=============== Expense reports =============== 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. Open the main :menuselection:`Expenses app` dashboard, which displays the :guilabel:`My Expenses` dashboard, by default. Alternatively, navigate to :menuselection:`Expenses app --> My Expenses --> My Expenses`. 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) is shown in blue text. All other statuses (:guilabel:`To Submit`, :guilabel:`Submitted`, and :guilabel:`Approved`) the text appears in black. .. _expenses/create_report: Create expense reports ====================== First, select each desired expense to be added to the report on the :guilabel:`My Expenses` dashboard, by ticking the checkbox next to each entry, or quickly select all the expenses in the list by ticking the checkbox next to the :guilabel:`Expense Date` column title, if needed. Another way to quickly add all expenses that are not on a expense report, is to click the :guilabel:`Create Report` button, *without* selecting any expenses, and Odoo automatically selects all expenses with a status of :guilabel:`To Submit` that are not already on a report. .. image:: expense_reports/create-report.png :align: center :alt: Select the expenses to submit, then create the report. .. note:: Any expense can be selected from the :guilabel:`My Expenses` list, except for expenses with a status of :guilabel:`Approved`. The :guilabel:`Create Report` button is visible as long as there is a minimum of one expense on the list with a status of either :guilabel:`To Report` or :guilabel:`To Submit`. When the :guilabel:`Create Report` button is clicked, all expenses with a status of :guilabel:`To Submit` that are *not* currently on another expense report appears in the newly-created expense report. If all expenses on the :guilabel:`My Expenses` report are already associated with another expense report, an :guilabel:`Invalid Operation` pop-up window appears, stating :guilabel:`You have no expenses to 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 :icon:`fa-paperclip` :guilabel:`(paperclip)` icon appears between 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 description for the expense report, such as `Client Trip NYC`, or `Office Supplies for Presentation`, in the :guilabel:`Expense Report Summary` field. The :guilabel:`Employee`, :guilabel:`Paid By`, and :guilabel:`Company` fields autopoulate with the information listed on the individual expenses. Next, select a :guilabel:`Manager` from the drop-down menu to assign a manager to review the report. If needed, update the :guilabel:`Journal` field, using the drop-down menu. .. image:: expense_reports/expense-report-summary.png :align: center :alt: Enter a short description and select a manager for the report. If some expenses are missing from the report, they can still be added from this report form. To do so, click :guilabel:`Add a line` at the bottom of the :guilabel:`Expense` tab. An :guilabel:`Add: Expense Lines` pop-up window appears, displaying all the available expenses (with a :guilabel:`To Submit` status) that can be added to the report. If a new expense needs to be added that does **not** appear on the list, click :guilabel:`New` to :doc:`create a new expense <../expenses/log_expenses>` and add it to the report. Tick the checkbox next to each expense being added, then click :guilabel:`Select`. Doing so removes the pop-up window, and the items now appear on the report. .. image:: expense_reports/add-an-expense-line.png :align: center :alt: Add more expenses to the report before submitting. .. note:: Expense reports can be created in one of three places: #. Navigate to the main :menuselection:`Expenses app` dashboard (also accessible, via :menuselection:`Expenses app --> My Expenses --> My Expenses`) #. Navigate to :menuselection:`Expenses app --> My Expenses --> My Reports` #. Navigate to :menuselection:`Expenses app --> Expense Reports` In any of these views, click :guilabel:`New` to create a new expense report. .. _expenses/submit: Submit expense reports ====================== When an expense report is completed, the next step is to submit the report to a manager for approval. To view all expense reports, navigate to :menuselection:`Expenses app --> My Expenses --> My Reports`. Open the specific report from the list of expense reports. .. note:: Reports must be individually submitted, and **cannot** be submitted in batches. If the list is large, grouping the results by status may be helpful, since only reports with 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 identifiable by the :guilabel:`To Submit` status, and by the blue text, while all other expense text appears in black. .. image:: expense_reports/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. If the :guilabel:`Status` column is not visible, click the :icon:`oi-settings-adjust` :guilabel:`(additional options)` icon at the end of the row, and tick the checkbox beside :guilabel:`Status` from the resulting drop-down menu. 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:: :doc:`Approving <../expenses/approve_expenses>` expenses, :doc:`posting <../expenses/post_expenses>` expenses, and :doc:`reimbursing <../expenses/reimburse>` expenses are **only** for users with the appropriate :doc:`access rights documentation `.