114 lines
4.8 KiB
Markdown
114 lines
4.8 KiB
Markdown
---
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show-content: true
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---
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# Expenses
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Odoo **Expenses** streamlines the management of expenses. After an employee submits their expenses
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in Odoo, they are reviewed by management and accounting teams. Once approved, payments can then be
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processed, and disbursed back to the employee for reimbursement.
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:::{seealso}
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[Odoo Expenses: product page](https://www.odoo.com/app/expenses)
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:::
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## Set expense categories
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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/categories.png
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:align: center
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:alt: Set expense costs on products.
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```
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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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:::
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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 enabled in the `Product Catalog` section. Click on the
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{guilabel}`Units of Measure` internal link to {doc}`view, create, and edit the units of measure
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<../inventory_and_mrp/inventory/product_management/configure/uom>`.
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:::
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```{image} expenses/new-expense-product.png
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:align: center
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:alt: Set expense costs on products.
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```
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The {guilabel}`Cost` field on the product form is populated with a value of `0.00` by default. When
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a specific expense should always be reimbursed for a particular price, enter that amount in the
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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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:::
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```{eval-rst}
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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,
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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 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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a meal, mileage, or monthly parking, they use the generic :guilabel:`Expenses` product. An
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expense for a laptop costing $350.00 would be logged as an :guilabel:`Expenses` product, and
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the reimbursement would be for $350.00.
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```
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Select an {guilabel}`Expense Account` if using the Odoo *Accounting* app. It is recommended to check
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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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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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:::{seealso}
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- {doc}`expenses/log_expenses`
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- {doc}`expenses/expense_reports`
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- {doc}`expenses/approve_expenses`
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- {doc}`expenses/post_expenses`
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- {doc}`expenses/reimburse`
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- {doc}`expenses/reinvoice_expenses`
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:::
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```{toctree}
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:titlesonly: true
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expenses/log_expenses
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expenses/expense_reports
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expenses/approve_expenses
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expenses/post_expenses
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expenses/reimburse
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expenses/reinvoice_expenses
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```
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