diff --git a/accounting/payables/misc.rst b/accounting/payables/misc.rst index 2b44dd81c..285a763ff 100644 --- a/accounting/payables/misc.rst +++ b/accounting/payables/misc.rst @@ -5,5 +5,4 @@ Miscellaneous .. toctree:: :titlesonly: - misc/forecast - misc/employee_expense + misc/forecast \ No newline at end of file diff --git a/accounting/payables/misc/employee_expense.rst b/accounting/payables/misc/employee_expense.rst deleted file mode 100644 index 82a13f776..000000000 --- a/accounting/payables/misc/employee_expense.rst +++ /dev/null @@ -1,204 +0,0 @@ -=============================== -Keep track of employee expenses -=============================== - -Employee expenses are charges incurred on behalf of the company. The -company then reimburses these expenses to the employee. The receipts -encountered most frequently are: - -- car travel, reimbursed per unit of distance (mile or kilometer), - -- subsistence expenses, reimbursed based on the bill, - -- other purchases, such as stationery and books, destined for the - company but carried out by the employee. - -Configuration -============= - -To manage expenses, you need to install the **Expense Tracker** -application from the Apps module. - -You will also need to install the **Sales Management** module in order to -re-invoice your expenses to your customers. - -Once these applications are installed you can configure the different -products that represent the types of expenses. To create the firsts -products, go to the menu :menuselection:`Configuration --> Expenses Products` in the -**Expenses** application. - -Some examples of products can be: - -1. **Travel (car)** - - - Product Type: Service - - - Invoicing Policy: Invoice based on time and material - - - Expense Invoice Policy: At sales price - - - Sale Price: 0.32 - - - Unit of Measure: Km or mile (you will need to enable the **Multiple - Unit of Measures** option from :menuselection:`Sales module --> Configuration`) - -.. image:: ./media/expense01.png - :align: center - -1. **Hotel** - - - Product Type: Service - - - Invoicing Policy: Invoice based on time and material - - - Expense Invoice Policy: At cost - - - Unit of Measure: Unit - -In these examples, the first product will be an expense we reimburse to -the employee based on the number of km he did with his own car (e.g. to -visit a customer): 0.32€ / km. The hotel is reimbursed based on the real -cost of the hotel. - -Be sure that all these products have the checkbox **Can be expensed** -checked and the invoicing policy set to **Invoice Based on time and -material**. This invoicing policy means that, if the expense is related -to a customer project/sale order, Odoo will re-invoice this expense to -the customer. - -Odoo support two types of expenses: - -- expenses paid by employee with their own money - -- expenses paid with a company credit card - -The expenses workflow -===================== - -Record a new expense --------------------- - -Every employee of the company can register their expenses from -:menuselection:`Expenses application --> My Expenses`. The workflow for personal -expenses work that way: - -1. an employee record his expense, and submit it to the manager - -2. the manager approve or refuse the expense - -3. the accountant post journal entries - -4. the company reimburse the employee expense (the employee is like a - vendor, with a payable account) - -5. if the expense is linked to an analytic account, the company can - reinvoice the customer - -For every expense, the employee should record at least: - -- a description: that should include the reference of the ticket / bill - -- a product: the expense type - -- a price (e.g. hotel) or a quantity (e.g. reimburse km if travel with - his own car) - -Depending of the policy of the company, he might have to attach a scan -or a photo of the expense. To do that, just a write a message in the -bottom of the expense with the scan of the bill/ticket in attachment. - -.. image:: ./media/expense02.png - :align: center - -If the expense is linked to a customer project, you should not forget to -set an analytic account, related to the customer project or sale order -(you might have to activate analytic accounts in the accounting settings -to get this feature). - -Once the expense is fully recorded, the employee has to click the button -**Submit to Manager**. In some companies, employees should submit their -expenses grouped at the end of the month, or at the end of a business -trip. - -An employee can submit all his expenses in batch, using the Submit -Expenses action from the list view of expenses, or the small icons in -the list view. - -Validation by the manager -------------------------- - -Managers should receive an email for every expense to be approved (the -manager of an employee is defined on the employee form). They can use -the menu **To Approve** to check all expenses that are waiting for -validation. - -The manager can: - -- discuss on an expense to ask for more information (e.g., if a scan of - the bill is missing); - -- reject an expense; - -- approve an expense. - -Control by the accountant -------------------------- - -Then, all expenses that have been validated by the manager should be -posted by the accountant. When an expense is posted, the related journal -entry is created and posted in your accounting. - -If the accountant wants to create only one journal entry for a batch of -expenses, he can post expenses in batch from the list view of all -expenses. - -Reinvoice expenses to customers -------------------------------- - -If the expense was linked to an analytic account related to a sale -order, the sale order has a new line related to the expense. This line -is not invoiced to the customer yet and will be included in the next -invoice that will be send to the customer (charge travel and -accommodations on a customer project) - -To invoice the customer, just click on the invoice button on his sale -order. (or it will be done automatically at the end of the week/month if -you invoice all your orders in batch) - - -.. seealso:: - - :doc:`../../../sales/invoicing/expense` - -Reimburse the employee ----------------------- - -If the expense was paid with the employee's own money, the company -should reimburse the employee. In such a case, the employee will appear -in the aged payable balance until the company reimburse him his -expenses. - -All you have to do is to create a payment to this employee for the -amount due. - -Miscellaneous -============= - -Expenses that are not reinvoiced to customers ---------------------------------------------- - -If some expenses should not be reinvoiced to customers, you have two -options: - -1. if the decision to invoice or not is related to the product, change - the invoicing policy on the product: - - - **based on time and material**: reinvoice the customer - - - **based on sale orders**: do not reinvoice the customer - -2. if you have to make an exception for one invoice that should not be - reinvoiced to the customer, do not set the related analytic - account for this invoice. - -.. seealso:: - - :doc:`forecast` diff --git a/accounting/payables/misc/media/expense01.png b/accounting/payables/misc/media/expense01.png deleted file mode 100644 index 17e0925fa..000000000 Binary files a/accounting/payables/misc/media/expense01.png and /dev/null differ diff --git a/accounting/payables/misc/media/expense02.png b/accounting/payables/misc/media/expense02.png deleted file mode 100644 index 8dd264680..000000000 Binary files a/accounting/payables/misc/media/expense02.png and /dev/null differ diff --git a/redirects.txt b/redirects.txt index dff889261..6e41245c6 100644 --- a/redirects.txt +++ b/redirects.txt @@ -41,11 +41,9 @@ sales/sale_amazon/manage.rst sales/amazon_connector/manage.rst # sale_amazon/* sales/sale_ebay.rst sales/ebay_connector.rst # sale_ebay -> ebay_connector (#524) sales/ebay/setup.rst sales/ebay_connector/setup.rst # ebay/* moved to ebay_connector/* (#524) sales/ebay/manage.rst sales/ebay_connector/manage.rst # ebay/* moved to ebay_connector/* (#524) - sales/send_quotations/optional_items.rst sales/send_quotations/optional_products.rst # (#533) accounting/localizations/nederlands.rst accounting/localizations/netherlands.rst # (#514) - accounting/receivables/customer_invoices/refund.rst accounting/receivables/customer_invoices/credit_notes.rst # refund --> credit_notes (#475) accounting/receivables/customer_payments/payment_sepa.rst accounting/receivables/customer_payments/batch_sdd.rst # payment_sepa --> batch_sdd (#475) accounting/bank/feeds/synchronize.rst accounting/bank/feeds/bank_synchronization.rst # synchronize --> bank_synchronization (#535) @@ -67,6 +65,7 @@ accounting/others/taxes/default_taxes.rst accounting/fiscality/taxes/default_tax accounting/others/taxes/retention.rst accounting/fiscality/taxes/retention.rst # others/* --> fiscality/* (#575) accounting/others/taxes/tax_included.rst accounting/fiscality/taxes/tax_included.rst # others/* --> fiscality/* (#575) accounting/others/taxes/taxcloud.rst accounting/fiscality/taxes/taxcloud.rst # others/* --> fiscality/* (#575) +accounting/payables/misc/employee_expense.rst expense/expense.rst # accounting/payables/misc/employee_expense --> expense/expense [merged] social_marketing/social_marketing.rst social_marketing/overview.rst # social_marketing/* -> overview/* (#578)