[IMP] Expenses: updaitng out of date information and images
closes odoo/documentation#4553 closes odoo/documentation#4653 Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
@ -4,231 +4,533 @@
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Expenses
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========
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**Odoo Expenses** streamlines the management of expenses. Employees can submit their expenses;
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managers can approve them; accountants can record them and process the payments.
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Odoo **Expenses** streamlines the management of expenses. After an employee submits their expenses
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in Odoo, the expenses are reviewed by management and accounting teams. Once approved, payments can
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then be processed and disbursed back to the employee for reimbursement(s).
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.. seealso::
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- `Odoo Expenses: product page <https://www.odoo.com/app/expenses>`_
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`Odoo Expenses: product page <https://www.odoo.com/app/expenses>`_
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How to set expense types
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========================
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Set expense types
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=================
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The first step to track expenses is to configure the expense types (managed as products in Odoo)
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that your company allows, from the *Configuration* menu.
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When a specific expense is reimbursed at a fixed price, set a cost on the product.
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Otherwise keep the cost at 0.0 and employees will report the real cost per expense.
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The first step to track expenses is to configure the different *expense types* for the company
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(managed as *products* in Odoo). Each "product" can be as specific or generalized as needed. Go to
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:menuselection:`Expenses app --> Configuration --> Expense Products` to view the current expensable
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products in a default kanban view.
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.. image:: expenses/product.png
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.. image:: expenses/products.png
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:align: center
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:alt: Set expense costs on products.
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Here are some examples:
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* Restaurant:
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* Cost: 0.00 (the cost of the ticket will be recorded on every expense)
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* Travel with Personal Car:
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* Cost: 0.30 (the price per mile reimbursed by the company is fixed)
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* Hotel:
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* Cost: 0.00 (the cost of the ticket will be recorded on every expense)
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* Others:
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* Cost: 0.0
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Don't forget to set an expense tax on each expense type
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(and an account if you use Odoo Accounting).
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It's usually a good practice to use a tax that is configured
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with :ref:`Tax Included in Price <taxes/included-in-price>`.
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That way, employees report expenses with
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prices including taxes, which is usually the expected behaviour.
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To create a new expense product, click :guilabel:`Create`. A product form will appear. Only two
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fields are required, the :guilabel:`Product Name` and the :guilabel:`Unit of Measure`. Enter the
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:guilabel:`Product Name` in the field, and select the :guilabel:`Unit of Measure` from the drop-down
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menu (most products will be set to :guilabel:`Units`).
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.. tip::
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The *Sales* app allows you to specify units of measure for your
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expense types (units, miles, nights, etc.).
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Go to :menuselection:`Sales --> Configuration --> Settings` and check
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*Some products may be sold/purchased in different units of measure (advanced)*.
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The *Sales* app is where specification on the units of measure are created and edited (e.g.
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units, miles, nights, etc.). Go to :menuselection:`Sales app --> Configuration --> Settings` and
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ensure `Units of Measure` is checked off in the `Product Catalog` section. Click on the
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:guilabel:`Units of Measure` internal link to view, create, and edit the units of measure. Refer
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to :doc:`this document </applications/inventory_and_mrp/inventory/management/products/uom>` to
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learn more about units of measure and how to configure them.
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How to record expenses
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======================
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Manually
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--------
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As an employee (Employee in user access rights), you can record
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expenses from :menuselection:`My Expenses --> Expenses to Submit`.
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.. image:: expenses/submit_01.png
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.. image:: expenses/new-expense-product.png
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:align: center
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:alt: Set expense costs on products.
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1. Select the related product and enter either the total amount
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you paid (with Quantity = 1) or the unit price if Quantity is
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countable (e.g. number of hotel nights).
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2. Enter the expense date.
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3. Choose if you paid the bill on your own (and expect to be reimbursed)
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or if the company paid directly (e.g. if you used a company's credit card).
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4. Set the bill reference, add some notes if requested and attach a
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photo/scan of the receipt from the discussion thread.
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That will help the manager and the accountant validate it.
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The :guilabel:`Cost` field on the product form is populated with a value of `0.00` by default. When
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a specific expense should always be reimbursed for a particular price, enter that amount in the
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:guilabel:`Cost` field. Otherwise, leave the :guilabel:`Cost` set to `0.00`, and employees will
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report the actual cost when submitting an expense report.
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.. image:: expenses/submit_02.png
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.. example::
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Here are some examples for when to set a specific :guilabel:`Cost` on a product vs. leaving the
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:guilabel:`Cost` at `0.00`:
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- **Meals**: Set the :guilabel:`Cost` to `0.00`. When an employee logs an expense for a meal, they
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enter the actual amount of the bill and will be reimbursed for that amount. An expense for a
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meal costing $95.23 would equal a reimbursement for $95.23.
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- **Mileage**: Set the :guilabel:`Cost` to `0.30`. When an employee logs an expense for
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"mileage", they enter the number of miles driven, and are reimbursed 0.30 per mile they
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entered. An expense for 100 miles would equal a reimbursement for $30.00.
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- **Monthly Parking**: Set the :guilabel:`Cost` to `75.00`. When an employee logs an expense for
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"monthly parking", the reimbursement would be for $75.00.
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- **Expenses**: Set the :guilabel:`Cost` to `0.00`. When an employee logs an expense that is not
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a meal, mileage, or monthly parking, they use the generic :guilabel:`Expenses` product. An
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expense for a laptop costing $350.00 would be logged as an :guilabel:`Expenses` product, and
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the reimbursement would be for $350.00.
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Select an :guilabel:`Expense Account` if using the Odoo *Accounting* app. It is recommended to check
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with the accounting department to determine the correct account to reference in this field as it
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will affect reports.
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Set a tax on each product in the :guilabel:`Vendor Taxes` and :guilabel:`Customer Taxes` fields if
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applicable. It is considered good practice to use a tax that is configured with :ref:`Tax Included
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in Price <taxes/included-in-price>`. Taxes will be automatically configured if this is set.
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.. _expenses/new:
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Record expenses
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===============
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Manually create a new expense
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-----------------------------
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To record a new expense, begin in the main :menuselection:`Expenses` app dashboard, which presents
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the default :guilabel:`My Expenses to Report` view. This view can also be accessed from
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:menuselection:`Expenses app --> My Expenses --> My Expenses to Report`.
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First, click :guilabel:`Create`, and then fill out the various fields on the form.
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- :guilabel:`Description`: Enter a short description for the expense in the :guilabel:`Description`
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field. This should be short and informative, such as `lunch with client` or `hotel for
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conference`.
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- :guilabel:`Product`: Select the product from the drop-down menu that most closely corresponds to
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the expense. For example, an airplane ticket would be appropriate for an expense
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:guilabel:`Product` named :guilabel:`Air Travel`.
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- :guilabel:`Unit Price`: Enter the total amount paid for the expense in one of two ways:
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#. If the expense is for one single item/expense, enter the cost in the :guilabel:`Unit Price`
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field, and leave the :guilabel:`Quantity` `1.00`.
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#. If the expense is for multiples of the same item/expense, enter the price *per unit* in the
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:guilabel:`Unit Price` field, and enter the *quantity of units* in the :guilabel:`Quantity`
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field.
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.. example::
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In the case of a hotel stay, for example, the :guilabel:`Unit Price` would be set as the
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cost *per night*, and set the :guilabel:`Quantity` to the *number of nights* stayed.
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- :guilabel:`Taxes`: If taxes were paid on the expense, select the tax percentage using the
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drop-down menu. Tax options are pre-configured based on the localization setting selected when the
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database was created. Adding any new taxes should only be done when necessary.
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.. note::
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When a tax is selected, the :guilabel:`Total` value will update in real time to show the added
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taxes.
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- :guilabel:`Paid By`: Click the radio button to indicate who paid for the expense and should be
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reimbursed. If the employee paid for the expense (and should be reimbursed) select
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:guilabel:`Employee (to reimburse)`. If the company paid directly instead (e.g. if the company
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credit card was used to pay for the expense) select :guilabel:`Company`.
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- :guilabel:`Expense Date`: Using the calendar module, enter the date the expense was incurred. Use
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the :guilabel:`< (left)` and :guilabel:`> (right)` arrows to navigate to the correct month, then
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click on the specific day to enter the selection.
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- :guilabel:`Bill Reference`: If there is any reference text that should be included for the
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expense, enter it in this field.
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- :guilabel:`Account`: Select the expense account that this expense should be logged on from the
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drop-down menu.
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- :guilabel:`Employee`: Using the drop-down menu, select the employee this expense is for.
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- :guilabel:`Customer to Reinvoice`: If the expense is something that should be paid for by a
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customer, select the customer that will be invoiced for this expense from the drop-down menu. For
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example, if a customer wishes to have an on-site meeting, and agrees to pay for the expenses
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associated with it (such as travel, hotel, meals, etc.), then all expenses tied to that meeting
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would indicate that customer as the :guilabel:`Customer to Reinvoice`.
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- :guilabel:`Analytic Account`: Select the account the expense should be written against from the
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drop-down menu.
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- :guilabel:`Company`: If multiple companies are set-up, select the company this expense should be
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filed for from the drop-down menu. If there is only one company, this field will be automatically
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populated.
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- :guilabel:`Notes...`: If any notes are needed in order to clarify the expense, enter them in the
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notes field.
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Once all the fields have been filled out, click :guilabel:`Save`.
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.. image:: expenses/expense-filled-in.png
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:align: center
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:alt: A filled in expense form for a client lunch.
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In one click from emails
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------------------------
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Attach a receipt
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~~~~~~~~~~~~~~~~
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Let your employees record their expenses from a simple email.
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Make a snapshot of the receipt and send it by email, or simply forward a bill!
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After the expense is saved, the next step is to attach a receipt. A new :guilabel:`Attach Receipt`
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button appears after the entry is saved, beneath the former :guilabel:`Save` button (which turns
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into an :guilabel:`Edit` button).
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The only thing to do is setting up an email alias in
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:menuselection:`Expenses --> Configuration --> Settings` (e.g. *expenses* @mycompany.odoo.com).
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For security purposes, only authenticated employee emails
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(cfr. *Work Email* in employee detail form) are accepted.
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.. tip::
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The expense product is set automatically if the mail subject contains
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the product's internal reference in first position.
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Type the expense amount in the mail subject to set it on the expense too (e.g. Ref001 Food 100€).
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How to submit expenses to managers
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==================================
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When you are ready to submit your expenses to your manager
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(e.g. at the end of a business trip, or once a month),
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go to the menu :menuselection:`My Expenses --> Expenses to Submit`. Select all expenses
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from the list view and click on :menuselection:`Action --> Submit to Manager`.
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Save the newly created expense report (i.e. set of expenses),
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and wait for your manager to approve it.
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.. image:: expenses/submit_03.png
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.. image:: expenses/save-receipt.png
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:align: center
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:alt: Attach a receipt after saving the record.
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You can also submit expenses one by one from the *Submit to Manager*
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button on the form view of an expense.
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Click the new :guilabel:`Attach Receipt` button, and a file explorer appears. Navigate to the
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receipt to be attached, and click :guilabel:`Open`. A new :guilabel:`Receipts` smart button appears
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at the top, and the new receipt is recorded in the chatter. More than one receipt can be attached to
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an individual expense, as needed. The number of receipts attached to the expense will be noted on
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the smart button.
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All your submitted expense reports can be found in
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:menuselection:`Expenses --> My Expenses --> Expense Reports`.
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How to approve expenses
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=======================
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HR and team managers get an overview of all expense reports to
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validate from the top menu :menuselection:`To Approve --> Expense Reports to Approve`.
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Such users must have at least *Officers* access rights for *Expenses*.
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.. image:: expenses/approval_01.png
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.. image:: expenses/receipt-smartbutton.png
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:align: center
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:alt: Attach a receipt after saving the record.
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They can review expense reports, approve or reject them, as well as providing
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feedback thanks to the integrated communication tool.
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Automatically create new expenses from an email
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-----------------------------------------------
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.. image:: expenses/approval_02.png
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Instead of individually creating each expense in the *Expenses* app, expenses can be automatically
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created by sending an email to an email alias.
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To do so, first, an email alias needs to be configured. Go to :menuselection:`Expenses app -->
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Configuration --> Settings`. Ensure :guilabel:`Incoming Emails` is checked off.
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.. image:: expenses/email-alias.png
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:align: center
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As a team manager you can easily find the expense reports of your team members.
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You need to be set as manager in the detail form of those employees.
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.. image:: expenses/approval_03.png
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:align: center
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How to post expenses in accounting
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==================================
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Once expense reports approved by managers, the accounting department
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goes to :menuselection:`Expenses --> Accountant --> Expense Reports To Post` to check
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accounts, products and taxes. They can click *Post Journal Entries*
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to post related journal entries into your books.
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To do so, the user must have following access rights:
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* Accounting: Accountant or Adviser
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* Expenses: Manager
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:alt: Create the domain alias by clicking the link.
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.. note::
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To post an expense, a *Home Address* must be set on the employee.
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If you get a related blocking message when posting, click the employee,
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go to *Personal Information* tab and select/create the contact of your employee
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in the address book.
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A contact has been automatically created if this person is using Odoo.
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If the domain alias needs to be set up, :guilabel:`Setup your domain alias` will appear beneath
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the incoming emails check box instead of the email address field. Refer to this documentation for
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setup instructions and more information: :doc:`/administration/maintain/domain_names`. Once the
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domain alias is configured, the email address field will be visible beneath the incoming emails
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section.
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How to reimburse employees
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==========================
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Next, enter the email address to be used in the email field, then click :guilabel:`Save`. Now that
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the email address has been entered, emails can be sent to that alias to create new expenses without
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having to be in the Odoo database.
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You can now see all the expense reports to reimburse in
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:menuselection:`Expenses --> Accountant --> Expense Reports To Pay`.
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To record the payment or pay by check, click *Register a Payment*.
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To submit an expense via email, create a new email and enter the product's *internal reference* code
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(if available) and the amount of the expense in the email subject. Next, attach the receipt to the
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email. Odoo creates the expense by taking the information in the email subject and combining it with
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the receipt.
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See how you can easily manage the payment process in Odoo:
|
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To check an expense product's internal reference, go to :menuselection:`Expenses app -->
|
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Configuration --> Expense Products`. If an internal reference is listed on the product, it is
|
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visible in this view as :guilabel:`(Ref###)`.
|
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|
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* :doc:`accounting/payments/pay_checks`
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* :doc:`accounting/payments/pay_sepa`
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.. image:: expenses/internal-ref-numbers.png
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:align: center
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:alt: Internal reference numbers are listed in the main Expense Products view.
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|
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To add an internal reference on an expense product, click on the product, then click
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||||
:guilabel:`Edit`. In edit mode, enter the :guilabel:`Internal Reference` in the field. Beneath the
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||||
:guilabel:`Internal Reference` field, this sentence appears: :guilabel:`Use this reference as a
|
||||
subject prefix when submitting by email.`.
|
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|
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How to re-invoice expenses to your customers
|
||||
============================================
|
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.. image:: expenses/meals-internal-reference.png
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:align: center
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:alt: Internal reference numbers are listed in the main Expense Products view.
|
||||
|
||||
If you track expenses on customer projects, you can charge them back to
|
||||
your customers automatically.
|
||||
.. note::
|
||||
For security purposes, only authenticated employee emails are accepted by Odoo when creating an
|
||||
expense from an email. To confirm an authenticated employee email address, go to the employee
|
||||
card in the :guilabel:`Employees` app, and refer to the :guilabel:`Work Email` in the main field.
|
||||
|
||||
.. image:: expenses/authenticated-email-address.png
|
||||
:align: center
|
||||
:alt: Create the domain alias by clicking the link.
|
||||
|
||||
.. example::
|
||||
If submitting an expense via email for a $25.00 meal during a work trip, the email subject would
|
||||
be `Ref005 Meal $25.00`.
|
||||
|
||||
Explanation:
|
||||
|
||||
- The :guilabel:`Internal Reference` for the expense product `Meals` is `Ref005`
|
||||
- The :guilabel:`Cost` for the expense is `$25.00`
|
||||
|
||||
Create an expense report
|
||||
========================
|
||||
|
||||
When expenses are ready to submit (such as at the end of a business trip, or once a month), an
|
||||
*expense report* needs to be created. Go to the main :menuselection:`Expenses` app dashboard, which
|
||||
displays a default :guilabel:`My Expenses` view, or go to :menuselection:`Expenses app --> My
|
||||
Expenses --> My Expenses to Report`.
|
||||
|
||||
First, each individual expense for the report must be selected by clicking the check box next to
|
||||
each entry, or quickly select all the expenses in the list by clicking the check box next to
|
||||
:guilabel:`Expense Date`.
|
||||
|
||||
.. image:: expenses/create-report.png
|
||||
:align: center
|
||||
:alt: Select the expenses to submit, then create the report.
|
||||
|
||||
Once the expenses have been selected, click the :guilabel:`Create Report` button. The new report
|
||||
appears with all the expenses listed, and the number of documents is visible in the
|
||||
:guilabel:`Documents` smart button.
|
||||
|
||||
It is recommended to add a short summary for each report to help keep expenses organized. Click the
|
||||
:guilabel:`Edit` button, and the :guilabel:`Expense Report Summary` field appears. Enter a short
|
||||
description for the expense report (such as `Client Trip NYC`, or `Repairs for Company Car`). Next,
|
||||
select a :guilabel:`Manager` from the drop-down menu to assign a manager to review the report.
|
||||
|
||||
.. image:: expenses/expense-report-summary.png
|
||||
:align: center
|
||||
:alt: Enter a short description and select a manager for the report.
|
||||
|
||||
If some expenses are not on the report that should be, they can still be added. Click :guilabel:`Add
|
||||
a line` at the bottom of the :guilabel:`Expense` tab. Click the check box next to each expense to
|
||||
add, then click :guilabel:`Select`. The items now appear on the report that was just created.
|
||||
|
||||
.. image:: expenses/add-an-expense-line.png
|
||||
:align: center
|
||||
:alt: Add more expenses to the report before submitting.
|
||||
|
||||
.. note::
|
||||
:guilabel:`Add a line` only appears when the document is in edit mode. It does not appear
|
||||
otherwise.
|
||||
|
||||
When all edits have been completed, click :guilabel:`Save`.
|
||||
|
||||
Submit an expense report
|
||||
------------------------
|
||||
|
||||
When an expense report is completed, the next step is to submit the report to a manager for
|
||||
approval. Reports must be individually submitted, and cannot be submitted in batches. Open the
|
||||
specific report from the list of expense reports (if the report is not already open). To view all
|
||||
expense reports, go to :menuselection:`Expenses app --> My Expenses --> My Reports`.
|
||||
|
||||
If the list is large, grouping the results by status may be helpful since only reports that are in a
|
||||
:guilabel:`Draft` mode need to be submitted, reports with an :guilabel:`Approved` or
|
||||
:guilabel:`Submitted` status do not.
|
||||
|
||||
.. image:: expenses/expense-status.png
|
||||
:align: center
|
||||
:alt: Submit the report to the manager.
|
||||
|
||||
.. note::
|
||||
The status of each report is shown in the :guilabel:`Status` column on the far right. If the
|
||||
:guilabel:`Status` column is not visible, click the :guilabel:`⋮ (additional options)` icon at
|
||||
the end of the row, and check the box next to :guilabel:`Status`.
|
||||
|
||||
Click on a report to open it, then click :guilabel:`Submit To Manager`. After submitting a report,
|
||||
the next step is to wait for the manager to approve it.
|
||||
|
||||
.. important::
|
||||
The :ref:`expenses/approve`, :ref:`expenses/post`, and :ref:`expenses/reimburse` sections are
|
||||
**only** for users with the *necessary rights*.
|
||||
|
||||
.. _expenses/approve:
|
||||
|
||||
Approve expenses
|
||||
================
|
||||
|
||||
In Odoo, not just anyone can approve expense reports— only users with the necessary rights (or
|
||||
permissions) can. This means that a user must have at least *Team Approver* rights for the
|
||||
*Expenses* app. Employees with the necessary rights can review expense reports, and approve or
|
||||
reject them, as well as provide feedback thanks to the integrated communication tool.
|
||||
|
||||
To see who has rights to approve, go to the main :menuselection:`Settings` app and click on
|
||||
:guilabel:`Manage Users`.
|
||||
|
||||
.. note::
|
||||
If the *Settings* app is not available, then certain rights are not set on the account. In the
|
||||
:guilabel:`Access Rights` tab of a user's card in the :menuselection:`Settings` app, the
|
||||
:guilabel:`Administration` section is set to one of three options:
|
||||
|
||||
- :guilabel:`None (blank)`: The user cannot access the *Settings* app at all.
|
||||
- :guilabel:`Access Rights`: The user can only view the :guilabel:`User's & Companies` section of
|
||||
the *Settings* app.
|
||||
- :guilabel:`Settings`: The user has access to the entire *Settings* app with no restrictions.
|
||||
|
||||
Please refer to :doc:`this document </applications/general/users/manage_users>` to learn more
|
||||
about managing users and their access rights.
|
||||
|
||||
Click on an individual to view their card, which displays the :guilabel:`Access Rights` tab in the
|
||||
default view. Scroll down to the :guilabel:`Human Resources` section. Under :guilabel:`Expenses`,
|
||||
there are four options:
|
||||
|
||||
- :guilabel:`None (blank)`: A blank field means the user has no rights to view or approve expense
|
||||
reports, and can only view their own.
|
||||
- :guilabel:`Team Approver`: The user can only view and approve expense reports for their own
|
||||
specific team.
|
||||
- :guilabel:`All Approver`: The user can view and approve any expense report.
|
||||
- :guilabel:`Administrator`: The user can view and approve any expense report as well as access the
|
||||
reporting and configuration menus in the *Expenses* app.
|
||||
|
||||
Users who are able to approve expense reports (typically managers) can easily view all expense
|
||||
reports to validate. Go to :menuselection:`Expenses app --> Expense Reports --> Reports to
|
||||
Approve`. This view lists all the expense reports that have been submitted but not approved, as
|
||||
noted by the :guilabel:`Submitted` tag in the status column.
|
||||
|
||||
.. image:: expenses/reports-to-approve.png
|
||||
:align: center
|
||||
:alt: Reports to validate are found on the Reports to Approve page.
|
||||
|
||||
Reports can be approved in two ways (individually or several at once) and refused only one way. To
|
||||
approve multiple expense reports at once, remain in the list view. First, select the reports to
|
||||
approve by clicking the check box next to each report, or click the box next to :guilabel:`Employee`
|
||||
to select all reports in the list. Next, click on the :guilabel:`⚙️ Action (gear)` icon, then click
|
||||
:guilabel:`Approve Report`.
|
||||
|
||||
.. image:: expenses/approve-report.png
|
||||
:align: center
|
||||
:alt: Approve multiple reports by clicking the checkboxes next to each report.
|
||||
|
||||
To approve an individual report, click on a report to go to a detailed view of that report. In this
|
||||
view, several options are presented: :guilabel:`Approve`, :guilabel:`Refuse`, or :guilabel:`Reset to
|
||||
draft`. Click :guilabel:`Approve` to approve the report.
|
||||
|
||||
If :guilabel:`Refuse` is clicked, a pop-up window appears. Enter a brief explanation for the refusal
|
||||
in the :guilabel:`Reason to refuse Expense` field, then click :guilabel:`Refuse`.
|
||||
|
||||
.. image:: expenses/refuse-expense.png
|
||||
:align: center
|
||||
:alt: Send messages in the chatter.
|
||||
|
||||
Team managers can easily view all the expense reports for their team members. While in the
|
||||
:guilabel:`Reports to Approve` view, click on :guilabel:`Filters`, then click :guilabel:`My Team`.
|
||||
This presents all the reports for the manager's team.
|
||||
|
||||
.. image:: expenses/my-team-filter.png
|
||||
:align: center
|
||||
:alt: Select the My Team filter.
|
||||
|
||||
.. note::
|
||||
If more information is needed, such as a receipt is missing, communication is easy from the
|
||||
chatter. In an individual report, simply type in a message, tagging the proper person (if
|
||||
needed), and post it to the chatter by clicking :guilabel:`Send`. The message is posted in the
|
||||
chatter, and the person tagged will be notified via email of the message, as well as anyone
|
||||
following.
|
||||
|
||||
.. image:: expenses/chatter.png
|
||||
:align: center
|
||||
:alt: Send messages in the chatter.
|
||||
|
||||
.. _expenses/post:
|
||||
|
||||
Post expenses in accounting
|
||||
===========================
|
||||
|
||||
Once an expense report is approved, the next step is to post the report to the accounting journal.
|
||||
To view all expense reports to post, go to :menuselection:`Expenses --> Expense Reports --> Reports
|
||||
To Post`.
|
||||
|
||||
.. image:: expenses/post-reports.png
|
||||
:align: center
|
||||
:alt: View reports to post by clicking on expense reports, then reports to post.
|
||||
|
||||
Just like approvals, expense reports can be posted in two ways (individually or several at once). To
|
||||
post multiple expense reports at once, remain in the list view. First, select the reports to post by
|
||||
clicking the check box next to each report, or click the box next to :guilabel:`Employee` to select
|
||||
all reports in the list. Next, click on the :guilabel:`⚙️ Action (gear)` icon, then click
|
||||
:guilabel:`Post Entries`.
|
||||
|
||||
.. image:: expenses/post-entries.png
|
||||
:align: center
|
||||
:alt: Post multiple reports from the Post Entries view.
|
||||
|
||||
To post an individual report, click on a report to go to the detailed view of that report. In this
|
||||
view, several options are presented: :guilabel:`Post Journal Entries`, :guilabel:`Report In Next
|
||||
Payslip`, or :guilabel:`Refuse`. Click :guilabel:`Post Journal Entries` to post the report.
|
||||
|
||||
If :guilabel:`Refuse` is clicked, a pop-up window appears. Enter a brief explanation for the refusal
|
||||
in the :guilabel:`Reason to refuse Expense` field, then click :guilabel:`Refuse`. Refused reports
|
||||
can be viewed by going to :menuselection:`Expenses app --> Expense Reports --> All Reports`. This
|
||||
list shows all reports, including the refused ones.
|
||||
|
||||
.. note::
|
||||
To post expense reports to an accounting journal, the user must have following access rights:
|
||||
|
||||
- Accounting: Accountant or Adviser
|
||||
- Expenses: Manager
|
||||
|
||||
.. _expenses/reimburse:
|
||||
|
||||
Reimburse employees
|
||||
===================
|
||||
|
||||
After an expense report is posted to an accounting journal, the next step is to reimburse the
|
||||
employee. To view all expense reports to pay, go to :menuselection:`Expenses --> Expense Reports -->
|
||||
Reports To Pay`.
|
||||
|
||||
.. image:: expenses/reports-to-pay.png
|
||||
:align: center
|
||||
:alt: View reports to pay by clicking on expense reports, then reports to pay.
|
||||
|
||||
Just like approvals and posting, expense reports can be paid in two ways (individually or several at
|
||||
once). To pay multiple expense reports at once, remain in the list view. First, select the reports
|
||||
to pay by clicking the check box next to each report, or click the box next to :guilabel:`Employee`
|
||||
to select all reports in the list. Next, click on the :guilabel:`⚙️ Action (gear)` icon, then click
|
||||
:guilabel:`Register Payment`.
|
||||
|
||||
.. image:: expenses/register-payment.png
|
||||
:align: center
|
||||
:alt: Post multiple reports by clicking the checkboxes, clicking the gear, then post the entries.
|
||||
|
||||
To pay an individual report, click on a report to go to a detailed view of that report. Click
|
||||
:guilabel:`Register Payment` to pay the employee.
|
||||
|
||||
Re-invoice expenses to customers
|
||||
================================
|
||||
|
||||
If expenses are tracked on customer projects, expenses can be automatically charged back to the
|
||||
customer. This is done by creating an expense report, then creating a sales order with the expensed
|
||||
items on it. Then, managers approve the expense report, and the accounting department posts the
|
||||
journal entries. Finally, the customer is invoiced.
|
||||
|
||||
Setup
|
||||
-----
|
||||
|
||||
- Enable **Customer Billing** in the Expenses settings
|
||||
First, specify the invoicing policy for each expense product. Go to :menuselection:`Expenses app -->
|
||||
Configuration --> Expense Products`. Click on the expense product to edit, then click
|
||||
:guilabel:`Edit`. Under the :guilabel:`Invoicing` section, select the :guilabel:`Invoicing Policy`
|
||||
and :guilabel:`Re-Invoicing Policy` by clicking the radio button next to the desired selection.
|
||||
|
||||
- Go to the product configuration menu and set the invoicing method on
|
||||
all your Expense types:
|
||||
:guilabel:`Invoicing Policy`:
|
||||
|
||||
- Ordered quantities: it will invoice expenses based on the ordered
|
||||
quantity
|
||||
- :guilabel:`Ordered quantities`: Expense product will only invoice expenses based on the ordered
|
||||
quantity.
|
||||
- :guilabel:`Delivered quantities`: Expense product will only invoice expenses based on the
|
||||
delivered quantity.
|
||||
|
||||
- Delivered quantities: it will invoice expenses based on the
|
||||
expenses quantity
|
||||
:guilabel:`Re-Invoicing Policy`:
|
||||
|
||||
- At cost: will invoice expenses at their real cost.
|
||||
- :guilabel:`No`: Expense product will not be re-invoiced.
|
||||
- :guilabel:`At cost`: Expense product will invoice expenses at their real cost.
|
||||
- :guilabel:`At sales price`: Expense product will invoice the price set on the sale order.
|
||||
|
||||
- At sales price: will invoice based on a fixed sales price set on
|
||||
the sale order.
|
||||
Create an expense
|
||||
-----------------
|
||||
|
||||
.. image:: expenses/invoicing_01.png
|
||||
:align: center
|
||||
First, when :ref:`creating a new expense <expenses/new>`, the correct information needs to be
|
||||
entered in order to re-invoice a customer. Select the :guilabel:`Customer to Reinvoice` from the
|
||||
drop-down menu. Next, select the :guilabel:`Analytic Account` the expense will be posted to.
|
||||
|
||||
Create an order
|
||||
---------------
|
||||
.. image:: expenses/reinvoice-expense.png
|
||||
:align: center
|
||||
:alt: Ensure the customer to be invoiced is called out on the expense.
|
||||
|
||||
- As a salesman, create and confirm a Sales Order for the services
|
||||
delivered to your customer. If you don't put any expense in the
|
||||
order, it will be added automatically once posted by the
|
||||
accountant.
|
||||
Create a quote and sales order
|
||||
------------------------------
|
||||
|
||||
- Link the expense to the Sale Order.
|
||||
In the :menuselection:`Sales` app, create a quote for the customer being invoiced, listing the
|
||||
expense products. First, click :guilabel:`Create` to create a new quotation. Next, select the
|
||||
:guilabel:`Customer` being invoiced for the expenses from the drop-down menu.
|
||||
|
||||
.. image:: expenses/invoicing_02.png
|
||||
:align: center
|
||||
In the :guilabel:`Order Lines` tab, click :guilabel:`Add a product`. In the :guilabel:`Product`
|
||||
field, select the first item being invoiced from the drop-down menu, or type in the product name.
|
||||
Then, update the :guilabel:`Quantity`, the :guilabel:`Delivered` quantity, and the :guilabel:`Unit
|
||||
Price` if needed. Repeat this for all products being invoiced. When all the products have been added
|
||||
to the quote, click :guilabel:`Confirm` and the quotation becomes a sales order.
|
||||
|
||||
Submit, validate and post expenses
|
||||
----------------------------------
|
||||
.. image:: expenses/expenses-salesorder.png
|
||||
:align: center
|
||||
:alt: Create and confirm the sales order with the expenses listed as products.
|
||||
|
||||
- As a manager, make sure the analytic account is set on every expense
|
||||
line on approving expenses reports. Click the line to add one if
|
||||
missing. Employees are already able to set one when submitting.
|
||||
Once the quote turns into a sales order, a :guilabel:`Delivered` column appears. The delivered
|
||||
quantity must be updated for each item. Click on the `0.000` field for each product, and enter the
|
||||
delivered quantity. When all delivered quantities have been entered, click :guilabel:`Save`.
|
||||
|
||||
.. image:: expenses/invoicing_03.png
|
||||
:align: center
|
||||
Validate and post expenses
|
||||
--------------------------
|
||||
|
||||
- As an accountant, post journal entries.
|
||||
Only employees with permissions (typically managers or supervisors) can :ref:`approve expenses
|
||||
<expenses/approve>`. Before approving an expense report, ensure the :guilabel:`Analytic Account` is
|
||||
set on every expense line of a report. If an :guilabel:`Analytic Account` is missing, click
|
||||
:guilabel:`Edit` and select the correct account from the drop-down menu, then click
|
||||
:guilabel:`Approve` or :guilabel:`Refuse`.
|
||||
|
||||
The accounting department is typically responsible for :ref:`posting journal entries
|
||||
<expenses/post>`. Once an expense report is approved, it can then be posted.
|
||||
|
||||
Invoice expenses
|
||||
----------------
|
||||
|
||||
Now you can invoice the order. It shows up in
|
||||
:menuselection:`Sales --> Invoicing --> Sales`
|
||||
to Invoice. The expenses have been added automatically in the order
|
||||
lines. Such items show up in blue (i.e. to invoice).
|
||||
Once the quote has turned into a sales order, and the expense report has been approved, it is time
|
||||
to invoice the customer. Go to :menuselection:`Sales app --> To Invoice --> Orders to Invoice` to
|
||||
view the sales orders ready to be invoiced.
|
||||
|
||||
.. image:: expenses/invoicing_04.png
|
||||
:align: center
|
||||
|
||||
e (i.e. to invoice).
|
||||
Next, find the sales order related to the expense report, click into it, and then click
|
||||
:guilabel:`Create Invoice` and a :guilabel:`Create invoices` pop-up window appears. Select if the
|
||||
invoice is a :guilabel:`Regular invoice`, :guilabel:`Down payment (percentage)`, or :guilabel:`Down
|
||||
payment (fixed amount)` by clicking the radio button next to the selection. For either down payment
|
||||
options, enter the amount (fixed or percentage) in the :guilabel:`Down Payment Amount` field.
|
||||
Finally, click either :guilabel:`create and view invoice` or :guilabel:`create invoice`.
|
||||
|
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