daf41d8a5d
closes odoo/documentation#10628
X-original-commit: 75e7a4d1db
Signed-off-by: Samuel Lieber (sali) <sali@odoo.com>
Signed-off-by: Lara Martini (larm) <larm@odoo.com>
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120 lines
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================
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Approve expenses
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================
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In Odoo, not just anyone can approve expense reports, only users with the necessary rights (or
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permissions) can. This means that a user **must** have at least *Team Approver* rights for the
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*Expenses* app. Employees with the necessary rights can review expense reports, approve or reject
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them, and provide feedback thanks to the integrated communication tool.
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Please refer to the :doc:`access rights documentation </applications/general/users>` to learn more
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about managing users and their access rights.
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View expense reports
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====================
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Users who are able to approve expense reports, typically managers, can easily view all expense
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reports they have access rights to. Go to :menuselection:`Expenses app --> Expense Reports`, to view
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the :guilabel:`All Reports` dashboard.
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A list of all expense reports with a status of either :guilabel:`To Submit`, :guilabel:`Submitted`,
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:guilabel:`Approved`, :guilabel:`Posted`, or :guilabel:`Done` appears. Expense reports with a status
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of :guilabel:`Refused` are hidden, by default.
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.. image:: approve_expenses/expense-reports-list.png
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:align: center
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:alt: Reports to validate are found on the Reports to Approve page.
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Approve expense reports
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=======================
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Expense reports can be approved in two ways: :ref:`individually <expenses/individual>` or :ref:`in
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bulk <expenses/multiple>`.
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.. important::
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Only reports with a status of :guilabel:`Submitted` can be approved.
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It is recommended to display only :guilabel:`Submitted` reports by ticking the checkbox beside
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the :guilabel:`Submitted` filter, in the left column, under the :guilabel:`Status` section.
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If a report is **not** able to be approved, the :guilabel:`Approve Report` button **does not**
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appear on the :guilabel:`All Reports` page.
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.. _expenses/individual:
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Approve individual reports
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--------------------------
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To approve an individual report, navigate to :menuselection:`Expenses app --> Expense Reports`, and
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click on an individual report to view the report form.
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From here, several options are presented: :guilabel:`Approve`, :guilabel:`Refuse`, and
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:guilabel:`Reset to draft`.
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Click :guilabel:`Approve` to approve the report.
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.. _expenses/multiple:
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Approve multiple reports
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------------------------
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To approve multiple expense reports at once, first navigate to :menuselection:`Expenses app -->
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Expense Reports` to view a list of expense reports. Next, select the reports to approve by ticking
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the checkbox next to each report being approved, or tick the checkbox next to the
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:guilabel:`Employee` column title to select all the reports in the list.
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Next, click the :guilabel:`Approve Report` button.
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.. image:: approve_expenses/approve-report.png
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:align: center
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:alt: Approve multiple reports by clicking the checkboxes next to each report.
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.. tip::
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It is possible for team managers to view all the expense reports for just their team members.
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To do so, while on the :guilabel:`All Reports` page, click the :icon:`fa-caret-down`
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:guilabel:`(down arrow)` to the right of the search bar, then click :guilabel:`My Team` in the
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:icon:`fa-filter` :guilabel:`Filters` section.
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This presents all the reports for only the manager's team.
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.. image:: approve_expenses/my-team-filter.png
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:align: center
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:alt: Select the My Team filter.
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Refuse expense reports
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======================
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Expense reports can **only** be refused on the individual expense report, and **not** from the
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:guilabel:`All Reports` dashboard. To open an individual expense report, navigate to
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:menuselection:`Expenses app --> Expense Reports`, then click on an individual expense report to
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view the report form.
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If more information is needed, such as a missing receipt, communicate any necessary information
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requests in the *chatter* of the report form. On the individual expense report, click
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:guilabel:`Send message` to open a message text box.
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Type in a message, tagging the proper people, and post it to the *chatter* by clicking
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:guilabel:`Send`. The message is posted in the chatter, and the tagged people are notified, via
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email.
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.. note::
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The only people that can be tagged in a message are *followers* of the specific report. To see
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who is a follower, click the :icon:`fa-user-o` :guilabel:`(user)` icon to display the followers
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of the expense report.
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.. image:: approve_expenses/chatter.png
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:align: center
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:alt: Send messages in the chatter.
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To refuse an expense report, click :guilabel:`Refuse`, and a :guilabel:`Refuse Expense` pop-up
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window appears. Enter a brief explanation for the refusal beneath the :guilabel:`REASON TO REFUSE
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EXPENSE` field, then click :guilabel:`Refuse`.
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.. image:: approve_expenses/refuse-expense.png
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:align: center
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:alt: Send messages in the chatter.
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Once the expense report is refused, the status changes to :guilabel:`Refused`, and the only button
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that appears in the top-left is :guilabel:`Reset to Draft`.
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