diff --git a/accounting/payables/misc/employee_expense.rst b/accounting/payables/misc/employee_expense.rst index b1eb74af7..2201acb9a 100644 --- a/accounting/payables/misc/employee_expense.rst +++ b/accounting/payables/misc/employee_expense.rst @@ -1,3 +1,215 @@ -===================================== -Expenses paid by employee's own money -===================================== +======================================= +How to 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) + + +.. todo:: + + tip + If you want to learn more; check the documentation page :doc: ../../../sale/invoicing/service/expense + `*How to re-invoice expenses to your customers* `__ + +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` + + .. todo:: :doc: ../../../sale/invoicing/service/expense + +.. rst-class:: text-muted + +| Written by Fabien Pinckaers (Odoo) +| Proofread by Geoffrey Bressan (Odoo) diff --git a/accounting/payables/misc/media/expense01.png b/accounting/payables/misc/media/expense01.png new file mode 100644 index 000000000..17e0925fa Binary files /dev/null and b/accounting/payables/misc/media/expense01.png differ diff --git a/accounting/payables/misc/media/expense02.png b/accounting/payables/misc/media/expense02.png new file mode 100644 index 000000000..8dd264680 Binary files /dev/null and b/accounting/payables/misc/media/expense02.png differ