2015-10-27 16:08:01 +07:00
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=======================================
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How to keep track of employee expenses?
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=======================================
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Employee expenses are charges incurred on behalf of the company. The
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company then reimburses these expenses to the employee. The receipts
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encountered most frequently are:
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- car travel, reimbursed per unit of distance (mile or kilometer),
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- subsistence expenses, reimbursed based on the bill,
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- other purchases, such as stationery and books, destined for the
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company but carried out by the employee.
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Configuration
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=============
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To manage expenses, you need to install the **Expense Tracker**
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application from the Apps module.
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You will also need to install the **Sales Management** module in order to
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re-invoice your expenses to your customers.
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Once these applications are installed you can configure the different
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products that represent the types of expenses. To create the firsts
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products, go to the menu :menuselection:`Configuration --> Expenses Products` in the
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**Expenses** application.
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Some examples of products can be:
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1. **Travel (car)**
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- Product Type: Service
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- Invoicing Policy: Invoice based on time and material
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- Expense Invoice Policy: At sales price
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- Sale Price: 0.32
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- Unit of Measure: Km or mile (you will need to enable the **Multiple
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Unit of Measures** option from :menuselection:`Sales module --> Configuration`)
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.. image:: ./media/expense01.png
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:align: center
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1. **Hotel**
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- Product Type: Service
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- Invoicing Policy: Invoice based on time and material
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- Expense Invoice Policy: At cost
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- Unit of Measure: Unit
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In these examples, the first product will be an expense we reimburse to
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the employee based on the number of km he did with his own car (e.g. to
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visit a customer): 0.32€ / km. The hotel is reimbursed based on the real
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cost of the hotel.
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Be sure that all these products have the checkbox **Can be expensed**
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checked and the invoicing policy set to **Invoice Based on time and
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material**. This invoicing policy means that, if the expense is related
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to a customer project/sale order, Odoo will re-invoice this expense to
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the customer.
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Odoo support two types of expenses:
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- expenses paid by employee with their own money
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- expenses paid with a company credit card
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The expenses workflow
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=====================
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Record a new expense
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--------------------
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Every employee of the company can register their expenses from
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:menuselection:`Expenses application --> My Expenses`. The workflow for personal
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expenses work that way:
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1. an employee record his expense, and submit it to the manager
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2. the manager approve or refuse the expense
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3. the accountant post journal entries
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4. the company reimburse the employee expense (the employee is like a
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vendor, with a payable account)
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5. if the expense is linked to an analytic account, the company can
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reinvoice the customer
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For every expense, the employee should record at least:
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- a description: that should include the reference of the ticket / bill
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- a product: the expense type
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- a price (e.g. hotel) or a quantity (e.g. reimburse km if travel with
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his own car)
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Depending of the policy of the company, he might have to attach a scan
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or a photo of the expense. To do that, just a write a message in the
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bottom of the expense with the scan of the bill/ticket in attachment.
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.. image:: ./media/expense02.png
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:align: center
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If the expense is linked to a customer project, you should not forget to
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set an analytic account, related to the customer project or sale order
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(you might have to activate analytic accounts in the accounting settings
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to get this feature).
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Once the expense is fully recorded, the employee has to click the button
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**Submit to Manager**. In some companies, employees should submit their
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expenses grouped at the end of the month, or at the end of a business
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trip.
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An employee can submit all his expenses in batch, using the Submit
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Expenses action from the list view of expenses, or the small icons in
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the list view.
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Validation by the manager
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-------------------------
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Managers should receive an email for every expense to be approved (the
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manager of an employee is defined on the employee form). They can use
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the menu **To Approve** to check all expenses that are waiting for
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validation.
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The manager can:
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- discuss on an expense to ask for more information (e.g., if a scan of
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the bill is missing);
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- reject an expense;
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- approve an expense.
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Control by the accountant
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-------------------------
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Then, all expenses that have been validated by the manager should be
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posted by the accountant. When an expense is posted, the related journal
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entry is created and posted in your accounting.
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If the accountant wants to create only one journal entry for a batch of
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expenses, he can post expenses in batch from the list view of all
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expenses.
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Reinvoice expenses to customers
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-------------------------------
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If the expense was linked to an analytic account related to a sale
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order, the sale order has a new line related to the expense. This line
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is not invoiced to the customer yet and will be included in the next
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invoice that will be send to the customer (charge travel and
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accommodations on a customer project)
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To invoice the customer, just click on the invoice button on his sale
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order. (or it will be done automatically at the end of the week/month if
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you invoice all your orders in batch)
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.. todo::
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tip
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If you want to learn more; check the documentation page :doc: ../../../sale/invoicing/service/expense
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`*How to re-invoice expenses to your customers* <https://docs.google.com/document/d/1_6VclRWfESHfvNPZI32q5ANFi2C7cCTwkLXpbGTz6B8/edit?usp=sharing>`__
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Reimburse the employee
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----------------------
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If the expense was paid with the employee's own money, the company
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should reimburse the employee. In such a case, the employee will appear
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in the aged payable balance until the company reimburse him his
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expenses.
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All you have to do is to create a payment to this employee for the
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amount due.
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Miscellaneous
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=============
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Expenses that are not reinvoiced to customers
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---------------------------------------------
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If some expenses should not be reinvoiced to customers, you have two
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options:
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1. if the decision to invoice or not is related to the product, change
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the invoicing policy on the product:
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- **based on time and material**: reinvoice the customer
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- **based on sale orders**: do not reinvoice the customer
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2. if you have to make an exception for one invoice that should not be
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reinvoiced to the customer, do not set the related analytic
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account for this invoice.
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.. seealso::
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* :doc:`forecast`
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.. todo:: :doc: ../../../sale/invoicing/service/expense
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