Odoo 14 Community Edition

Expense Management

The Odoo Expense management module can help you to manage your company's daily expenses in a simple manner. It is no doubt that effective expense management will help the organization to increase its profits and keep all the expense reports and receipts within one system without any fail. This module gives the insight to handle all the expenses including travel expenses, office supplies, other employee-related expenses, client expenses, and many more. This module allows you to conduct all the operations including create, validate, approve, or refuse expenses with few steps.

Now let us discuss the module in detail.

The Expense module can be installed from the Odoo App store.

Odoo Community Edition Book

On entering the Expense module you will be depicted with the dashboard of the Expense module. In the dashboard, you can view the expenses described in the platform along with the Expense date, Description, Employee, Paid by, Analytic account, Company details, Next activity to schedule, Taxes, Total amount, and Status. The image of the window is depicted below.

Odoo Community Edition Book

For accessing all features of this module, initially, you should activate the features in settings. This can be done by taking the route Expenses -> Configuration -> Settings. The image of the window is depicted below.

Odoo Community Edition Book

Here in this window, you can view the option Incoming Emails and this option will help you to create expenses from Incoming emails. For taking the benefits of this feature, you should check the box near the option and then click on the Save button to save the details.

Now let us discuss how to configure expense products on this platform.

Expense Products

Here in this module, Odoo manages expense types as the expense products. The expense products menu can be accessed from the Configuration tab of the expense module.

Expenses -> Configuration -> Expense Products.

The image of the Expense products window is depicted below. In this window, you can view all the Expense products described on the platform.

Odoo Community Edition Book

The Odoo platform allows you to view this window in both Kanban and List view. The above image depicts the Kanban view. In this window, you can view each expense product along with its figure and price details. The various default and customizable options such as Filters, Group by, Favourite search are also available in this window.

You also have the provision to create new expenses by selecting the Create option available on the top left corner of this window.

In this window, you can provide the details such as Product Name, Cost, Units of Measure, Internal Reference, and you can use this reference as a subject prefix when submitting by email. Also, you can define the company details. Under Invoicing, you can select the invoicing policy. Additionally, you can set the Re-invoice expenses. This option is needed when the specific expense is for a client. If the expense is for your own company purpose, you can set it as ‘No’.The ‘At Cost’ option is for the operations where the company is invoicing the exact expense amount to the customer. Can set the ‘Sales Price’ option if the company is adding a profit margin to the expense cost and invoicing it to the customer. The image of the creation window is depicted below.

Odoo Community Edition Book

Finally, you can mention the Accounting details such as Expense Account, Vendor Taxes, and Customer Taxes. So far we were discussing the Expense Products window and now let us discuss how to create expenses in this module.

Generate an Expense

The Odoo platform allows you to manage Expenses easily. The Expenses window can be accessed from the My Expenses tab of the platform. For that, you can go to Expenses -> My Expenses -> All My Expenses.

The image of the All My Expenses window is depicted below.

Odoo Community Edition Book

In this window, you can view the Expense created Date along with the Description. Also, the details of Employee, paid by, Analytic account, Company, Total amount and the Status. For creating new Expenses, you can select the Create icon available.

In this creation window, you can provide the Description of the expense, and in the product field, you can explain the expense type. Then you can define the Unit price along with the quantity and its unit of measure. After that, you can mention the Taxes along with the Total amount. Moreover, you have to allocate Bill reference, Expense date, Account, Employee, Currency, Analytic Account, Analytic Tags, and the Company.

At last, you can mention whether it is a person or company that made the payment. After finishing all these steps, you can save the details by selecting the Save icon available. The image of the window is depicted below.

Odoo Community Edition Book

Now the window shows two buttons named Attach Receipt and Create Report as shown in the below image. Using these buttons you will be able to attach receipts and also you can create reports by selecting the respective menu.

Odoo Community Edition Book

Now the report can be viewed by selecting the View Report option available in the window as depicted below.

Odoo Community Edition Book

In the View Report window, you can view the Expense details under the Expense tab. Moreover, the receipt attached can also be viewed here.

Odoo Community Edition Book

In this window, you can view the Approve, Refuse, and Reset to Draft button. If you are selecting the Approve button, the status will change from Submitted to Approved.

Odoo Community Edition Book

Now it is possible to post journal entries by selecting the Post Journal Entries button available. This action will make the status Posted. The image is shown below.

Odoo Community Edition Book

Now you can click on the Register Payment button available. Then you will be depicted with a new pop-up window as depicted below.

Odoo Community Edition Book

In this popup window, you can provide the name of the Journal, select Payment Method, and also can specify the Recipient bank account. Moreover, the Amount can be allocated with the Payment Date and Memo. After providing all the information, you can click on the Create Payment button.

Now the window will be depicted with a green label indicating PAID. The image of the window is depicted below.

Odoo Community Edition Book

Now the status also changes from Posted to Paid.

So far we were discussing the All My Expenses window and now let us discuss how to create My Reports on the platform.

My Reports

The My Reports aspects in the platform can be accessed from the My Expenses menu. This is helpful for the employee to keep track of his expenses. He can prepare expense reports without any fail. The status of the report also can be viewed.

For that, go to Expenses -> My Expenses -> My Reports.

The image of the window is depicted below.

Odoo Community Edition Book

Here in this window, you can view all the created Expenses reports along with the respective Employee Name, Accounting Date, Expense Report, Company details, Total Amount, and Status. For creating new reports, click on the Create button. The image of the creation window is depicted below.

Odoo Community Edition Book

In this creation form, the employee can provide Expense Report Summary, allocate Employee Name, Manager, Paid By, and Company details.

Under the Expense tab, you can provide the Expense details, and under the Other Info tab, you can allocate the Expense journal. After providing all the required details, save the details by clicking on the Save button. Then the report can be submitted to the manager by selecting the Submit to Manager menu available in the top left corner of the window. When the manager logs into the platform, they will be depicted with the expense approval request. Then he can examine the request and can take appropriate action.

Odoo Community Edition Book

In this window, you can view your report summary along with some menus such as Approve, Refuse, Reset to Draft. Moreover, the status will show as Submitted.

So far we were discussing the My Reports window available in the platform and now let us discuss the Activity Types window.

Activity Types

The Activity Types window in the platform can be accessed from the Configuration tab of the Expense module. Using this window one can easily configure different types of activities.

For accessing this window, you can go to Expenses -> Configuration -> Activity Types. The image of the window is depicted below.

Odoo Community Edition Book

In this window, you can view all the Activity Types described in the platform along with the Name, Type, Planned date, Model, and Icon. You also have the provision to create a new one by selecting the Create icon available. The image of the Creation window is depicted below.

Odoo Community Edition Book

In this window, you can provide the Name for the Activity Type and allocate the Default User along with the Model. Also, you can specify the Default summary, Icon, and Decoration Type after that you can enable the option Trigger Next Activity. Then you can define the Default Next Activity. Moreover, you can specify the Recommended Next Activities and Email templates along with the scheduled date. Finally, you can customize a default description. After completing all these steps you can Save the details by selecting the Save button.

As we are clear on how to configure the Activity Types in the platform and now let us discuss the Expenses Analysis option available.

Expenses Analysis

Expenses Analysis is an available reporting feature, which can be accessed under the Reporting session. This feature gives an insight for analyzing all the expense reports at a glance.

Expenses -> Reporting -> Expenses Analysis.

The Expenses Analysis reports can be viewed in the Bar, Line, or Pie chart. Moreover, it can be arranged in both Ascending and descending aspects. In addition to it, you have all the customizable and default functionalities and you can view the window in different views such as Graph, Pivot, List, and Kanban.

Odoo Community Edition Book

The Odoo Expense Management module allows you to manage all the expenses in an organization in a professional way. This will help you to have a clear idea about your company’s expenses. This module can be easily integrated with other modules such as Employee, Project, Invoicing, and Fleet management. This simple module is not only helpful for Employees but also the Managers and Accountants of the company who will take the benefits of this module.

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