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[ADD] expense: Overall flow documentation
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‎applications.rst

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@@ -8,16 +8,17 @@ Applications
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accounting
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crm
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sales
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website
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ecommerce
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discuss/getting_started
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purchase
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inventory
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point_of_sale
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project
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expense/expense
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general
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getting_started/documentation
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db_management/documentation
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website
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general
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legal
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.. expenses
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.. recruitment

‎expense.rst

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:banner: banners/expense.jpg
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=======
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Expenses
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=======
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.. toctree::
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:titlesonly:
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expense/expense
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‎expense/expense.rst

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:banner: banners/expense.jpg
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========
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Expenses
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========
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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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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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.. image:: ./media/expense_product.png
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:align: center
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Here are some examples to configure:
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* Restaurant:
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* Cost: 0.00 (the cost of the ticket will be recorded on every expense)
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* Travel with Personal Car:
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* Cost: 0.30 (the price per mile reimbursed by the company is fixed)
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* Hotel:
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* Cost: 0.00 (the cost of the ticket will be recorded on every expense)
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* Others:
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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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with *Tax Included in Price* (see: :doc:`../accounting/others/taxes/tax_included`).
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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 unit of measures 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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How to record expenses
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======================
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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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expenses from :menuselection:`My Expenses --> Expenses to Submit`.
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.. image:: ./media/expense_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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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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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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That will help the manager and the accountant validate it.
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.. image:: ./media/expense_submit_02.png
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:align: center
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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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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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(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 product's internal reference between brackets (e.g. [Food]).
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Type the expense amount in the mail subject to set it on the expense too.
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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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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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and wait for your manager to approve it.
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.. image:: ./media/expense_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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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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: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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Such users must have at least *Officers* access rights for *Expenses*.
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.. image:: ./media/expense_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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feedback thanks to the integrated communication tool.
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.. image:: ./media/expense_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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You need to be set as manager in the detail form of those employees.
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.. image:: ./media/expense_approval_03.png
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:align: center
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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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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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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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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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* :doc:`../accounting/payables/pay/check`
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* :doc:`../accounting/payables/pay/sepa`
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How to reinvoice expenses to your customers
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===========================================
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If you track expenses on customer projects, you can charge them
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back to your customers automatically.
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Setup
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-----
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* Install *Sales* app if not yet done.
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* Go to :menuselection:`Accounting --> Configuration --> Settings` and install
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Analytic Accounting* (in Recommended Features).
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* Go to :menuselection:`Sales --> Sales --> Products` and set the invoicing method
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on all your Expense types:
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* At cost: will invoice expenses at their real cost.
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* At sales price: will invoice based on a fixed sales price
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defined in the product form.
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.. image:: ./media/expense_invoicing_01.png
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:align: center
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Create an order
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---------------
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* As a salesman, create and confirm a Sales Order for the services
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delivered to your customer. Don’t put any expense in the order.
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They will be added automatically once posted by the accountant.
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* Link this order to an analytic account dedicated to the customer project.
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You can create it on the fly.
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.. image:: ./media/expense_invoicing_02.png
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:align: center
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.. tip::
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If you track *Timesheets* on customer projects, Odoo can create
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an analytic account automatically once the order confirmed.
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It's useful if your employees must record timesheets on customer-specific projects.
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To do so, open your order product (service item) and make sure *Track Service*
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is set on *Timesheets on project*.
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Submit, validate and post expenses
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----------------------------------
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* As a manager, make sure the analytic account is set on every expense line
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on approving expenses reports. Click the line to add one if missing.
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Employees are already able to set one when submitting.
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.. image:: ./media/expense_invoicing_03.png
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:align: center
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* As an accountant, post journal entries.
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F438 215+
Invoice expenses
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----------------
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Now you can invoice the order.It shows up in :menuselection:`Sales --> Invoicing --> Sales to Invoice`.
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The expenses have been added automatically in the order lines.
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Such items show up in blue (i.e. to invoice).
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.. image:: ./media/expense_invoicing_04.png
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:align: center

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