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Private Contact in Employees app

Auto create private contact when creating new employee Private contact as Partner in expenses/payroll
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ODOO'S FUNCTION

In Odoo, creating a new employee automatically generates a Work Contact, which is used for financial transactions:

  • Expense reports use the Work Contact as the vendor address.
  • Payslip journal items assign the Work Contact as the partner.
  • Bank accounts added under Private Information are linked to the Work Contact.

Downside: Since the Work Contact is tied to the company, it mixes personal and work-related financial details, making it harder to separate employee payments from company records.


CLUEDOO'S FUNCTION

CLuedoo introduces a Private Contact for employees to keep personal and work-related information separate:

1️⃣ Expense reports now use the Private Contact as the vendor address.

2️⃣ Payslip journal items assign the Private Contact as the partner.

3️⃣ Bank accounts added under Private Information are linked to the Private Contact and can be used as the recipient bank for expenses.

4️⃣ Add the Can Access Private Contact checkbox in User Settings to manage access and configuration for Private Contacts. Besides,  a Private Contacts Menu is developed, allowing viewing and managing all created private contacts 

This ensures better financial separation and prevents company records from being cluttered with employee personal details.

AUTO CREATE PRIVATE CONTACT

1. Go to Employees and create a new one > Save


2. Under Private Information > Private Contact > A new Contact has been created

Note: In v19, the tab changes to Personal

PRIVATE CONTACT AS PARTNER IN EXPENSES/PAYROLL

Fill in the address in the Private Contact

A. EXPENSES

1. Go to Expenses > My Expenses > New and create a new expense > Fill in the necessary information > Submit to Manager

2. After the report has been approved and the journal entries have been posted, you can check that the address in the Vendor Bill has been changed from Work Contact to the employee's private address, ensuring clarity and accuracy.

Note: since v19, Odoo has removed the Expense Report.

After the expense is created > Submit > Post Journal Entries > Post Expenses


The vendor address will be the private address.

B. PAYROLL

1. Go to Payroll > Contracts to set up a contract for the employee

Note: since v19, set the contract under the Payroll tab in Employees

2. Go to Payroll > Configuration > Salary > Rules and make sure you have already set the rules for Basic Salary

3. Go to Payslips > Payslips to pay > New > Fill in the necessary information > Compute Sheet > Create Draft Entry > A payslip has been created with draft entries for the period

Click Other Info > Accounting Entry to view the draft entries

In Journal Items, the Partner has been changed from Work Contact to the employee's private contact

Note:


Since v18, the draft entry will be shown in the smart button

C. BANK ACCOUNT

Head back to Employees > Private Information > Add a Bank Account Number

Note: since v19, it is under the Personal tab

It will also be added to the Private Contact under Accounting > Bank accounts

And can be used in expenses as the Recipient Bank

PERMISSION TO ACCESS PRIVATE CONTACT
A. Have the right to access private contact

1

 Go to Settings > Users > Access an internal user >  Check the Can Access Private Contact checkbox > Save

EX: Access Mitchell Admin user > Check the Can Access Private Contact checkbox

2

Go to Employees > Create a new employee or Access an existing one > We can not only create/ edit the Private Contact but also access it by clicking on the Internal Link > In the Private Contact form, can see the Private Address is automatically configured

3

Go to Contacts > Access Private Contacts on the Navigation Tab > Can see all created private contacts here > Access a specific private contact to see details

B. No right to access private contact

1

 Go to Settings > Users > Access an internal user >  Uncheck the Can Access Private Contact checkbox > Save

EX: Access Mitchell Admin user > Uncheck the Can Access Private Contact checkbox

2

Go to Employees > Access a particular employee > Can't do anything with Private Contact or access it

3

Go to Contacts > Not see Private Contacts on the Navigation Tab