • Officer: Manage all employees (Technical ID: hr.group_hr_user)
  • Payroll Officer (Technical ID: hr_payroll.group_hr_payroll_user)
  • HR Administrator (Technical ID: hr.group_hr_manager)
• Master Data Dependencies: Company departments, job positions, salary structures, 7-tier Ethiopian income tax brackets, POESSA/PSSPA pension rates, and employee contracts.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Employees app icon.
4. From the top navigation bar, open Human Resources → Employees / Contracts / Attendance / Time Off / Payroll.

{screenshot:manage-employment-contracts-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Employee Name (Mandatory): Legal employee name matching national identity card or passport
   • Department & Job Position (Mandatory): Assigned administrative unit and official role title
   • Contract / Salary Structure (Mandatory): Active employment contract defining basic salary and statutory allowances
   • Taxpayer Identification Number (TIN) (Mandatory): Mandatory 10-digit MOR tax identifier for payroll declaration
3. Configure optional operational parameters and localized tags as required:
   • Pension Scheme Number (Optional): POESSA private or PSSPA public pension account number
   • Bank Account Details (Optional): Commercial bank account number for direct net pay credit transfers
   • Work Mobile & Email (Optional): Internal enterprise communication coordinates
4. Click the Save icon in the control bar to commit the record.

{screenshot:manage-employment-contracts-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Draft → Pending Review → Verified → Approved / Running → Closed).
• Ledger & System Impact: Payroll batch confirmation automatically generates composite salary expense, pension payable, and tax withholding journal entries in the General Ledger.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:manage-employment-contracts-transaction-processing-state}

Create an employment contract#

1. Open Employees → Employees, select the employee, and click Contracts.
2. Press New.
3. In Contract Reference, type an identifier: e.g. CNT-2026-089.
4. In Contract Type, select:
   • Permanent: Standard open-ended contract.
   • Definite Term: Fixed-duration project or seasonal contract.
   • Probationary: Initial 60-day trial contract.
5. In Grade & Step, select the compensation band (e.g. Grade 4, Step 3). Base wage auto-populates.
6. In Working Schedule, select Standard 48 Hours/Week - Ethiopian Commercial.
7. Under Contractual Allowances, add recurring allowances:
   • Transport Allowance: 2,500.00 ETB
   • Representation Allowance: 3,000.00 ETB
8. In Salary Structure, select Ethiopian Commercial Enterprise Structure.
9. Set contract state to Running.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • HR: Compute scheduled leave accruals (hr_holidays.ir_cron_leave_accruals): Runs bi-weekly to accrue annual leave balances per Ethiopian labor law
  • Payroll: Auto-generate monthly payslip batches (hr_payroll.ir_cron_generate_payslips): Runs on the 25th of each calendar month
  • Attendance: Validate biometric clock-in logs (hr_attendance.ir_cron_sync_attendance): Runs hourly to sync biometric terminal events
• Custom Print Templates & Reports:
  • Official Ethiopian Monthly Payslip
  • POESSA / PSSPA Statutory Pension Contribution Schedule
  • MOR Employment Income Tax (PAYE) Monthly Summary
  • Employee Service & Severance Certificate
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#

Next#

• Probation evaluation: Evaluate probation and confirmations.
• Compute payslips: Compute individual payslip.