Spesenabrechnungen

When expenses are ready to submit (such as at the end of a business trip, or once a month), an expense report needs to be created. Open the main Expenses app dashboard, which displays the My Expenses dashboard, by default. Alternatively, navigate to Expenses app ‣ My Expenses ‣ My Expenses.

All expenses are color-coded by status. Any expense with a status of To Report (expenses that still need to be added to an expense report) appears in blue text. For all other statuses (To Submit, Submitted, and Approved) the text appears in black.

Spesenabrechnungen erstellen

First, select the desired expense to be added to the report on the My Expenses dashboard by ticking the checkbox next to each entry.

Bemerkung

In der Liste Meine Spesen kann jede beliebige Ausgabe ausgewählt werden, außer jene mit dem Status Genehmigt.

Die Schaltfläche Abrechnung erstellen ist sichtbar, solange mindestens eine Ausgabe mit dem Status Zu melden oder Einzureichen besteht.

When the Create Report button is clicked, all expenses with a status of To Submit that are not currently on another expense report appear in the newly-created expense report.

Wenn alle Ausgaben im Bericht Meine Spesen bereits mit einer anderen Spesenabrechnung verknüpft sind, erscheint ein Pop-up-Fenster mit der Meldung Ungültige Operation, in dem steht: Sie haben keine Ausgaben zu melden.

Once the expenses have been selected, click the Create Report button.

Tipp

Another way to add all expenses that are not currently on an expense report is to click the Create Report button, without selecting any expenses, and Odoo automatically selects all expenses with a status of To Submit that are not already on a report.

The new report loads with all the expenses listed in the Expense tab. If there is a receipt attached to an individual expense, a (paperclip) icon appears on the expense line.

When the report is created, the date range for the expenses appears as the Expense Report Summary, by default. It is recommended to edit this field with a brief summary for each report to help keep expenses organized. Enter a description for the expense report, such as Client Trip NYC, or Office Supplies for Presentation, in the Expense Report Summary field.

The Employee, Paid By, and Company fields are populated with the information listed on the individual expenses.

Bemerkung

The Company field only appears in a multi-company database.

Next, select a Manager from the drop-down menu to assign a manager to review the report. If needed, update the Journal field using the drop-down menu.

Wenn einige Ausgaben in der Abrechnung fehlen, können sie noch hinzugefügt werden. Klicken Sie dazu auf Zeile hinzufügen am unteren Rand des Reiters Spesen.

An Add: Expense Lines pop-up window appears, displaying all the available expenses (with a To Submit status) that can be added to the report. If a new expense needs to be added that does not appear on the list, click New to create a new expense and add it to the report.

Tick the checkbox next to each expense being added, then click Select. Doing so closes the pop-up window, and the items now appear on the report.

Tipp

Expense reports can be created in one of two ways:

1. Navigate to the main Expenses app dashboard (also accessible, via Expenses app ‣ My Expenses ‣ My Expenses) and click Create Report.

2. Navigate to Expenses app ‣ My Expenses ‣ My Reports and click New.

Spesenabrechnungen einreichen

Wenn eine Spesenabrechnung abgeschlossen ist, muss die Abrechnung im nächsten Schritt zur Genehmigung beim Manager eingereicht werden. Um alle Spesenabrechnungen anzuzeigen, navigieren Sie zur Spesenabrechnungsapp ‣ Meine Spesen ‣ Meine Abrechnungen. Öffnen Sie die bestimmte Abrechnung aus der Liste der Spesenabrechnungen.

Bemerkung

Abrechnungen müssen individuell eingereicht werden und können nicht in Stapeln eingereicht werden.

If the list is large, grouping the results by status may be helpful, since only reports with a To Submit status need to be submitted; reports with an Approved or Submitted status do not. The To Submit expenses are identifiable by the To Submit status, and by the blue text, while all other expense text appears in black.

Click on a report to open it, then click Submit To Manager. After submitting a report, the next step is for management to review and approve it.

Bemerkung

Der Status der einzelnen Abrechnungen wird in der Spalte Status angezeigt. Wenn die Spalte Status nicht sichtbar ist, klicken Sie auf das Symbol (zusätzliche Optionen) am Ende der Zeile und aktivieren Sie das Kästchen neben Status aus dem Drop-down-Menü.

Wichtig

Approving expenses, posting expenses, and reimbursing expenses are only for users with the appropriate access rights.