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