Manage employee offboarding and exit

1. Overview & Business Value#

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

This guide is for HR Officers managing employee offboarding and final settlements.

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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-employee-offboarding-and-exit-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-employee-offboarding-and-exit-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-employee-offboarding-and-exit-transaction-processing-state}

Step 1: Initiate exit clearance#

1. Open Employees → Exit Clearance and press New.
2. Select the departing employee and Effective Termination Date.
3. Select Separation Type: Resignation, Contract Expiry, Redundancy, or Termination with Cause.
4. The system dispatches multi-department clearance tasks:
   • IT Department: Return of laptop, revocation of email/VPN access.
   • Store & Facilities: Return of keys, access cards, mobile handsets.
   • Finance: Settlement of outstanding petty cash or loan balances.
   • Direct Manager: Handover of active projects and client dossiers.

Step 2: Compute severance and final settlement#

Under Ethiopian Labour Proclamation No. 1156/2019 (Articles 39–40):

• Employees terminated due to redundancy or unlawful dismissal are entitled to statutory severance:
  • First Year of Service: 30 days of wages.
  • Subsequent Years: +10 days of wages per year of service (capped at statutory limits).
• Unused annual leave balances are encashed at the employee's current daily wage rate.

Step 3: Issue official service certificate#

1. Once all clearance tasks are validated, press Generate Service Certificate.
2. The system produces the official certificate stating:
   • Employee Full Legal Name.
   • Period of Employment (Start Date to End Date).
   • Job Titles and Final Salary.
   • No adverse character statements per Ethiopian labor requirements.

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#

• Employee portal guide: Employee portal guide.
• HR reports and dashboards: HR reports and dashboards.