View source for Module Expense Reports

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[[fr:Module Notes de frais]]
[[zh:费用报销]]
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{{BasculeDevUserEn|
name=Expense Reports|
num=75|
devdoc=[[Module Expense Reports (developer)]]|
userdoc=This page|}}

=Introduction=
With this module, employees can manage (create, edit, delete) their expense reports. 

Their supervisor can validate it and a book keeper can set them as paid.

Documents (scan of expense reports) can also be attached to each demand.

=Installation=
{{NoInstallModuleEn}}

=Configuration=
{{ActivationModuleEn}}

=Life cycle / Business rules=
An expense report follow the following life cycle:

<pre>

      <------------------------------------------------------------\
     /                                                             |
    /                       /---------------------->---------> E-Canceled
   /                       /                      /
A-Draft --> B-Validated/Waiting approval --> C-Approved -----> D1-Enter payment ----> D2-Payed
   |             |        \                             \
   <--------------         \                             |
   |                        ---------------> D-Denied <--|
   |                                             /       /
   <--------------------------------------------<-------/ 
</pre>


*A) Draft status means the expense report does not exists yet. Edition is not yet finished.

*B) Status validated means also "waiting for approval". When you validate an expense report, an email is sent to the supervisor.

*C) A supervisor with permission "Approve expense reports" can approve the expense report.

*D) A user with permission "Set Payed" can classify the expense report to *Payed*.

*E) The author of expense report can cancel it if status is not yet payed. He can then send it back to draft if he want to resubmit it later.

=Create an expense report=
Creation of an invoice need to go on card of a third party, on tab "Customer" (this require your third party has customer nature).

If [[Module Workflow En|Module Workflow]] and [[Module Commercial Proposals]] enabled, you can also have a draft customer orders automatically created once a proposal is closed (You must set this into setup of [[Module Workflow En|Module Workflow]].

=Validate an expense report=
To validate an expense report, go on its card (you can find order from menu '''HR - Expense report - List''').

Then click on button *Validate and submit for approval*. An email will be sent to supervisor of user (or another user if expense report creator ask a validation by another approver).

=Modify an expense report=
To modify an expense report, go on its card (you can find order from menu '''HR - Expense report - List''').

You can edit it if expense report has draft status. If not click on action button '''Back to draft'''.

=Approve/Deny an expense report=
To approve or deny an expense report, go on its card (you can find order from menu '''HR - Expense report - List''').
Note that user need permission *Approve/Deny expense report* to be able to approve or deny an expense report.

=Pay an expense report=

Only users with permission "Pay expense reports" can enter payment on an invoice (required only if [[Module Banks and Cash]] is enabled) and set an expense report to status "Payed".

If module bank is enabled, to enter a payment, go on its card (you can find order from menu '''HR - Expense report - List''') and choose *Enter payment*. If module bank is not enabled, entering a payment is not requested.

To set an expense report to "Payed", go on its card (you can find order from menu '''HR - Expense report - List'''), then click on *Set as payed*

=Delete an expense report=
To delete an expense report, go on its card (you can find order from menu '''HR - Expense report - List''' .
You need permission *Delete expense reports* for this. Usually, few people has this permission since deleting is not useful compared to cancel/deny status.

Then click on action button '''Delete'''.

Warning, a deleted expense report is definitively removed with no way to restore it.

=Related videos=
<youtube width="280">oNQhPaykkvY</youtube>
[[Category:HRM]]