122 lines
4.7 KiB
Markdown
122 lines
4.7 KiB
Markdown
# 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, approve or reject
|
|
them, and provide feedback thanks to the integrated communication tool.
|
|
|
|
Please refer to the {doc}`access rights documentation </applications/general/users>` to learn more
|
|
about managing users and their access rights.
|
|
|
|
## View expense reports
|
|
|
|
Users who are able to approve expense reports, typically managers, can easily view all expense
|
|
reports they have access rights to. Go to {menuselection}`Expenses app --> Expense Reports`, to view
|
|
the {guilabel}`All Reports` dashboard.
|
|
|
|
A list of all expense reports with a status of either {guilabel}`To Submit`, {guilabel}`Submitted`,
|
|
{guilabel}`Approved`, {guilabel}`Posted`, or {guilabel}`Done` appears. Expense reports with a status
|
|
of {guilabel}`Refused` are hidden, by default.
|
|
|
|
```{image} approve_expenses/expense-reports-list.png
|
|
:align: center
|
|
:alt: Reports to validate are found on the Reports to Approve page.
|
|
```
|
|
|
|
## Approve expense reports
|
|
|
|
Expense reports can be approved in two ways: {ref}`individually <expenses/individual>` or {ref}`in
|
|
bulk <expenses/multiple>`.
|
|
|
|
:::{important}
|
|
Only reports with a status of {guilabel}`Submitted` can be approved.
|
|
|
|
It is recommended to display only {guilabel}`Submitted` reports by ticking the checkbox beside
|
|
the {guilabel}`Submitted` filter, in the left column, under the {guilabel}`Status` section.
|
|
|
|
If a report is **not** able to be approved, the {guilabel}`Approve Report` button **does not**
|
|
appear on the {guilabel}`All Reports` page.
|
|
:::
|
|
|
|
(expenses-individual)=
|
|
|
|
### Approve individual reports
|
|
|
|
To approve an individual report, navigate to {menuselection}`Expenses app --> Expense Reports`, and
|
|
click on an individual report to view the report form.
|
|
|
|
From here, several options are presented: {guilabel}`Approve`, {guilabel}`Refuse`, and
|
|
{guilabel}`Reset to draft`.
|
|
|
|
Click {guilabel}`Approve` to approve the report.
|
|
|
|
(expenses-multiple)=
|
|
|
|
### Approve multiple reports
|
|
|
|
To approve multiple expense reports at once, first navigate to {menuselection}`Expenses app -->
|
|
Expense Reports` to view a list of expense reports. Next, select the reports to approve by ticking
|
|
the checkbox next to each report being approved, or tick the checkbox next to the
|
|
{guilabel}`Employee` column title to select all the reports in the list.
|
|
|
|
Next, click the {guilabel}`Approve Report` button.
|
|
|
|
```{image} approve_expenses/approve-report.png
|
|
:align: center
|
|
:alt: Approve multiple reports by clicking the checkboxes next to each report.
|
|
```
|
|
|
|
:::{tip}
|
|
It is possible for team managers to view all the expense reports for just their team members.
|
|
|
|
To do so, while on the {guilabel}`All Reports` page, click the {icon}`fa-caret-down`
|
|
{guilabel}`(down arrow)` to the right of the search bar, then click {guilabel}`My Team` in the
|
|
{icon}`fa-filter` {guilabel}`Filters` section.
|
|
|
|
This presents all the reports for only the manager's team.
|
|
|
|
```{image} approve_expenses/my-team-filter.png
|
|
:align: center
|
|
:alt: Select the My Team filter.
|
|
```
|
|
:::
|
|
|
|
## Refuse expense reports
|
|
|
|
Expense reports can **only** be refused on the individual expense report, and **not** from the
|
|
{guilabel}`All Reports` dashboard. To open an individual expense report, navigate to
|
|
{menuselection}`Expenses app --> Expense Reports`, then click on an individual expense report to
|
|
view the report form.
|
|
|
|
If more information is needed, such as a missing receipt, communicate any necessary information
|
|
requests in the *chatter* of the report form. On the individual expense report, click
|
|
{guilabel}`Send message` to open a message text box.
|
|
|
|
Type in a message, tagging the proper people, and post it to the *chatter* by clicking
|
|
{guilabel}`Send`. The message is posted in the chatter, and the tagged people are notified, via
|
|
email.
|
|
|
|
:::{note}
|
|
The only people that can be tagged in a message are *followers* of the specific report. To see
|
|
who is a follower, click the {icon}`fa-user-o` {guilabel}`(user)` icon to display the followers
|
|
of the expense report.
|
|
|
|
```{image} approve_expenses/chatter.png
|
|
:align: center
|
|
:alt: Send messages in the chatter.
|
|
```
|
|
:::
|
|
|
|
To refuse an expense report, click {guilabel}`Refuse`, and a {guilabel}`Refuse Expense` pop-up
|
|
window appears. Enter a brief explanation for the refusal beneath the {guilabel}`REASON TO REFUSE
|
|
EXPENSE` field, then click {guilabel}`Refuse`.
|
|
|
|
```{image} approve_expenses/refuse-expense.png
|
|
:align: center
|
|
:alt: Send messages in the chatter.
|
|
```
|
|
|
|
Once the expense report is refused, the status changes to {guilabel}`Refused`, and the only button
|
|
that appears in the top-left is {guilabel}`Reset to Draft`.
|
|
|