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<h1>Keeping Track of Expenses<a class="headerlink" href="#keeping-track-of-expenses" title="Permalink to this headline">¶</a></h1>

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<p>Employee expenses are charges incurred on behalf of the company. The company then reimburses these

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expenses to the employee. The receipts encountered most frequently are:</p>

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<li>car travel, reimbursed per unit of distance (mile or kilometer),</li>

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<li>subsistence expenses, reimbursed based on the bill,</li>

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<li>other purchases, such as stationery and books, destined for the company but carried out by the

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employee.</li>

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<p class="caption"><em>Process for Dealing with Expense Reimbursements</em></p>

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<p>Expenses generated by employees are grouped into periods of a week or a month. At the end of the

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period, the employee confirms all of his expenses and a summary sheet is sent to the department

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manager. The manager is responsible for approving all the expense requests generated by his team.

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The expense sheet must be signed by the employee, who also attaches its receipts to the expense sheet.</p>

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<p>Once the sheet has been approved by the head of department, it is sent to the Accounting department, which registers the

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company’s liability to the employee. Accounting can then pay this invoice and reimburse the employee

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who originally advanced the money.</p>

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<p>Some receipts are for project expenses, so these can then be attached to an analytic account. The

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costs incurred are then added to the supplementary cost of the analytic account when the invoice is

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approved.</p>

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<p>You often need to invoice expenses to a customer, depending on the precise contract that has been

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negotiated. Travelling and subsistence expenses are generally handled this way. These can be

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charged to the customer at the end of the month if the contract price has been negotiated inclusive of

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expenses.</p>

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<p>If you have to go through many steps to reclaim expenses, it can all quickly become too cumbersome,

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especially for those employees who claim large numbers of different expense lines. If you have got a

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good system that integrates the management of these claims, such as the one described, you can avoid

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many problems and increase staff productivity.</p>

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<p>If your systems handle expenses well, then you can avoid significant losses by setting your terms of

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sales effectively. In fixed-price contracts, expense reimbursements are usually invoiced according to

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the actual expense. It is in your interest to systematize their treatment, and automate the process

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to the maximum, to recharge as much as you are contractually able.</p>

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<span id="index-1"></span><h2>Allow employees to enter professional expenses<a class="headerlink" href="#allow-employees-to-enter-professional-expenses" title="Permalink to this headline">¶</a></h2>

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<p id="index-2">Install the module <tt class="xref py py-mod docutils literal"><span class="pre">hr_expense</span></tt> to automate the management of expense claims.

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Go to the menu <em class="menuselection">Settings ‣ Configuration ‣ Human Resources</em>.And then click on the <cite>Apply</cite> button.</p>

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<p class="caption"><em>Install hr_expense module</em></p>

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<p>Users can then enter and review their expenses using the menu <em class="menuselection">Human Resources ‣ Expenses ‣ Expenses</em>.</p>

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<p class="caption"><em>Expenses form to enter and review expenses</em></p>

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</div>

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<p>Create templates for the various expenses accepted by the company using OpenERP’s

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product form. You could, for instance, create a product with the following parameters for the

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reimbursement of travel expenses by car at 0.25 per kilometer:</p>

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<li><em class="guilabel">Name</em> : <tt class="docutils literal"><span class="pre">Car</span> <span class="pre">travel</span></tt> ,</li>

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<li><em class="guilabel">Default Unit Of Measure</em> : <tt class="docutils literal"><span class="pre">km</span></tt> ,</li>

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<li><em class="guilabel">Cost Price</em> : <tt class="docutils literal"><span class="pre">0.25</span></tt> ,</li>

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<li><em class="guilabel">Sale Price</em> : <tt class="docutils literal"><span class="pre">0.30</span></tt> ,</li>

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<li><em class="guilabel">Product Type</em> : <tt class="docutils literal"><span class="pre">Service</span></tt> .</li>

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</ul>

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<p>The employee keeps his expenses sheet in the <tt class="docutils literal"><span class="pre">Draft</span></tt> state while completing it throughout the

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period. At the end of the period (week or month), the employee can confirm his expense form using the

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<em class="guilabel">Submit to Manager</em> button on the form. This puts it into the state <tt class="docutils literal"><span class="pre">Waiting</span> <span class="pre">Approval</span></tt> .</p>

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</div>

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<span id="index-3"></span><h2>Track the approval management process<a class="headerlink" href="#track-the-approval-management-process" title="Permalink to this headline">¶</a></h2>

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<p>At the end of the period, the department manager can access the list of expense forms awaiting

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approval using the menu <em class="menuselection">Human Resources ‣ Expenses ‣ Expenses</em>.</p>

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<p>The department manager can then approve or refuse the expenses. Now, the <em class="guilabel">Generate accounting entries</em> button is visible which on clicking creates a purchase receipt,

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in the employee’s name so that the employee can be reimbursed. An analytic account is coded onto

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each line of the receipt. The purchase receipt <em>(on creation)</em> automatically goes into the <cite>posted</cite> state, generating analytic accounting entries

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as they would be with any other invoice.</p>

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</div>

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<span id="index-4"></span><h2>Rebill customers through analytical accounts<a class="headerlink" href="#rebill-customers-through-analytical-accounts" title="Permalink to this headline">¶</a></h2>

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<p>If you base your invoicing on service time or analytic costs, the expense will

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automatically be charged to the customer when the customer invoice is generated for services

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associated with the project.</p>

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<p>Invoicing from timesheets allows you to prepare all your invoices, both

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expenses and timesheets for a project’s customer.</p>

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<p>You can view the statistical analysis of expenses using menu <em class="menuselection">Reporting ‣ Human Resources ‣ Expenses Analysis</em>.</p>

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<p class="caption"><em>Expenses Analysis</em></p>

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