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[ADD] Expenses: approve expense reports

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closes odoo/documentation#10485

X-original-commit: b6372019d6
Signed-off-by: Samuel Lieber (sali) <sali@odoo.com>
Signed-off-by: Lara Martini (larm) <larm@odoo.com>
This commit is contained in:
Lara Martini (larm)
2024-07-25 17:52:26 +00:00
parent 53d1238aa1
commit c029388f3c
10 changed files with 135 additions and 123 deletions
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content/applications/finance/expenses.rst
+4 -112
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@@ -262,116 +262,6 @@ appears: :guilabel:`Use this reference as a subject prefix when submitting by em
- The :guilabel:`Internal Reference` for the expense category `Meals` is `FOOD`
- The :guilabel:`Cost` for the expense is `$25.00`
.. _expenses/approve:
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.
To see who has rights to approve, go to the main :menuselection:`Settings` app and click on
:guilabel:`Manage Users`.
.. note::
If the *Settings* app is not available, then certain rights are not set on the account. Check the
:guilabel:`Access Rights` tab of a user's card in the :menuselection:`Settings` app. the
:guilabel:`Administration` section (bottom right of the :guilabel:`Access Rights` tab) is set to
one of three options:
- :guilabel:`None (blank)`: the user cannot access the *Settings* app at all.
- :guilabel:`Access Rights`: the user can only view the :guilabel:`User's & Companies` section of
the *Settings* app.
- :guilabel:`Settings`: the user has access to the entire *Settings* app with no restrictions.
Please refer to :doc:`this document </applications/general/users>` to learn more about managing
users and their access rights.
Click on an individual to view their card, which displays the :guilabel:`Access Rights` tab in the
default view. Scroll down to the :guilabel:`Human Resources` section. Under :guilabel:`Expenses`,
there are four options:
- :guilabel:`None (blank)`: a blank field means the user has no rights to view or approve expense
reports, and can only view their own.
- :guilabel:`Team Approver`: the user can only view and approve expense reports for their own
specific team.
- :guilabel:`All Approver`: the user can view and approve any expense report.
- :guilabel:`Administrator`: the user can view and approve any expense report, as well as access the
reporting and configuration menus in the *Expenses* app.
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`, and a
list appears with all expense reports that have a status of either :guilabel:`To Submit`,
:guilabel:`Submitted`, :guilabel:`Approved`, :guilabel:`Posted`, or :guilabel:`Done`. Expense
reports with a status of :guilabel:`Refused` are hidden in the default view.
.. image:: expenses/expense-reports-list.png
:align: center
:alt: Reports to validate are found on the Reports to Approve page.
When viewing expense reports, there is a panel of filters that can be enabled (or disabled) on the
left side. The three categories where filters can be applied on are :guilabel:`Status`,
:guilabel:`Employee`, and :guilabel:`Company`. To view only expense reports with a particular
status, enable the specific status filter to display the expense reports with only that status.
Disable the specific status filter to hide the reports with that status. To view expense reports for
a particular employee and/or company, enable the specific employee name filter and/or company filter
in the :guilabel:`Employee` and :guilabel:`Company` sections.
Reports can be approved in two ways (individually or several at once), and refused only one way. To
approve multiple expense reports at once, remain in the list view. First, select the reports to
approve by ticking the checkbox next to each report, or tick the checkbox next to
:guilabel:`Employee` to select all the reports in the list.
.. important::
Only reports with a status of :guilabel:`Submitted` can be approved. It is recommended to only
display the submitted reports by adjusting the status filter on the left side by only having the
:guilabel:`Submitted` filter enabled.
If a report is selected that is unable to be approved, the :guilabel:`Approve Report` button
does **not** appear, indicating there is a problem with the selected report.
Next, click the :guilabel:`Approve Report` button.
.. image:: expenses/approve-report.png
:align: center
:alt: Approve multiple reports by clicking the checkboxes next to each report.
To approve an individual report, click on a report to go to a detailed view of that report. In this
view, several options are presented: :guilabel:`Approve`, :guilabel:`Report in Next Payslip`,
:guilabel:`Refuse`, or :guilabel:`Reset to draft`. Click :guilabel:`Approve` to approve the report.
If :guilabel:`Refuse` is clicked, a pop-up window appears. Enter a brief explanation for the refusal
in the :guilabel:`Reason to Refuse Expense` field, and then click :guilabel:`Refuse`.
.. image:: expenses/refuse-expense.png
:align: center
:alt: Send messages in the chatter.
Team managers can easily view all the expense reports for their team members. While in the
:guilabel:`Expense Reports` view, click the drop-down arrow in the right-side of the search box, and
click on :guilabel:`My Team` in the :guilabel:`Filters` section. This presents all the reports for
the manager's team.
.. image:: expenses/my-team-filter.png
:align: center
:alt: Select the My Team filter.
.. tip::
If more information is needed, such as a missing receipt, communication is easy from the chatter.
In an individual report, simply click :guilabel:`Send message` to open the message text box. Type
in a message, tagging the proper person (if needed), and post it to the chatter by clicking
:guilabel:`Send`. The message is posted in the chatter, and the person tagged will be notified
via email of the message, as well as any followers.
The only people that can be tagged in a message are *followers*. To see who is a follower, click
on the :guilabel:`👤 (person)` icon to display the followers of the expense.
.. image:: expenses/chatter.png
:align: center
:alt: Send messages in the chatter.
.. _expenses/reimburse:
Reimburse employees
@@ -465,8 +355,8 @@ expense report needs to be :doc:`created <expenses/expense_reports>`, and :ref:`
Validate and post expenses
--------------------------
Only employees with permissions (typically, managers or supervisors) can :ref:`approve expenses
<expenses/approve>`. Before approving an expense report, ensure the :guilabel:`Analytic
Only employees with permissions (typically managers or supervisors) can :doc:`approve expenses
<expenses/approve_expenses>`. Before approving an expense report, ensure the :guilabel:`Analytic
Distribution` is set on every expense line of a report. If an :guilabel:`Analytic Distribution` is
missing, assign the correct accounts from the drop-down menu, and click :guilabel:`Approve` or
:guilabel:`Refuse`.
@@ -509,11 +399,13 @@ clicking the radio button next to it. Then, click :guilabel:`Create Invoice`. Th
been invoiced for the expenses.
.. seealso::
- :doc:`expenses/approve_expenses`
- :doc:`expenses/post_expenses`
- :doc:`expenses/expense_reports`
.. toctree::
:titlesonly:
expenses/approve_expenses
expenses/post_expenses
expenses/expense_reports