How to Log Expenses In Odoo

Each expense needs to be logged in the database before they are reimbursed Manually enter an expense record, upload a receipt, or email a receipt to a preconfigured email address; discover How to log expenses in Odoo and, different ways to create an expense record.

Manually Enter Expenses 

In the Odoo Expenses app, click New and fill out the following fields on the form that appears; To record a new expense.

Description:

Enter a short description which is concise and informative for the expense.

Category:

Select the expense category corresponding to the expense from the drop-down menu.

Total:

Enter the total amount paid for the expense in any of the following ways:

1. If the expense is for a single item/expense, and the category selected is single item/expense, enter the cost in the Total field.
2. If the expense is for multiples of the same item/expense the Unit Price is displayed. Then enter the quantity in the Quantity field, and the total cost is updated automatically with the correct total.

Included Taxes:

If taxes were configured on the expense category, then the taxes are configured automatically.

Employee:

Select the employee the expense is for, from the drop-down menu.

Paid By:

Select either Employee or Company, for whom the expense is to be reimbursed and click the radio button to indicate who paid for the expense.

Expense Date:

Enter the date the expense was incurred,Using the calendar pop over window.

Account:

Select the expense account for the expense to be logged in, using the drop-down menu.

Customer to Reinvoice:

Select the and customer that should be invoiced for the expense, If the expense is something that should be paid for by a customer.

Analytic Distribution:

Select the account the expense should be written against either Projects, Departments, or both. Multiple accounts can be listed for each category.

Company:

The current company automatically populates the field and If multiple companies are set up, select the company the expense should be filed.

Notes:

Notes can be entered in the notes field if any clarification is required.

How to Attach Receipts

After the expense record is created attach a receipt for it. A file explorer appears on clicking the Attach Receipt button and Open the receipt to be attached.

The new receipt is recorded. If needed, Multiple receipts can be attached to an individual expense record.

How to Log Expenses 

We can create expense records automatically, by uploading a PDF receipt. To enable this feature we need to purchase credits and enable a setting.

Digitalization Settings

Navigate to Expenses app ‣ Configuration ‣ Settings, and tick the checkbox beside the Expense Digitization (OCR) option to enable receipt scanning. Click Save and when enabled, additional options appear. Click on the corresponding radio button to select one of the following options:

• Do not digitize: receipt digitization is turned off.
• Digitize on demand only: digitization of receipts are done only upon requests.
• Digitize automatically: all receipts are automatically digitized upon their uploading.

Upload Receipts

In the Expenses app, on the My Expenses dashboard, click the button Upload, and a file explorer appears. Open the desired receipt.

A new expense record is created upon scanning of the receipt. The Expense Date field conatins today’s date, along with other fields based on the scanned data from the receipt.

Email Expenses 

We can automatically create expenses by sending an email to an email alias instead of individually creating each expense. First, an email alias must first be configured. In Expenses app ‣ Configuration ‣ Settings. Ensure the checkbox beside Incoming Emails is ticked. The default email alias is expense@(domain).com. We can entering the desired email in the field to the right of Alias, click Save.

Emails can be sent to that alias to create new expenses, once the email address has been entered without it to be in the Odoo database.

To submit an expense via email, Create a new email, and enter the product’s internal reference code, if present, and the amount of the expense as the subject of the email; to submit an expense via email. Then, attach the receipt to the email

To check the expense category’s internal reference, In Expenses app ‣ Configuration ‣ Expense Categories. If any internal reference is provided for the expense category, it will be listed in the Internal Reference column.

Click on the category to open the expense category form to add an internal reference for the expense category. Enter the Internal Reference for the product in the corresponding field and under the Internal Reference field, the sentence appears as ‘Use this reference as a subject prefix when submitting by email’

For more information about How to log Company Expenses in Odoo or the below steps, feel free to contact us