Odoo 16 Community Book

Expenses

The module of expense management helps you to manage and regulate the expenses in the company in a well-structured manner. The daily expenses can be easily recorded in this module, which helps you to keep the records of the employees in a well-structured way. And, thereby, it helps you in improving the financial background of the company as well. The size of the business has got no relevance here. The proper management of expenses has a major role in the improvement of the profit of the organization to a great extent. In some cases, the employee will have to pay the amount for the equipment or the components without having any advance payment. In such instances, the workers can easily generate the reports of the expenses under the expenses in Odoo expenses and then submit those reports to the manager for the approving.

Let us look at how to manage and regulate the expenses of employees with the help of Odoo software. The main dashboard of the module will be, as shown in the screenshot below.

The given page shows the expenses to the reports for the manager of the particular company in order to get the approval. You can make use of the filters, group by, and favorite options accordingly. In the filters option, you will get the sub-options, such as my expenses, my team, to report, refused, expense date, former employees, and add custom filter options, respectively. Now, in the group by option, you can see the options, such as employee, category, status, expense date, company, and add custom group, respectively. Now, in the favorites option, such as save a current search and add it to my dashboard as well. Now, in order to create a similar kind of expense report, you can go to the NEW icon provided on the leftmost side of the page. Here, on the provided list, you can have the details, such as expense date, category, and description, employee details, paid by, company, activity, the amount paid, total, and status of the expenses. The page can be seen in list, pivot, and graphical views also other than this Kanban view.

You can provide the expense title in the description space. Now, the category can be selected from the provided drop-down menu below the description option. The name of the employee can be added in the required space. And below that, you can select the paid-by option as employee or company. The bill reference can be included in the next field. The expense date, account details, analytics, and name of the company can also be added to the allotted space. If required, you can include additional notes in the provided space. Then, on providing all the required details, you can go to the Save icon. On saving the newly created expense, you will get the option of attaching a receipt, which helps you to add the receipt along with it, as in the screenshot above. Now, you can also create a report using the option of Create report option provided on the expense page, as shown in the screenshot below.

On selecting the create report option, you will get the summary of the expense report, as shown in the image below.

Here, using the SUBMIT TO MANAGER option, you can submit the created report of expense to the required personality for the purpose of approval.

The manager has the option to approve, refuse, or reject the report to the draft accordingly, as you can see on the rightmost side of the page. If the report is ready for approval, the manager can go to the approved option and then proceed to the process of payment.

The option of POST JOURNAL ENTRIES helps to post the journal entries to the report of the expense now. Using the REGISTER PAYMENT option, the manager can register the payment, as in the screenshot below.

On selecting the REGISTER PAYMENT option, you can have a pop-up window, as shown in the image below.

Here, you can provide the name of the journal, method of payment, recipient bank account details, amount, date of the payment, and memo, respectively. Now, on selecting the CREAT PAYMENT option, the amount provided will be credited to the account of the recipient, and then the status will be shown as Paid, as shown in the image below.

These are the processes for creating a new expense under the expense module with the help of the Odoo software.