End of Service Management System for Employee Offboarding, Gratuity and Final Settlement Operations
by Sitaram https://www.sitaramsolutions.in$ 23.28
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Employees (hr)
• Invoicing (account) • Time Off (hr_holidays) • Discuss (mail) • Calendar (calendar) |
| Lines of code | 1296 |
| Technical Name |
sr_eos_management_community |
| License | OPL-1 |
| Website | https://www.sitaramsolutions.in |
| Versions | 18.0 19.0 |
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Employees (hr)
• Invoicing (account) • Time Off (hr_holidays) • Discuss (mail) • Calendar (calendar) |
| Lines of code | 1296 |
| Technical Name |
sr_eos_management_community |
| License | OPL-1 |
| Website | https://www.sitaramsolutions.in |
| Versions | 18.0 19.0 |
End of Service Management System for Efficient Employee Offboarding, Gratuity and Final Settlement Operations
The End of Service Management System is a complete HR separation workflow solution that converts employee exit procedures into a structured, transparent and fully automated process. The module centralizes every step from offboarding initiation to gratuity calculation and final settlement into a single integrated system. It is designed for HR teams, payroll departments and finance managers who want compliance, accuracy, faster processing and full visibility without manual spreadsheets or multiple disconnected tools.
The application is built around flexible offboarding handling, validated gratuity calculation and automated settlement posting. HR users can manage resignation or termination requests with clear tracking of join date, request date, notice period, releaving date, reasons and supporting documentation. Once the process begins, the system automatically checks contract availability, validates dates and ensures correct employee service duration. This prevents wrong data entry and maintains error free workflow management.
Gratuity computation is fully integrated with company rules. Eligible working days are auto calculated based on employee working schedule, approved leaves and public holidays. After validation by HR, gratuity details are directly passed into the final settlement record along with salary details, leave encashment and notice period recovery or compensation. Finance users can calculate the exact payable amount with a single click and approve the final payout with confidence.
Configuration settings allow companies to define the Bank Account and Salary Payable Account that will be used while generating the final accounting entries. When the settlement is approved, the system can automatically create journal entries so finance users no longer need to make any manual adjustments. Smart warnings and validation messages ensure that actions are performed correctly and in the right sequence which keeps the data reliable throughout the entire offboarding cycle.
The result is a complete and smooth exit process with accurate financial processing. Every detail is captured including attachments, approval history, user actions and workflow status. From the first offboarding request to the accounting entry of the final settlement, this system improves compliance, reduces human errors and provides a clear audit trail for the organization.
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Key Features of End of Service Management System
The End of Service Management System is a complete HR separation workflow solution that helps manage employee offboarding, gratuity calculation and final financial settlement.It is designed for HR teams, payroll departments, and finance managers who want compliant settlements, accurate payout calculations, and faster response.
Employee Offboarding Lifecycle Management
A complete workflow to manage resignation or termination with proper approval stages.
Automatic Gratuity Calculation
Instantly computes gratuity eligibility based on actual working days and employee contract.
Final Settlement Processing
Automatically calculates total payable amount including salary, leave and gratuity.
Role-Based Approvals
Different authorization levels for HR and Finance to ensure secure processing.
Strong Data Validations
Prevents incorrect dates, missing contracts or invalid workflow actions.
Configurable EOS Settings
Easily set default bank and salary accounts for accurate financial posting.
Auto Journal Entry Creation
Finance can post the final settlement into accounting with a single click.
Payroll & HR Integration
Uses employee contract, allocations, time off records and public holidays for correct computation.
Easy Review & Monitoring
Clear status tracking for every stage from offboarding to final payout.
Printable Reports
Final Settlement is ready for print with clean layouts.
50 Days Free Support
Dedicated support to ensure smooth adoption and quick resolutions.
Benefits of Using End of Service Management System
The End of Service Management System delivers high-value benefits to HR and Finance operations by automating and standardizing the complete employee exit lifecycle. It ensures accurate gratuity and settlement payouts with minimal manual effort by intelligently using employee contract details, working schedules and approved leave records. The solution strengthens compliance, enhances data security across all approval stages.
Faster Exit Processing
Reduces delay and manual follow-ups by automating the entire offboarding workflow.
Compliance and Policy Assurance
All gratuity and settlement calculations follow company rules and legal requirements.
Accurate Payroll and Settlement
Removes human calculation errors using contract, working hours and approved leave data.
Controlled Access and Security
Only authorized roles can approve or finalize payouts ensuring secure data handling.
Proper Documentation Tracking
Employee attachments, approvals and notes are always stored as part of the record.
HR to Finance Coordination
Automatic journal entries eliminate gaps between departments and avoid duplicate work.
Full Transparency and Oversight
Clear real-time visibility on the status of offboarding, gratuity and settlement actions.
Fair and Consistent Payouts
Ensures every employee receives the correct benefit without negotiation or manual edits.
Error Prevention at Every Step
Smart validations protect system accuracy by blocking incomplete or inconsistent entries.
Complete Audit Trail
All activities are logged providing accountability and traceability for future review.
User Access Rights
Assign user roles for End of Service Management including Admin, Employee, HR Officer, HR Manager and Finance. Each role has controlled access to Offboarding, Gratuity and Final Settlement actions ensuring secure and authorized workflow processing.
Employees Offboarding Menu Access from EOS App
Centralized navigation for employee exit workflows including Offboarding, Gratuity and Settlement management.
Employee Offboarding
This screen displays the list of all employee offboarding. Each offboarding is linked with its gratuity and settlement. From here the user can create new offboarding or review existing offboarding along with their current occupancy status.
Employee Gratuity
This screen shows different gratuity records for employees including joining date, releaving date and gratuity status.
Final Settlement
Displays all finalized settlement records with key details like employee name, joining date, releaving date, request date, total payable amount, and settlement status. Easily navigable via dropdown under the main offboarding module.
Employee Contract Details & Working Schedule
View complete employee contract information including wage, contract dates and working hours. These details are automatically used for accurate gratuity and final settlement calculations.
Employee Time Off Allocations
Track employee leave allocations with clear visibility of available and consumed days.
Employee All Time Off Records
Track employee approved and refused leaves including date, duration and type. These time off details are automatically deducted while calculating eligible service days for gratuity.
Public Holidays Overview
Public holidays auto-excluded from gratuity and final settlements calculations.
Employee Working Schedule
View the employeeâs configured working hours per day and per week. This data is automatically used to calculate eligible working days during gratuity and final settlement computation.
End of Service Management Configuration
Set default accounts to automate final settlement journal entries.
Create and Submit Offboarding Request
Employee creates an offboarding request by entering resignation details, notice period and attaching supporting documents. The record starts in Draft state until HR Manager confirms it.
HR Manager Approval of Offboarding
Once Employee confirms the request, the HR Manager reviews and approves the offboarding. Approval date is automatically updated to maintain accurate process tracking.
Create Employee Gratuity
After approval, HR Manager can proceed with the next step by creating the Employee Gratuity directly from the offboarding record, ensuring a secure and authorized workflow.
Employee Gratuity Creation
The system auto-calculates service days, eligible days and unproductive days based on contract, working hours, time off and public holidays. HR Manager and HR Officer reviews the data before validation.
Validate Gratuity Calculation
Once validated, gratuity data is locked for accuracy and compliance. Calculations reflect the true eligible service period excluding weekends and unapproved leaves.
Approve Gratuity and Create Settlement
Approval finalizes gratuity benefits and automatically generates the Employee Final Settlement record to continue the exit workflow without manual effort.
Final Settlement Record Created
The Final Settlement record is auto-generated after gratuity approval. It displays basic, gross and net salary along with the final working day calculated using the employeeâs notice period.
Validate Settlement Details
HR Officer or Manager validates the settlement to confirm service duration, wage values and policy-based compensation elements before computation.
Auto Calculation of Leave & Gratuity
Finance user computes the settlement to automatically calculate payable amounts including leave encashment and gratuity as per eligibility rules and approved allocations.
Approve Settlement and Generate Accounting Entries
Once approved, finance can create journal entries with a single click. The system posts payroll-based liabilities and updates the final status to Done.
Auto-Generated Journal Entry for Final Settlement Payout
Once the finance user posts the settlement, the system automatically creates and posts the final settlement journal entry. This includes gratuity amount, leave encashment, and salary payable adjustments. The journal entry clearly reflects:
Employee Automatically Archived After Final Settlement Completion
Once the final settlement is completed and all approvals/journal entries are posted, the employee record is automatically archived under the Employees menu.
User Access Disabled Automatically After Offboarding
Along with employee archival, the linked user account is automatically disabled to revoke system access. The user status changes to Archived, preventing login while keeping historical data intact.
Final Settlement Report
This Report represents the official Final Settlement Statement issued during employee offboarding. It includes complete financial details related to the exit process.
Missing Account Configuration
This warning appears when journal entries are attempted without configuring Bank Account and Salary Payable Account.
Duplicate Offboarding Record
An offboarding process has already been created for this employee. Additional records cannot be created.
Contract Not Found
No active employment contract is available for the selected period. Update employee contract details and try again.
Incorrect Join Date
Update the Join Date to ensure it does not exceed the Request Date for offboarding submission.
Releaving Date is Earlier Than Join Date
Correct the employee dates to proceed with offboarding approval.
Invalid Notice Period
Enter a valid number to represent notice duration.
Missing Time Unit in Duration
Duration must specify a valid unit such as Days, Months, or Years.
Gratuity Dependency Restriction
This offboarding cannot be cancelled because a gratuity record is already generated for the employee.
Offboarding Delete Restriction
Confirmed or approved offboarding records cannot be deleted. Please cancel the offboarding first.
Delete Offboarding While Gratuity Exists
The system detected a linked gratuity record. Delete the gratuity before deleting this offboarding.
Settlement Dependency Restriction
You cannot cancel gratuity because final settlement record is already generated. Remove settlement first.
Gratuity Delete Restriction
Validated or approved gratuity cannot be deleted. You must cancel it first.
Delete Gratuity While Settlement Exists
Gratuity cannot be deleted because settlement exists. Delete settlement before removing gratuity.
Journal Entry Dependency Restriction
You cannot cancel this settlement because a journal entry is already created for this employee.
Settlement Delete Restriction
Validated, approved, or done settlement cannot be deleted. You must cancel it first.
Delete Settlement While Journal Entry Exists
Settlement cannot be deleted because journal entry exists. Delete journal entry before removing settlement.
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