Re-facturare cheltuieli

If expenses are tracked on customer projects, they can be automatically charged back to the customer. This is done by creating an expense, referencing the sales order to which it is added, then creating an expense report.

În continuare, managerii aprobă raportul de cheltuieli, înainte ca departamentul de contabilitate să posteze înregistrările de jurnal.

Finally, once the expense report is posted to a journal, the expenses appear on the specified SO. The SO is then invoiced, thus charging the customer for the expenses.

Important

Approving expenses, posting expenses to accounting, and reinvoicing expenses on SOs are only possible for users with the appropriate access rights.

Vezi și

This document provides lower-level instructions to create, submit, approve, and post expenses. For fully-detailed instructions for any of these steps, refer to the following documentation:

• Log expenses

• Expense reports

• Approving expenses

• Posting expenses in accounting

Configurare

The Sales and Accounting apps must be installed for this configuration.

In the Expense app, specify the invoicing policy for each expense category. Navigate to Expenses app ‣ Configuration ‣ Expense Categories. Click on an expense category to view the expense category form.

Under the INVOICING section, click the radio button next to the desired selection for Re-Invoice Expenses:

• Nu: Categoria de cheltuieli nu poate fi re-facturată.

• At cost: The expense category invoices expenses at the price set on the expense category form.

• Preț de vânzare: Categoria de cheltuieli facturează la prețul de vânzare stabilit în formularul de cheltuieli.

The default expense categories have the following re-invoicing policies:

	At cost	Sales price	Not enabled
Category	COMM	FOOD	EXP_GEN
Description	Communication expenses such as phone bills, postage, etc.	Meal expenses such as restaurants, business lunches, etc	Altele
Category	TRANS & ACCT	MIL	GIFT
Description	Travel and accommodation expenses such as hotel, plane ticket, taxi, etc.	Mileage.	Gifts to customers or vendors.

Set the re-invoicing policy

To set a re-invoicing policy on an expense category, navigate to Expenses app ‣ Configuration ‣ Expense Categories. Either open the desired expense category, or create a new one.

In the INVOICING section, select either At cost or Sales price for the Re-invoice Costs field.

Creați o cheltuială

To re-invoice an expense, first create an expense record. In the Customer to Reinvoice field, use the drop-down menu to select the SO to add the expense to.

Important

Selectarea corectă a SO în câmpul Client de Re-Facturat este critică, deoarece așa sunt facturate automat cheltuielile după ce un raport de cheltuieli este aprobat.

Vezi și

Detailed instructions on completing an expense.

Optional: Analytic Distribution

Important

For the Analytic Distribution field to be visible the Accounting app must be installed, Analytic Accounting, and Analytic Plans must be configured. Refer to Contabilitate analitică for more information.

În continuare, selectați Distribuția Analitică în care este postată cheltuiala. Pot fi selectate mai multe conturi, dacă se dorește.

To add another Analytic Distribution, click on the line to reveal the Analytic pop-over window. Click Add a line, then select the desired Analytic Distribution from the drop-down field.

If selecting more than one Analytic Distribution, the Percentage fields must be modified. By default, both fields are populated with 100%. Adjust the percentages for all the fields, so the total of all selected accounts equals 100%.

Example

O companie de vopsitorie acceptă să vopsească o clădire de birouri care găzduiește două companii diferite. În timpul estimării, se ține o întâlnire la locația biroului pentru a discuta proiectul.

Ambele companii sunt de acord să plătească cheltuielile de călătorie pentru angajații companiei de vopsitorie. Când creează cheltuielile pentru kilometraj și hoteluri, ambele companii sunt listate în linia Distribuție Analitică, câte 50% fiecare.

Creați un raport de cheltuieli

After the expenses are created, click Create report. Once the expense report is submitted, the Sales Orders and Expenses smart buttons appear at the top of the expense report. The smart buttons will display the number of SOs and expenses linked to the expense report.

Next, click Submit to Manager to request approval from the assigned Manager.

Important

Câmpul Client de Re-Facturat poate fi modificat doar până când un raport de cheltuieli este aprobat. După ce un raport de cheltuieli este aprobat, câmpul Client de Re-Facturat nu mai poate fi modificat.

Vezi și

Detailed instructions to create and submit an expense reports.

Aprobare și postare cheltuieli

Before approving an expense report, ensure all the information for every expense line is correct, then click Approve.

Notă

Butonul Aprobă apare doar după ce un raport de cheltuieli a fost trimis.

The accounting department is typically responsible for posting journal entries. To post expenses to an accounting journal, click Post Journal Entries. Once an expense report is approved, it can then be posted.

SO este actualizată doar după ce înregistrările de jurnal sunt postate. Odată ce înregistrările de jurnal sunt postate, cheltuielile apar acum pe SO referită.

Vezi și

Detailed instructions to approve an expense report.

Invoice expenses to the customer

Once the expense report is approved and the corresponding journal entries are posted, the SO is automatically updated, allowing the customer to be invoiced. The accounting department is typically responsible for generating the final invoice.

Select the desired expense report, and click the Sales Orders smart button to open the SO. The expenses to be re-invoiced now appear on the SO.

Notă

More than one SO can be referenced on an expense report. If more than one SO is referenced, clicking the Sales Orders smart button opens a list displaying all the SOs associated with that expense report. Click on a SO to open the individual SO details.

Example

A electronics repair company has a large customer base. Their service charges vary depending on the product they service. A technician uses different components depending on the product they service and services five customers per day on average.

After each job the technician submits an expense and associates the appropriate SO for each. At the end of the day, the technician selects all of the expenses and creates an expense report for the manager to review and approve.

When the expense report gets created, several SOs are linked to it. The Expenses and Sales Orders smart buttons display the number of linked records on the top of the expense report.

On the SO form, the expenses are now line items in the Order Lines tab, with their Delivered column filled in, and ready to be invoiced.

Click Create Invoice, and a Create invoices pop-up window appears.

Select if the invoice is a Regular invoice, a Down payment (percentage), or a Down payment (fixed amount), and click Create Draft Invoice. A customer invoice draft window displays the products and expenses in the Invoice Lines tab.

Notă

For an SO with a product and a expense, if the product has not been delivered to the customer, only the expense is listed in the Invoice Lines tab of the invoice. Creating two invoices for one SO is possible.

Click Confirm to change the invoice status from Draft to Posted.

To email the invoice to the customer, click Send & Print. A document layout configuration pop-up window appears for layout customization.

Click Save, and a pop-up window with a pre-configured email message and a PDF invoice in its body displays. The message can be reviewed and modified, if needed.

Click Send & Print to email the invoice to the customer. The pop-up window disappears, and Odoo sends the invoice to the customer. Additionally, a PDF of the invoice is automatically downloaded for record-keeping and printing purposes.

Invoice payment

Depending on the payment configuration in the Accounting app, there are several ways to process payment for an invoice. This workflow incorporates the customer portal and manual verification. The customer is responsible for submitting the invoice payment and the accounting department is responsible for verification.

Notă

For online payments through the customer portal, the Invoice Online Payment feature must be enabled on the Accounting app. Also a payment method must be set up.

Navigate to the invoice by clicking the Expenses app ‣ Expense Reports and select the desired expense report.

Click the Sales Orders smart button, then select the desired SO. Click the Invoices smart button.

After clicking Send & Print, the invoice is emailed to the customer and published online on the customer portal. Click Preview to see the customer’s view of the invoice and payment methods.

Once the customer pays online, the invoice gets an In Payment banner. The Payments and Payment Transaction smart buttons display at the top of the invoice form.

Click the Payments smart button to go to the Pay form. Click Validate to confirm that the invoice payment has been received. The Pay form is automatically updated to Paid.