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236 lines
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========
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Expenses
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========
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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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Set expense categories
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======================
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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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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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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/product_replenishment/uom>`.
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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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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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.. 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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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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.. _expenses/reimburse:
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Reimburse employees
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===================
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After an expense report is posted to an accounting journal, the next step is to reimburse the
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employee. To view all the expense reports to pay, go to :menuselection:`Expenses app --> Expense
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Reports --> Reports To Pay`.
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.. image:: expenses/reports-to-pay.png
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:align: center
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:alt: View reports to pay by clicking on expense reports, then reports to pay.
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Just like approvals and posting, expense reports can be paid in two ways (individually or several at
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once). To pay multiple expense reports at once, remain in the list view. First, select the reports
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to pay by ticking the checkbox next to each report, or tick the checkbox next to
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:guilabel:`Employee` to select all the reports in the list. Next, click :guilabel:`Register
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Payment`.
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.. image:: expenses/register-payment.png
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:align: center
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:alt: Post multiple reports by selecting them, clicking the gear, and then post the entries.
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To pay an individual report, click on a report to go to a detailed view of that report. Click
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:guilabel:`Register Payment` to pay the employee.
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A :guilabel:`Register Payment` pop-up appears, and the :guilabel:`Journal`, :guilabel:`Payment
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Method`, and :guilabel:`Payment Date` can be modified, if needed. When the selections are correct,
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click :guilabel:`Create Payment` to send the payment to the employee.
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To pay an individual report, click on a report in the list view to go to a detailed view of that
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report. Click :guilabel:`Register Payment` to pay the employee. A :guilabel:`Register Payment`
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pop-up appears, but when paying an individual expense report instead of several at once, more
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options appear in the pop-up. In addition to the :guilabel:`Journal`, :guilabel:`Payment Method`,
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and :guilabel:`Payment Date` fields, a :guilabel:`Recipient Bank Account`, :guilabel:`Amount`, and
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:guilabel:`Memo` field appear. Select the employee's bank account from the drop-down menu to
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directly deposit the payment to their account. When all other selections are correct, click
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:guilabel:`Create Payment` to send the payment to the employee.
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.. image:: expenses/two-payment-posting-options.png
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:align: center
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:alt: Different options appear when registering an individual expense report versus multiple
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expense reports at once.
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Re-invoice expenses to customers
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================================
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If expenses are tracked on customer projects, expenses can be automatically charged back to the
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customer. This is done by creating an expense, referencing the :abbr:`SO (Sales Order)` the expense
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should be added to, and then creating the expense report. Next, managers approve the expense report,
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and the accounting department posts the journal entries. Finally, once the expense report is posted
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to a journal, the expenses appear on the :abbr:`SO (Sales Order)` that was referenced. The sales
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order can then be invoiced, thus invoicing the customer for the expense.
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Setup
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-----
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First, specify the invoicing policy for each expense category. Go to :menuselection:`Expenses app
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--> Configuration --> Expense Categories`. Click on the expense category to open the expense
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category form. Under the :guilabel:`Invoicing` section, click the radio button next to the desired
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selection for :guilabel:`Re-Invoicing Expenses`. Options are :guilabel:`None`, :guilabel:`At cost`,
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and :guilabel:`Sales price`.
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:guilabel:`Re-Invoicing Expenses`:
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- :guilabel:`None`: Expense category will not be re-invoiced.
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- :guilabel:`At cost`: Expense category will invoice expenses at their real cost.
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- :guilabel:`At sales price`: Expense category will invoice the price set on the sale order.
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Create an expense
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-----------------
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First, when :doc:`creating a new expense <expenses/log_expenses>`, the correct information needs to
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be entered in order to re-invoice a customer. Select the *sales order* the expense will appear on in
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the :guilabel:`Customer to Reinvoice` section, from the drop-down menu. Next, select the
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:guilabel:`Analytic Account` the expense will be posted to. After the expense(s) are created, the
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expense report needs to be :doc:`created <expenses/expense_reports>` and :ref:`submitted
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<expenses/submit>` as usual.
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.. image:: expenses/reinvoice-expense.png
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:align: center
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:alt: Ensure the customer to be invoiced is called out on the expense.
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.. important::
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Selecting a :guilabel:`Customer to Reinvoice` when creating an expense is critical, since this is
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what causes the expenses to be automatically invoiced after an expense report is approved.
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The :guilabel:`Customer to Reinvoice` field can be modified *until an expense report is*
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**approved**, then the field is no longer able to be modified.
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Validate and post expenses
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--------------------------
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Only employees with permissions (typically managers or supervisors) can :doc:`approve expenses
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<expenses/approve_expenses>`. Before approving an expense report, ensure the :guilabel:`Analytic
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Distribution` is set on every expense line of a report. If an :guilabel:`Analytic Distribution` is
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missing, assign the correct accounts from the drop-down menu, and click :guilabel:`Approve` or
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:guilabel:`Refuse`.
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The accounting department is typically responsible for :doc:`posting journal entries
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<expenses/post_expenses>`. Once an expense report is approved, it can then be posted. The :abbr:`SO
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(Sales Order)` is **only** updated *after* the journal entries are posted. Once the journal entries
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are posted, the expenses now appear on the referenced :abbr:`SO (Sales Order)`.
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Invoice expenses
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----------------
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Once the :abbr:`SO (Sales Order)` has been updated, it is time to invoice the customer. After the
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expense report has been approved and the journal entries have been posted, click the
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:guilabel:`Sales Orders` smart button to open the :abbr:`SO (Sales Order)`. The expenses to be
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re-invoiced are now on the :abbr:`SO (Sales Order)`.
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.. image:: expenses/sales-order.png
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:align: center
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:alt: After the expense report is posted to the journal entry, the sales order can be called up
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by clicking on the sales order number.
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.. note::
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More than one :abbr:`SO (Sales Order)` can be referenced on an expense report. If more than one
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:abbr:`SO (Sales Order)` is referenced, the :guilabel:`Sales Orders` smart button will list the
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number of :abbr:`SO (Sales Order)`'s. If multiple :abbr:`SO (Sales Order)`'s are listed, the
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:guilabel:`Sales Orders` smart button opens a list view of all the :abbr:`SO (Sales Order)`'s on
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the expense report. Click on a :abbr:`SO (Sales Order)` to open the individual :abbr:`SO (Sales
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Order)`.
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The expenses are listed in the :abbr:`SO (Sales Order)` :guilabel:`Order Lines` tab.
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.. image:: expenses/so-details.png
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:align: center
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:alt: See the expenses listed on the sales order after clicking into it.
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Next, click :guilabel:`Create Invoice`, and select if the invoice is for a :guilabel:`Regular
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invoice`, a :guilabel:`Down payment (percentage)`, or a :guilabel:`Down payment (fixed amount)` by
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clicking the radio button next to it. Then, click :guilabel:`Create Invoice`. The customer has now
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been invoiced for the expenses.
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.. seealso::
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- :doc:`expenses/approve_expenses`
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- :doc:`expenses/log_expenses`
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- :doc:`expenses/post_expenses`
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- :doc:`expenses/expense_reports`
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.. toctree::
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:titlesonly:
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expenses/approve_expenses
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expenses/log_expenses
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expenses/post_expenses
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expenses/expense_reports
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