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purchaseexpensesemployeeinventoryreimburse
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Yanelis Pavón González

I’m facing a situation where an employee uses their personal credit card to purchase goods that need to be added to our inventory. The purchase process should be managed through the Purchases module in Odoo to ensure the goods are correctly recorded in the inventory. However, we also need to reimburse the employee for this expense.

Typically, Odoo handles employee reimbursements through the Expenses module, but in this case, it involves the purchase of goods that must be recorded as inventory, which complicates using the Expenses module.

My question is: What is the best practice in Odoo for managing this situation? How can we process the payment of the invoice using the employee’s credit card and subsequently handle the reimbursement while ensuring the goods are properly added to the inventory?

I appreciate any guidance or solutions you can provide.

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Ray Carnes (ray)
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Post and process the Expense as normal, at the end you will have a debit to your Expense account and a credit to Accounts Payable so you can pay your Employee.

Create and process the Purchase Order as normal. 

The only change is when it comes time to manage the Vendor Bill.

The Journal Entry for the Expense incorrectly shows you incurred an expense from the Employee purchase of Inventory.

This debit can be removed by adding a line item to the Vendor Bill for a negative amount, matching the total of the Vendor Bill. 

The Vendor Bill will total to $0, meaning it will immediately become PAID (you will pay for the Inventory when you pay the Employee for the Expense) and the negative line item will credit the Expense account to clear up the "incorrect" debit.

At the end of the process:

  • your inventory current asset account will show the value of the Employee Purchase
  • your Accounts payable account will show the amount you need to pay the Employee
  • the Expense debit and credit will net to 0
  • your Profit and Loss will show no changes as no Income has been generated and no Expense has been incurred
  • your Balance Sheet will show the increase (debit) from the inventory asset and the increase (credit) in the liability to your Employee
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Yanelis Pavón González
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Thank you for the response you provided. However, in this case, I need to have the supplier's invoice with all its items and the correct amount under the supplier's name. Having the invoice with a zero amount is not a solution for me because I need to generate other reports that rely on the data from this invoice.

Ray Carnes (ray)

Create a new Purchase Journal using the Expense Account called "Paid by Employee".

Set the same Expense Account as the Outstanding Payments Account [so you don't have to reconcile these payments], then change the Journal type to Cash.

Use this new Journal to "pay" the Bill, which will do the same thing - credit the Expense Account.

The only difference is that the Vendor Bill will post a credit to AP which the Payment will debit as it then posts the credit to the Expense Account.

For more details about changing the Outstanding Payments Account, see https://www.odoo.com/forum/help-1/how-do-i-bypass-the-outstanding-accounts-at-version-15-193119

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