Hong Kong¶

Configuration¶

Install the following modules to get the latest features of the Hong Kong localization:

FPS QR codes on invoices¶

FPS is a payment service platform that allows customers to make instant domestic payments to individuals and merchants in Hong Kong dollars or Renminbi via online and mobile banking.

Activate QR codes¶

Go to Accounting app ‣ Configuration ‣ Settings. Under the Customer Payments section, tick the checkbox beside the QR Codes feature. Then, click Save.

FPS bank account configuration¶

Go to Contacts app ‣ Configuration ‣ Bank Accounts section ‣ Bank Accounts. Then select the bank account for FPS activation. Proceed to set the Proxy Type and fill in the Proxy Value field, depending on the type chosen.

Remember to include the invoice number in the QR code, by ticking the Include Reference checkbox.

Bank journal configuration¶

Go to Accounting app ‣ Configuration ‣ Journals and open the bank journal. Then, fill out the Account Number and Bank fields, located in the Journal Entries tab.

Issue invoices with FPS QR codes¶

When creating a new invoice, open the Other Info tab and set the Payment QR-code option to EMV Merchant-Presented QR-code.

Ensure that the Recipient Bank is configured, as Odoo uses this field to generate the FPS QR code.

Payroll¶

Create employees¶

Go to the Employees app and click New. Then, configure the following fields:

• Under the Work Information tab

  • Working Hours: HK Standard 40 hours/week option must be selected.

• Under the Private Information tab

  • Surname, Given Name, Name in Chinese: name of the employee.

  • Private Address: address of the employee.

  • Bank Account Number: employee’s bank account number.

  • Current Rental: employee’s rental records (if rental allowance is applicable).

  • Autopay Type: BBAN, SVID, EMAL, etc.

  • Autopay Reference: autopay reference number.

  • Identification No: HKID of the employee.

  • Gender: gender of the employee.

  Important

  For the Bank Account Number, this account should be set as Trusted before further processing.

  To achieve this, click on the right-arrow button next to Bank Account Number field. Set the Send Money to Trusted by clicking on the toggle.

  Note

  To populate the Current Rental, click on the History button. Then, click on New. Fill in the relevant details and save the rental record. Upon saving the record, the rental contract state will be visible (at the top-right corner) and can be set to Running.

• Under the HR Settings tab:

  • Volunteer Contribution Option: select either Only Mandatory Contribution, With Fixed %VC, or Cap 5% VC.

  • MPF Manulife Account: account number, if applicable.

Manage contracts¶

Once the new employee has been created, click the Contracts smart button on the employee record, or navigate to Employees app ‣ Employees ‣ Contracts.

The following are critical for setting up a contract:

• Salary Structure Type: set as CAP57: Hong Kong Employee.

• Contract Start Date: start date of employment.

• Working Schedule: set as HK Standard 40 hours/week (from employee record).

• Work Entry Source: select either Working Schedule, Attendances or Planning. This field determines how the work entries are accounted for in the payslip.

  • Working Schedule: the work entries are generated automatically based on the employee’s working schedule.

  • Attendances: the work entries are generated based on the check-in/out period logged in the Attendances.

  • Planning: the work entries are generated from planning shifts only.

• Under the Salary Information tab

  • Wage Type: select Fixed Wage for Full-time or Part-time employees, or Hourly Wage for employees who are paid hourly.

  • Schedule Pay: the frequency of payslip issuance.

  • Wage: Monthly or Hourly depending on the Wage Type.

  • Internet Subscription: this is an optional field to provide additional internet allowance on top of the current salary package.

Once all information has been setup, set the contract status to Running by clicking the Running button in the top-right of the page.

Generate payslips¶

Once the employees, and their contracts, are configured, payslips can be generated in the Payroll app.

Odoo provides four different salary structures under CAP57 regulation:

1. CAP57: Employees Monthly Pay: to process the monthly employee salary.

2. CAP57: Payment in Lieu of Notice: to process final payment upon contract termination using ADW.

3. CAP57: Long Service Payment: applicable to employees with more than five years of service upon contract termination.

4. CAP57: Severance Payment: applicable to employees with more than two years of service upon contract termination.

Before running the payslips, the accounts used in the salary rule can be adjusted by navigating to Payroll app ‣ Configuration ‣ Rules.

Odoo can create pay runs in two ways: via batch or individual payslips.

Batch payslips¶

This method of payslip generation is used for recurring payments, since multiple employee payslips can be managed at once. Go to Payroll app ‣ Payslips ‣ Batches.

1. Click on New.

2. Enter a Batch Name (e.g. 2024 - Jan) and Period (e.g. 01/01/2024 - 01/31/2024).

3. Click on Generate Payslips.

4. Choose which Salary Structure to use for this batch. The department filter allows the batch to only apply to a specific group of employees.

5. Click on Generate.

6. A Payslips smart button is created automatically.

Next, click Create Draft Entry to generate a draft journal entry found in the Other Info tab of each payslip. A Confirmation pop-up window appears asking Are you sure you want to proceed?. Click Ok to create the journal entries.

Individual payslips¶

Go to Payroll app ‣ Payslips ‣ All Payslips.

This method of payslip generation is commonly used to handle non-recurring payments (e.g. CAP57: Payment in Lieu of Notice, CAP57: Long Service Payment or CAP57: Severance Payment).

1. Click on New.

2. Select an Employee. When selected, the Contract is filled out automatically.

3. Add a pay Period.

4. Select a salary Structure (e.g. CAP57: Employees Monthly Pay).

5. The Worked Days & Inputs tab automatically compute the worked days/hours and time off leaves that are applicable.

6. Additional payslip items can be added at this time (e.g. Commissions, Deductions) under the Other Inputs section.

7. Click on Compute Sheet button to generate the payslip lines. This button updates the Salary Computation tab.

The Salary Computation tab shows the detailed breakdown of the computation, based on the salary rules configured for each structure type.

1. Rent Allowance: amount derived from the employee’s active rental record.

2. Basic Salary: amount of base salary provided (after rent allowance deduction).

3. 713 Gross: net payable amount considering Commission, Internet Allowance, Reimbursements, Back-pay, Deduction, etc.

4. MPF Gross: net payable amount from 713 gross after consideration of additional allowances, deductions, and end-of-year payment.

5. Employee Mandatory Contribution: employee MPF Contribution.

6. Employer Mandatory Contribution: employer MPF Contribution.

7. Gross: net payable amount from MPF gross after consideration of MPF deductions.

8. Net Salary: final payable amount to be paid to the employee.

Under the Other Inputs section in Worked Days & Inputs tab, there are additional manual input types:

• Back Pay: additional salary payout can be included under this category.

• Commission: the commission earned during the period can be manually entered here.

• Global Deduction: a lump-sum deduction from the entire payslip.

• Global Reimbursement: a lump-sum reimbursement to the entire payslip.

• Referral Fee: the additional bonus offered for any form of business-related referral.

• Moving Daily Wage: to override the ADW value used for leaves computation.

• Skip Rent Allowance: if set, the rental allowance is excluded from the current payslip.

• Custom Average Monthly Salary: to override the average monthly salary used for end-of-year payment (rule is only applicable to payslips generated in December).

• Lieu of Notice Period (Months): only applicable to CAP57: Payment in Lieu of Notice salary structure. By default, the final payout is set as 1-month. Use the Count field under the Other Inputs section to set a different notice period duration.

Once the payslips are ready, click on Compute Sheet, followed by Create Draft entry to generate a draft journal entry found in the Other Info tab of the payslip.

Pay employees¶

Once the draft journal entries have been posted, the company can now pay the employees. The user can choose between two different payment methods:

• From the employee’s payslip (Payroll app ‣ Payslips ‣ All Payslips), once the payslip’s journal entry has been posted, click Register Payment. The process is the same as paying vendor bills. Select the desired bank journal and payment method, then later reconcile the payment with the corresponding bank statement.

• For batch payments (Payroll app ‣ Payslips ‣ Batches), once all draft journal entries from the batch are confirmed, click Mark as Paid to post the payment journal entry. Then create a payment in the Accounting app, and reconcile accordingly.

Attendances and hourly wage¶

To configure the contract for an employee paid hourly using the Attendances app for hours tracking, navigate to Payroll app ‣ Contracts ‣ Contracts. Create a new contract. It is important to remember to set the Work Entry Source as Attendances, and Wage Type as Hourly Wage.

To record the hours logged by the employee using Attendances app:

1. Go to Attendances app.

2. The employee can check-in/out, via the kiosk mode and the time will be logged automatically.

3. In the Payroll app, review the attendance work entries generated from Payroll app ‣ Work Entries ‣ Work Entries.

4. Next, generate the payslips and process the payment.

Time Off with Payroll¶

The work entry types and time off types are fully integrated between the Time Off and Payroll apps. There are several default time off types and work entry types specific to Hong Kong which are installed automatically along with the Hong Kong - Payroll module.

Go to Payroll app ‣ Configuration ‣ Work Entry Types and click New.

There are two checkboxes to be considered when setting up the work entry type:

• Use 713: Include this leave type as part of 713 computation.

• Non-full pay: 80% of the ADW.

Understanding 713 Ordinance¶

The Hong Kong - Payroll module is compliant with 713 Ordinance which relates to the ADW computation to ensure fair compensation for employees.

The ADW computation is as follows:

Generate reports¶

Before generating the below reports, setup the following in Settings app ‣ Payroll.

Configure the following in the Accounting section:

• Tick the Payroll HSBC Autopay checkbox.

  • Autopay Type: Set as H2H Submission.

  • Select the Bank Account to use.

Configure the following in the HK Localization section:

• Employer’s Name shows on reports

• Employer’s File Number

• Manulife MPF Scheme

IRD report¶

There are a total of four IRD reports available:

• IR56B: employer’s Return of Remuneration and Pensions.

• IR56E: notification of Commencement of Employment.

• IR56F: notification of Ceasation of Employment (remaining in HK).

• IR56G: notification of Ceasation of Employment (departing from HK permanently).

Go to Payroll app ‣ Reporting, and select one of the IR56B/E/F/G Sheet options:

1. Click on New.

2. Fill in the relevant information for the IRD report.

3. Click on Populate, and the Eligible Employees smart button appears.

4. The Employee Declarations status is Draft and changed to Generated PDF status once the schedule runs.

5. Once the PDF is generated, the IRD form may be downloaded.

Manulife MPF sheet¶

Go to Payroll app ‣ Reporting ‣ Manulife MPF Sheet.

1. Click on New.

2. Select the relevant Year, Month, and Sequence No..

3. Click on Create XLSX.

4. The Manulife MPF XLSX file is then generated, and available for download.

HSBC autopay report¶

If HSBC Autopay is selected as the batch payment method, click on Create HSBC Autopay Report, and fill in the mandatory fields:

This creates an .apc file format which can be uploaded to the HSCB portal for processing.