[IMP] Expenses: updating for new 16 design
closes odoo/documentation#4702 Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
@ -4,34 +4,42 @@
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Expenses
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========
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Odoo **Expenses** streamlines the management of expenses. After an employee submits their expenses
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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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Set expense types
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=================
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Set expense categories
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======================
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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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The first step to track expenses is to configure the different types of expenses for the company
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(managed as *expense categories* in Odoo). Each category can be as specific or generalized as
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needed. Go to :menuselection:`Expenses app --> Configuration --> Expense Categories` to view the
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current expensable categories in a default list view.
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.. image:: expenses/products.png
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.. image:: expenses/categories.png
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:align: center
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:alt: Set expense costs on products.
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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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To create a new expense category, click :guilabel:`New`. A product form will appear, with the
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description field labeled :guilabel:`Product Name`.
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.. note::
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Expense categories are managed like products in Odoo. The expense category form follows the
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standard product form in Odoo, and the information entered is similar. Expense products will be
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referred to as expense categories throughout this document since the main menu refers to these as
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:guilabel:`Expense Categories`.
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Only two fields are required, the :guilabel:`Product Name` and the :guilabel:`Unit of Measure`.
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Enter the :guilabel:`Product Name` in the field, and select the :guilabel:`Unit of Measure` from the
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drop-down menu (most products will be set to :guilabel:`Units`).
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.. tip::
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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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ensure `Units of Measure` is enabled 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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@ -45,16 +53,23 @@ a specific expense should always be reimbursed for a particular price, enter tha
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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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.. note::
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The :guilabel:`Cost` field is always visible on the expense category form, but the
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:guilabel:`Sales Price` field is *only* visible if the :guilabel:`Sales Price` is selected under
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the :guilabel:`Re-Invoice Expenses` section. Otherwise, the :guilabel:`Sales Price` field is
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hidden.
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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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- **Meals**: Set the :guilabel:`Cost` to `0.00`. When an employee logs an expense for a meal,
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they enter the actual amount of the bill and will be reimbursed for that amount. An expense for
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a 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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"mileage", they enter the number of miles driven in the :guilabel:`Quantity` field, and are
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reimbursed 0.30 per mile they entered. An expense for 100 miles would equal a reimbursement for
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$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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@ -66,7 +81,7 @@ Select an :guilabel:`Expense Account` if using the Odoo *Accounting* app. It is
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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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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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@ -79,64 +94,74 @@ 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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the default :guilabel:`My Expenses` view. This view can also be accessed from
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:menuselection:`Expenses app --> My Expenses --> My Expenses`.
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First, click :guilabel:`Create`, and then fill out the various fields on the form.
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First, click :guilabel:`New`, 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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- :guilabel:`Category`: Select the expense category from the drop-down menu that most closely
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corresponds to the expense. For example, an airplane ticket would be appropriate for an expense
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:guilabel:`Category` named :guilabel:`Air Travel`.
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- :guilabel:`Total`: 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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#. If the expense is for one single item/expense, and the category selected was for a single item,
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enter the cost in the :guilabel:`Total` field (the :guilabel:`Quantity` field is hidden).
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#. If the expense is for multiples of the same item/expense with a fixed price, the
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:guilabel:`Unit Price` is displayed. Enter the quantity in the :guilabel:`Quantity` field, and
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the total cost is automatically updated with the correct total (the :guilabel:`Unit Price` x
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the :guilabel:`Quantity` = the total). Be advised, the word "total" does not appear, the total
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cost simply appears below the :guilabel:`Quantity`.
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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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For example, in the case of mileage driven, the :guilabel:`Unit Price` is populated as the
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cost *per mile*. Set the :guilabel:`Quantity` to the *number of miles* driven, and the total
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is calculated.
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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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- :guilabel:`Included Taxes`: If taxes were configured on the expense category, the tax percentage
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and amount appear automatically after entering either the :guilabel:`Total` or the
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:guilabel:`Quantity`.
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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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When a tax is configured on an expense category, the :guilabel:`Included Taxes` value will
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update in real time as the :guilabel:`Total` or :guilabel:`Quantity` is updated.
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- :guilabel:`Employee`: Using the drop-down menu, select the employee this expense is for.
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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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credit card was used to pay for the expense) select :guilabel:`Company`. Depending on the expense
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category selected, this field may not appear.
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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:`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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customer, select the :abbr:`SO (Sales Order)` and customer that will be invoiced for this expense
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from the drop-down menu. All sales orders in the drop-down menu list both the :abbr:`SO (Sales
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Order)` as well as the company the sales order is written for, but after the expense is saved, the
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customer name disappears and only the :abbr:`SO (Sales Order)` is visible on the expense.
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.. example::
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A customer wishes to have an on-site meeting for a custom garden (design and installation) and
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agrees to pay for the expenses associated with it (such as travel, hotel, meals, etc.). All
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expenses tied to that meeting would indicate the sales order for the custom garden (which also
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references the customer) as the :guilabel:`Customer to Reinvoice`.
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- :guilabel:`Analytic Distribution`: Select the account(s) the expense should be written against
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from the drop-down menu for either :guilabel:`Projects`, :guilabel:`Departments`, or both.
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Multiple accounts can be listed for each category if needed. Adjust the percentage for each
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analytic account by typing in the percentage value next to the account.
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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. The current company will automatically populate this field.
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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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@ -144,23 +169,37 @@ Once all the fields have been filled out, click :guilabel:`Save`.
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Attach a receipt
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~~~~~~~~~~~~~~~~
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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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After the expense is created, the next step is to attach a receipt. Click the :guilabel:`Attach
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Receipt` button, and a file explorer appears. Navigate to the receipt to be attached, and click
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:guilabel:`Open`. The new receipt is recorded in the chatter, and the number of receipts will appear
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next to the :guilabel:`📎 (paperclip)` icon beneath the expense form. More than one receipt can be
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attached to an individual expense, as needed. The number of receipts attached to the expense will be
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noted on the paperclip icon.
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.. image:: expenses/save-receipt.png
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.. image:: expenses/receipt-icon.png
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:align: center
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:alt: Attach a receipt after saving the record.
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:alt: Attach a receipt and it appears in the chatter.
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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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Create new expenses from a scanned receipt
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------------------------------------------
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.. image:: expenses/receipt-smartbutton.png
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Rather than manually inputting all of the information for an expense, expenses can be created by
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scanning a PDF receipt.
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First, in the main :guilabel:`Expenses` app dashboard view (this view can also be accessed from
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:menuselection:`Expenses app --> My Expenses --> My Expenses`), click :guilabel:`Scan`, and a file
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explorer pops up. Navigate to the receipt to be uploaded, click on it to select it, and then click
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:guilabel:`Open`.
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.. image:: expenses/scan.png
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:align: center
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:alt: Attach a receipt after saving the record.
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:alt: Create an expense by scanning a receipt. Click Scan at the top of the Expenses dashboard
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view.
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The receipt is scanned, and a new entry is created with today's date as the :guilabel:`Expense
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Date`, and any other fields it can populate based on the scanned data, such as the total. Click on
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the new entry to open the individual expense form, and make any changes needed. The scanned receipt
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appears in the chatter.
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Automatically create new expenses from an email
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-----------------------------------------------
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@ -169,7 +208,7 @@ Instead of individually creating each expense in the *Expenses* app, expenses ca
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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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Configuration --> Settings`. Ensure :guilabel:`Incoming Emails` is enabled.
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.. image:: expenses/email-alias.png
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:align: center
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@ -182,36 +221,35 @@ Configuration --> Settings`. Ensure :guilabel:`Incoming Emails` is checked off.
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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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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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Next, enter the email address to be used in the email field, and then click :guilabel:`Save`. Now
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that the email address has been entered, emails can be sent to that alias to create new expenses
|
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without having to be in the Odoo database.
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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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|
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To check an expense product's internal reference, go to :menuselection:`Expenses app -->
|
||||
Configuration --> Expense Products`. If an internal reference is listed on the product, it is
|
||||
visible in this view as :guilabel:`(Ref###)`.
|
||||
To check an expense categories internal reference, go to :menuselection:`Expenses app -->
|
||||
Configuration --> Expense Categories`. If an internal reference is listed on the expense category,
|
||||
it is listed in the :guilabel:`Internal Reference` column.
|
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|
||||
.. image:: expenses/internal-ref-numbers.png
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.. image:: expenses/ref.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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:alt: Internal reference numbers are listed in the main Expense Categories view.
|
||||
|
||||
To add an internal reference on an expense product, click on the product, then click
|
||||
:guilabel:`Edit`. In edit mode, enter the :guilabel:`Internal Reference` in the field. Beneath the
|
||||
:guilabel:`Internal Reference` field, this sentence appears: :guilabel:`Use this reference as a
|
||||
subject prefix when submitting by email.`.
|
||||
To add an internal reference on an expense category, click on the category to open the form. Enter
|
||||
the internal reference in the field. Beneath the :guilabel:`Internal Reference` field, this sentence
|
||||
appears: :guilabel:`Use this reference as a subject prefix when submitting by email.`
|
||||
|
||||
.. image:: expenses/meals-internal-reference.png
|
||||
.. image:: expenses/mileage-internal-reference.png
|
||||
:align: center
|
||||
:alt: Internal reference numbers are listed in the main Expense Products view.
|
||||
|
||||
.. 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.
|
||||
card in the :menuselection:`Employees` app, and refer to the :guilabel:`Work Email`
|
||||
|
||||
.. image:: expenses/authenticated-email-address.png
|
||||
:align: center
|
||||
@ -219,55 +257,85 @@ subject prefix when submitting by email.`.
|
||||
|
||||
.. 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`.
|
||||
be `FOOD $25.00`.
|
||||
|
||||
Explanation:
|
||||
|
||||
- The :guilabel:`Internal Reference` for the expense product `Meals` is `Ref005`
|
||||
- The :guilabel:`Internal Reference` for the expense category `Meals` is `FOOD`
|
||||
- The :guilabel:`Cost` for the expense is `$25.00`
|
||||
|
||||
.. _expenses/report:
|
||||
|
||||
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`.
|
||||
Expenses --> My Expenses`.
|
||||
|
||||
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`.
|
||||
Expenses are color coded by status. Any expense with a status of :guilabel:`To Report` (expenses
|
||||
that still need to be added to an expense report) the text appears in blue. All other statuses
|
||||
(:guilabel:`To Submit`, :guilabel:`Submitted`, and :guilabel:`Approved`) the text appears in black.
|
||||
|
||||
First, select each individual expense for the report 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`.
|
||||
|
||||
Another way to quickly add all expenses that are not on an expense report is to click
|
||||
:guilabel:`Create Report` without selecting any expenses, and Odoo will select all expenses with a
|
||||
status of :guilabel:`To Submit` that are not already on a report.
|
||||
|
||||
.. 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.
|
||||
.. note::
|
||||
Any expense can be selected from the :guilabel:`My Expenses` list, regardless of status. The
|
||||
:guilabel:`Create Report` button is visible as long as there is a minimum of 1 expense with a
|
||||
status of :guilabel:`To Report` selected. When the :guilabel:`Create Report` button is clicked,
|
||||
only expenses with a status of :guilabel:`To Submit` that are *not* currently on another expense
|
||||
report will appear in the newly created expense report.
|
||||
|
||||
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.
|
||||
Once the expenses have been selected, click the :guilabel:`Create Report` button. The new report
|
||||
appears with all the expenses listed in the :guilabel:`Expense` tab. If there is a receipt attached
|
||||
to an individual expense, a :guilabel:`📎 (paperclip)` icon appears next to the :guilabel:`Customer
|
||||
to Reinvoice` and :guilabel:`Analytic Distribution` columns.
|
||||
|
||||
When the report is created, the date range for the expenses appears in the :guilabel:`Expense Report
|
||||
Summary` field by default. It is recommended to edit this field with a short summary for each report
|
||||
to help keep expenses organized. Enter a short description for the expense report (such as `Client
|
||||
Trip NYC`, or `Repairs for Company Car`) in the :guilabel:`Expense Report Summary` field. Next,
|
||||
select a :guilabel:`Manager` from the drop-down menu to assign a manager to review the report. If
|
||||
needed, the :guilabel:`Journal` can be changed. Use the drop-down menu to select a different
|
||||
:guilabel:`Journal`.
|
||||
|
||||
.. 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.
|
||||
a line` at the bottom of the :guilabel:`Expense` tab. A pop up appears with all the available
|
||||
expenses that can be added to the report (with a status of :guilabel:`To Submit`). 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. If a new expense needs to be added that does *not* appear on the list, click
|
||||
:guilabel:`New` to create a new expense and add it to the report.
|
||||
|
||||
.. 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.
|
||||
Expense reports can be created in one of three places:
|
||||
|
||||
When all edits have been completed, click :guilabel:`Save`.
|
||||
#. Go to the main :menuselection:`Expenses` app dashboard (also accessed by going to
|
||||
:menuselection:`Expenses app --> My Expenses --> My Expenses`)
|
||||
#. Go to :menuselection:`Expenses app --> My Expenses --> My Reports`
|
||||
#. Go to :menuselection:`Expenses app --> Expense Reports`
|
||||
|
||||
In any of these views, click :guilabel:`New` to create a new expense report.
|
||||
|
||||
.. _expenses/submit:
|
||||
|
||||
Submit an expense report
|
||||
------------------------
|
||||
@ -277,18 +345,21 @@ approval. Reports must be individually submitted, and cannot be submitted in bat
|
||||
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
|
||||
If the list is large, grouping the results by status may be helpful since only reports that have a
|
||||
:guilabel:`To Submit` status need to be submitted, reports with an :guilabel:`Approved` or
|
||||
:guilabel:`Submitted` status do not.
|
||||
|
||||
The :guilabel:`To Submit` expenses are easily identifiable not just from the :guilabel:`To Submit`
|
||||
status, but the text appears in blue, while the other expenses text appears in black.
|
||||
|
||||
.. 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`.
|
||||
The status of each report is shown in the :guilabel:`Status` column on the right. If the
|
||||
:guilabel:`Status` column is not visible, click the :guilabel:`Additional Options (two dots)`
|
||||
icon at the end of the row, and enable :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.
|
||||
@ -304,16 +375,17 @@ 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.
|
||||
*Expenses* app. Employees with the necessary rights can review expense reports, approve or reject
|
||||
them, and 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:
|
||||
If the *Settings* app is not available, then certain rights are not set on the account. Check the
|
||||
:guilabel:`Access Rights` tab of a user's card in the :menuselection:`Settings` app. the
|
||||
:guilabel:`Administration` section (bottom right of the :guilabel:`Access Rights` tab) 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
|
||||
@ -332,53 +404,75 @@ there are four options:
|
||||
- :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
|
||||
- :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.
|
||||
reports they have access rights to. Go to :menuselection:`Expenses app --> Expense Reports`, and a
|
||||
list appears with all expense reports that have a status of either :guilabel:`To Submit`,
|
||||
:guilabel:`Submitted`, :guilabel:`Approved`, :guilabel:`Posted`, or :guilabel:`Done`. Expense
|
||||
reports with a status of :guilabel:`Refused` are hidden in the default view.
|
||||
|
||||
.. image:: expenses/reports-to-approve.png
|
||||
.. image:: expenses/expense-reports-list.png
|
||||
:align: center
|
||||
:alt: Reports to validate are found on the Reports to Approve page.
|
||||
|
||||
When viewing expense reports, there is a panel of filters that can be enabled or disabled on the
|
||||
left side. The three categories that filters can be applied on are :guilabel:`Status`,
|
||||
:guilabel:`Employee`, and :guilabel:`Company`. To view only expense reports with a particular
|
||||
status, enable the specific status filter to display the expense reports with only that status.
|
||||
Disable the specific status filter to hide the reports with that status. To view expense reports for
|
||||
a particular employee and/or company, enable the specific employee name filter and/or company filter
|
||||
in the :guilabel:`Employee` and :guilabel:`Company` sections.
|
||||
|
||||
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`.
|
||||
to select all the reports in the list.
|
||||
|
||||
.. important::
|
||||
Only reports with a status of :guilabel:`Submitted` can be approved. It is recommended to only
|
||||
display the submitted reports by adjusting the status filter on the left side by only having the
|
||||
:guilabel:`Submitted` filter enabled.
|
||||
|
||||
If a report is selected that is unable to be approved, the :guilabel:`Approve Report` button
|
||||
**will not appear**, indicating there is a problem with the selected report(s).
|
||||
|
||||
Next, click the :guilabel:`Approve Report` button.
|
||||
|
||||
.. 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.
|
||||
view, several options are presented: :guilabel:`Approve`, :guilabel:`Report in Next Payslip`,
|
||||
: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`.
|
||||
in the :guilabel:`Reason to Refuse Expense` field, and 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.
|
||||
:guilabel:`Expense Reports` view, click the drop-down arrow in the right-side of the search box, and
|
||||
click on :guilabel:`My Team` in the :guilabel:`Filters` section. 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.
|
||||
.. tip::
|
||||
If more information is needed, such as a missing receipt, communication is easy from the chatter.
|
||||
In an individual report, simply click :guilabel:`Send message` to open the message text box. 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 any followers.
|
||||
|
||||
The only people that can be tagged in a message are *followers*. To see who is a follower, click
|
||||
on the :guilabel:`👤 (person)` icon to display the followers of the expense.
|
||||
|
||||
.. image:: expenses/chatter.png
|
||||
:align: center
|
||||
@ -390,8 +484,9 @@ 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`.
|
||||
To view all expense reports, go to :menuselection:`Expenses app --> Expense Reports`. To view only the
|
||||
expense reports that have been approved and need to be posted, adjust the filters on the left side
|
||||
so that only the :guilabel:`Approved` status is enabled.
|
||||
|
||||
.. image:: expenses/post-reports.png
|
||||
:align: center
|
||||
@ -400,23 +495,24 @@ 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`.
|
||||
all the reports in the list. Next, click :guilabel:`Post Entries`.
|
||||
|
||||
.. image:: expenses/post-entries.png
|
||||
:align: center
|
||||
:alt: Post multiple reports from the Post Entries view.
|
||||
:alt: Post multiple reports at a time from the Expense Reports view, with the Approved filter.
|
||||
|
||||
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.
|
||||
Payslip`, :guilabel:`Refuse`, or :guilabel:`Reset to Draft`. 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.
|
||||
in the :guilabel:`Reason to Refuse Expense` field, and then click :guilabel:`Refuse`. Refused
|
||||
reports can be viewed by going to :menuselection:`Expenses app --> Expense Reports`, then adjusting
|
||||
the filters on the left so that only :guilabel:`Refused` is selected. This will only show the
|
||||
refused expense reports.
|
||||
|
||||
.. note::
|
||||
.. important::
|
||||
To post expense reports to an accounting journal, the user must have following access rights:
|
||||
|
||||
- Accounting: Accountant or Adviser
|
||||
@ -428,8 +524,8 @@ 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`.
|
||||
employee. To view all the expense reports to pay, go to :menuselection:`Expenses app --> Expense
|
||||
Reports --> Reports To Pay`.
|
||||
|
||||
.. image:: expenses/reports-to-pay.png
|
||||
:align: center
|
||||
@ -438,99 +534,121 @@ 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`.
|
||||
to select all the reports in the list. Next, 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.
|
||||
:alt: Post multiple reports by selecting them, clicking the gear, and 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.
|
||||
|
||||
A :guilabel:`Register Payment` pop-up appears, and the :guilabel:`Journal`, :guilabel:`Payment
|
||||
Method`, and :guilabel:`Payment Date` can be modified, if needed. When the selections are correct,
|
||||
click :guilabel:`Create Payment` to send the payment to the employee.
|
||||
|
||||
To pay an individual report, click on a report in the list view to go to a detailed view of that
|
||||
report. Click :guilabel:`Register Payment` to pay the employee. A :guilabel:`Register Payment`
|
||||
pop-up appears, but when paying an individual expense report instead of several at once, more
|
||||
options appear in the pop-up. In addition to the :guilabel:`Journal`, :guilabel:`Payment Method`,
|
||||
and :guilabel:`Payment Date` fields, a :guilabel:`Recipient Bank Account`, :guilabel:`Amount`, and
|
||||
:guilabel:`Memo` field appear. Select the employee's bank account from the drop-down menu to
|
||||
directly deposit the payment to their account. When all other selections are correct, click
|
||||
:guilabel:`Create Payment` to send the payment to the employee.
|
||||
|
||||
.. image:: expenses/two-payment-posting-options.png
|
||||
:align: center
|
||||
:alt: Different options appear when registering an individual expense report versus multiple
|
||||
expense reports at once.
|
||||
|
||||
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.
|
||||
customer. This is done by creating an expense, referencing the :abbr:`SO (Sales Order)` the expense
|
||||
should be added to, and then creating the expense report. Next, managers approve the expense report,
|
||||
and the accounting department posts the journal entries. Finally, once the expense report is posted
|
||||
to a journal, the expense(s) appears on the :abbr:`SO (Sales Order)` that was referenced. The sales
|
||||
order can then be invoiced, thus invoicing the customer for the expense.
|
||||
|
||||
Setup
|
||||
-----
|
||||
|
||||
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.
|
||||
First, specify the invoicing policy for each expense category. Go to :menuselection:`Expenses app
|
||||
--> Configuration --> Expense Categories`. Click on the expense category to open the expense
|
||||
category form. Under the :guilabel:`Invoicing` section, click the radio button next to the desired
|
||||
selection for :guilabel:`Re-Invoicing Expenses`. Options are :guilabel:`None`, :guilabel:`At cost`,
|
||||
and :guilabel:`Sales price`.
|
||||
|
||||
:guilabel:`Invoicing Policy`:
|
||||
:guilabel:`Re-Invoicing Expenses`:
|
||||
|
||||
- :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.
|
||||
|
||||
:guilabel:`Re-Invoicing Policy`:
|
||||
|
||||
- :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.
|
||||
- :guilabel:`None`: Expense category will not be re-invoiced.
|
||||
- :guilabel:`At cost`: Expense category will invoice expenses at their real cost.
|
||||
- :guilabel:`At sales price`: Expense category will invoice the price set on the sale order.
|
||||
|
||||
Create an expense
|
||||
-----------------
|
||||
|
||||
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.
|
||||
entered in order to re-invoice a customer. Select the *sales order* the expense will appear on in
|
||||
the :guilabel:`Customer to Reinvoice` section, from the drop-down menu. Next, select the
|
||||
:guilabel:`Analytic Account` the expense will be posted to. After the expense(s) are created, the
|
||||
expense report needs to be :ref:`created <expenses/report>` and :ref:`submitted <expenses/submit>`
|
||||
as usual.
|
||||
|
||||
.. image:: expenses/reinvoice-expense.png
|
||||
:align: center
|
||||
:alt: Ensure the customer to be invoiced is called out on the expense.
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Create a quote and sales order
|
||||
------------------------------
|
||||
.. important::
|
||||
Selecting a :guilabel:`Customer to Reinvoice` when creating an expense is critical, since this is
|
||||
what causes the expenses to be automatically invoiced after an expense report is approved.
|
||||
|
||||
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.
|
||||
|
||||
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.
|
||||
|
||||
.. image:: expenses/expenses-salesorder.png
|
||||
:align: center
|
||||
:alt: Create and confirm the sales order with the expenses listed as products.
|
||||
|
||||
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`.
|
||||
The :guilabel:`Customer to Reinvoice` field can be modified *until an expense report is*
|
||||
**approved**, then the field is no longer able to be modified.
|
||||
|
||||
Validate and post expenses
|
||||
--------------------------
|
||||
|
||||
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`.
|
||||
<expenses/approve>`. Before approving an expense report, ensure the :guilabel:`Analytic
|
||||
Distribution` is set on every expense line of a report. If an :guilabel:`Analytic Distribution` is
|
||||
missing, assign the correct account(s) from the drop-down menu, and 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.
|
||||
<expenses/post>`. Once an expense report is approved, it can then be posted. The :abbr:`SO (Sales
|
||||
Order)` is **only** updated *after the journal entries are posted*. One the journal entries are
|
||||
posted, the expenses now appear on the referenced :abbr:`SO (Sales Order)`.
|
||||
|
||||
Invoice expenses
|
||||
----------------
|
||||
|
||||
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.
|
||||
Once the :abbr:`SO (Sales Order)` has been updated, it is time to invoice the customer. After the
|
||||
expense report has been approved and the journal entries have been posted, click the
|
||||
:guilabel:`Sales Orders` smart button to open the :abbr:`SO (Sales Order)`. The expenses to be
|
||||
re-invoiced are now on the :abbr:`SO (Sales Order)`.
|
||||
|
||||
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`.
|
||||
.. image:: expenses/sales-order.png
|
||||
:align: center
|
||||
:alt: After the expense report is posted to the journal entry, the sales order can be called up
|
||||
by clicking on the sales order number.
|
||||
|
||||
.. note::
|
||||
More than one :abbr:`SO (Sales Order)` can be referenced on an expense report. If more than one
|
||||
:abbr:`SO (Sales Order)` is referenced, the :guilabel:`Sales Orders` smart button will list the
|
||||
number of :abbr:`SO (Sales Order)`'s. If multiple :abbr:`SO (Sales Order)`'s are listed, the
|
||||
:guilabel:`Sales Orders` smart button opens a list view of all the :abbr:`SO (Sales Order)`'s on
|
||||
the expense report. Click on a :abbr:`SO (Sales Order)` to open the individual :abbr:`SO (Sales
|
||||
Order)`.
|
||||
|
||||
The expenses are listed in the :abbr:`SO (Sales Order)` :guilabel:`Order Lines` tab.
|
||||
|
||||
.. image:: expenses/so-details.png
|
||||
:align: center
|
||||
:alt: See the expenses listed on the sales order after clicking into it.
|
||||
|
||||
Next, click :guilabel:`Create Invoice`, and select if the invoice is for a :guilabel:`Regular
|
||||
invoice`, a :guilabel:`Down payment (percentage)`, or a :guilabel:`Down payment (fixed amount)` by
|
||||
clicking the radio button next to it. Then, click :guilabel:`Create Invoice`. The customer has now
|
||||
been invoiced for the expenses.
|
||||
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