@@ -14,7 +14,7 @@ How to set expense types
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========================
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The first step to track expenses is to configure the expense types (managed as products in Odoo)
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that your company allows, from the *Configuration* menu.
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that your company allows, from the *Configuration* menu.
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When a specific expense is reimbursed at a fixed price, set a cost on the product.
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Otherwise keep the cost at 0.0 and employees will report the real cost per expense.
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@@ -37,16 +37,16 @@ Here are some examples:
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* Cost: 0.0
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Don't forget to set an expense tax on each expense type
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(and an account if you use Odoo Accounting).
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It's usually a good practice to use a tax that is configured
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Don't forget to set an expense tax on each expense type
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(and an account if you use Odoo Accounting).
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It's usually a good practice to use a tax that is configured
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with :ref:`Tax Included in Price <taxes/included-in-price>`.
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That way, employees report expenses with
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That way, employees report expenses with
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prices including taxes, which is usually the expected behaviour.
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.. tip::
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The *Sales* app allows you to specify units of measure for your
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expense types (units, miles, nights, etc.).
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.. tip::
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The *Sales* app allows you to specify units of measure for your
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expense types (units, miles, nights, etc.).
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Go to :menuselection:`Sales --> Configuration --> Settings` and check
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*Some products may be sold/purchased in different units of measure (advanced)*.
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@@ -57,20 +57,20 @@ How to record expenses
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Manually
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--------
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As an employee (Employee in user access rights), you can record
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As an employee (Employee in user access rights), you can record
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expenses from :menuselection:`My Expenses --> Expenses to Submit`.
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.. image:: expenses/submit_01.png
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:align: center
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1. Select the related product and enter either the total amount
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you paid (with Quantity = 1) or the unit price if Quantity is
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1. Select the related product and enter either the total amount
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you paid (with Quantity = 1) or the unit price if Quantity is
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countable (e.g. number of hotel nights).
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2. Enter the expense date.
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3. Choose if you paid the bill on your own (and expect to be reimbursed)
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3. Choose if you paid the bill on your own (and expect to be reimbursed)
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or if the company paid directly (e.g. if you used a company's credit card).
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4. Set the bill reference, add some notes if requested and attach a
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photo/scan of the receipt from the discussion thread.
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4. Set the bill reference, add some notes if requested and attach a
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photo/scan of the receipt from the discussion thread.
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That will help the manager and the accountant validate it.
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.. image:: expenses/submit_02.png
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@@ -79,56 +79,56 @@ expenses from :menuselection:`My Expenses --> Expenses to Submit`.
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In one click from emails
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------------------------
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Let your employees record their expenses from a simple email.
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Let your employees record their expenses from a simple email.
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Make a snapshot of the receipt and send it by email, or simply forward a bill!
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The only thing to do is setting up an email alias in
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:menuselection:`Expenses --> Configuration --> Settings` (e.g. *expenses* @mycompany.odoo.com).
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For security purposes, only authenticated employee emails
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The only thing to do is setting up an email alias in
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:menuselection:`Expenses --> Configuration --> Settings` (e.g. *expenses* @mycompany.odoo.com).
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For security purposes, only authenticated employee emails
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(cfr. *Work Email* in employee detail form) are accepted.
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.. tip::
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The expense product is set automatically if the mail subject contains
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The expense product is set automatically if the mail subject contains
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the product's internal reference in first position.
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Type the expense amount in the mail subject to set it on the expense too (e.g. Ref001 Food 100€).
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How to submit expenses to managers
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==================================
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When you are ready to submit your expenses to your manager
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(e.g. at the end of a business trip, or once a month),
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go to the menu :menuselection:`My Expenses --> Expenses to Submit`. Select all expenses
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When you are ready to submit your expenses to your manager
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(e.g. at the end of a business trip, or once a month),
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go to the menu :menuselection:`My Expenses --> Expenses to Submit`. Select all expenses
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from the list view and click on :menuselection:`Action --> Submit to Manager`.
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Save the newly created expense report (i.e. set of expenses),
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Save the newly created expense report (i.e. set of expenses),
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and wait for your manager to approve it.
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.. image:: expenses/submit_03.png
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:align: center
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You can also submit expenses one by one from the *Submit to Manager*
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You can also submit expenses one by one from the *Submit to Manager*
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button on the form view of an expense.
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All your submitted expense reports can be found in
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All your submitted expense reports can be found in
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:menuselection:`Expenses --> My Expenses --> Expense Reports`.
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How to approve expenses
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=======================
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HR and team managers get an overview of all expense reports to
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validate from the top menu :menuselection:`To Approve --> Expense Reports to Approve`.
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HR and team managers get an overview of all expense reports to
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validate from the top menu :menuselection:`To Approve --> Expense Reports to Approve`.
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Such users must have at least *Officers* access rights for *Expenses*.
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.. image:: expenses/approval_01.png
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:align: center
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They can review expense reports, approve or reject them, as well as providing
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They can review expense reports, approve or reject them, as well as providing
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feedback thanks to the integrated communication tool.
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.. image:: expenses/approval_02.png
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:align: center
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As a team manager you can easily find the expense reports of your team members.
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As a team manager you can easily find the expense reports of your team members.
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You need to be set as manager in the detail form of those employees.
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.. image:: expenses/approval_03.png
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@@ -138,27 +138,27 @@ You need to be set as manager in the detail form of those employees.
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How to post expenses in accounting
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==================================
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Once expense reports approved by managers, the accounting department
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goes to :menuselection:`Expenses --> Accountant --> Expense Reports To Post` to check
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accounts, products and taxes. They can click *Post Journal Entries*
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to post related journal entries into your books.
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Once expense reports approved by managers, the accounting department
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goes to :menuselection:`Expenses --> Accountant --> Expense Reports To Post` to check
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accounts, products and taxes. They can click *Post Journal Entries*
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to post related journal entries into your books.
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To do so, the user must have following access rights:
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* Accounting: Accountant or Adviser
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* Expenses: Manager
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.. note::
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To post an expense, a *Home Address* must be set on the employee.
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If you get a related blocking message when posting, click the employee,
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go to *Personal Information* tab and select/create the contact of your employee
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in the address book.
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To post an expense, a *Home Address* must be set on the employee.
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If you get a related blocking message when posting, click the employee,
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go to *Personal Information* tab and select/create the contact of your employee
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in the address book.
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A contact has been automatically created if this person is using Odoo.
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How to reimburse employees
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==========================
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You can now see all the expense reports to reimburse in
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:menuselection:`Expenses --> Accountant --> Expense Reports To Pay`.
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You can now see all the expense reports to reimburse in
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:menuselection:`Expenses --> Accountant --> Expense Reports To Pay`.
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To record the payment or pay by check, click *Register a Payment*.
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See how you can easily manage the payment process in Odoo:
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@@ -223,7 +223,7 @@ Submit, validate and post expenses
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Invoice expenses
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----------------
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Now you can invoice the order. It shows up in
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Now you can invoice the order. It shows up in
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:menuselection:`Sales --> Invoicing --> Sales`
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to Invoice. The expenses have been added automatically in the order
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lines. Such items show up in blue (i.e. to invoice).
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@@ -231,4 +231,4 @@ lines. Such items show up in blue (i.e. to invoice).
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.. image:: expenses/invoicing_04.png
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:align: center
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e (i.e. to invoice).
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e (i.e. to invoice).
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Reference in New Issue
Block a user