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<?xml version="1.0" encoding="utf-8"?>
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<flectra >
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<template id= "hr_expense_planner" >
<t t-call= "web_planner.pages" >
<t t-call= "web_planner.page" >
<t t-set= "page_title" > Welcome</t>
<t t-set= "hide_mark_as_done" t-value= "True" />
<div class= "o_planner_intro" >
<p >
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This guide helps you start with Flectra Expenses.
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</p>
<p >
Use this app to track expenses done by employees and reimbursed by the company, or paid with a company credit cards directly. If a vendor bill is sent to the company for payment, it’
</p>
<p >
Expenses follow this flow:
</p>
<ul >
<li > <strong > Employee(s) record expenses, </strong> and send expense reports to their manager;</li>
<li > <strong > Manager(s) approve or refuse expense reports;</strong> </li>
<li > <strong > The accounting department posts journal entries and reimburses employees </strong> </li> (if the expense has been paid by the employee directly);
<li > Optionally, <strong > expenses are invoiced to the customer afterwards.</strong> </li>
</ul>
<p >
Once setup, you get an efficient expenses tracking process for all your employees.
</p>
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<p > Enjoy your Flectra experience,
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</p>
<div class= "mt32" >
<address >
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For the Flectra Team,<br />
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</address>
</div>
</div>
</t>
<t t-call= "web_planner.category" >
<t t-set= "menu_categorytitle" > Expense Flow</t>
<t t-set= "menu_categoryclasses" t-value= "'fa fa-usd'" />
<t t-call= "web_planner.page" >
<t t-set= "page_title" > Expense Types</t>
<p class= "text-muted" >
The first step if to
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<a href= "https://www.flectrahq.com/documentation/user/11.0/expense/expense.html#how-to-set-expense-types" target= "blank" >
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configure the expense types
</a>
that your company allows. Here are some examples:
</p>
<div class= "o_planner_paragraphs" >
<div class= "row" >
<div class= "col-md-2 fa fa-cutlery fa-2x icon" />
<div class= "col-md-10" >
<p >
<strong > Restaurant</strong> <br />
Cost: 0.00 <i > (the cost of the ticket will be recorded on every expense)</i>
</p>
</div>
<div class= "col-md-2 fa fa-car fa-2x icon" />
<div class= "col-md-10" >
<p >
<strong > Travel with Personal Car</strong> <br />
Cost: 0.30 <i > (the price per mile reimbursed by the company is fixed)</i>
</p>
</div>
<div class= "col-md-2 fa fa-bed fa-2x icon" />
<div class= "col-md-10" >
<p >
<strong > Hotel</strong> <br />
Cost: 0.00 <i > (the cost of the ticket will be recorded on every expense)</i>
</p>
</div>
<div class= "col-md-2 fa fa-usd fa-2x icon" />
<div class= "col-md-10" >
<p >
<strong > Others</strong> <br />
Cost: 0.00
</p>
</div>
</div>
</div>
<p >
<a t-att-href= "prepare_backend_url('hr_expense.hr_expense_product')" > Configure expense types
</a>
</p>
</t>
<t t-call= "web_planner.page" >
<t t-set= "page_title" > Recording Mode</t>
<p class= "text-muted" >
As employees, there are
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<a href= "https://www.flectrahq.com/documentation/user/11.0/expense/expense.html#how-to-record-expenses" target= "_blank" > 2 ways to record expenses:</a>
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</p>
<div class= "row" >
<div class= "col-md-6" >
<div class= "panel panel-success" >
<div class= "panel-heading" >
<span class= "panel-title" >
<strong > Classic encoding</strong> <br />
<span class= "small" > Log in in the system</span>
</span>
</div>
<div class= "panel-body" >
<ul >
<li >
<a t-att-href= "prepare_backend_url('hr.open_view_employee_list_my', 'kanban')" >
Populate your list of employees
</a>
</li>
<li >
<a t-att-href= "prepare_backend_url('hr_expense.hr_expense_actions_my_unsubmitted', 'kanban')" > Record a first expense
</a>
</li>
</ul>
</div>
</div>
</div>
<div class= "col-md-6" >
<div class= "panel panel-success" >
<div class= "panel-heading" >
<span class= "panel-title" >
<strong > By email (advised)</strong> <br />
<span class= "small" > Send a snapshot whenever you get an expense</span>
</span>
</div>
<div class= "panel-body" >
<ul >
<li >
<a t-att-href= "prepare_backend_url('base_setup.action_general_configuration')" >
Set an email alias
</a>
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(e.g. expenses@mycompany.flectrahq.com)
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</li>
<li >
<a t-att-href= "prepare_backend_url('hr.open_view_employee_list_my', 'kanban')" >
Create employees with a Work Email
</a>
(only such email addresses are authorized)
</li>
<li >
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<a href= "mailto:expenses@mycompany.flectrahq.com?subject=HrExpense%20Planner" target= "_blank" >
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Send an expense by email
</a>
</li>
</ul>
</div>
</div>
</div>
</div>
</t>
<t t-call= "web_planner.page" >
<t t-set= "page_title" > Submit for Approval</t>
<p class= "text-muted" >
The next step is to settle an internal policy to
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<a href= "https://www.flectrahq.com/documentation/user/11.0/expense/expense.html#how-to-submit-expenses-to-managers" target= "_blank" > submit expenses to managers
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</a>
</p>
<div class= "row" >
<div class= "col-md-6" >
<div class= "panel panel-success" >
<div class= "panel-heading" >
<span class= "panel-title" >
<strong > One at a time</strong> <br />
<span class= "small" > Advised if few expenses</span>
</span>
</div>
<div class= "panel-body" >
<ul >
<li > Quicker to get reimbursed</li>
</ul>
</div>
</div>
</div>
<div class= "col-md-6" >
<div class= "panel panel-success" >
<div class= "panel-heading" >
<span class= "panel-title" >
<strong > In batch (one report)</strong> <br />
<span class= "small" > Advised if lots of expenses</span>
</span>
</div>
<div class= "panel-body" >
<ul >
<li > Business trip</li>
<li > Once a month</li>
</ul>
</div>
</div>
</div>
</div>
<p class= "text-muted" >
Depending on your company structure, the
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<a href= "https://www.flectrahq.com/documentation/user/11.0/expense/expense.html#how-to-approve-expenses" target= "_blank" > approval process
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</a> can be:
</p>
<div class= "row" >
<div class= "col-md-6" >
<div class= "panel panel-success" >
<div class= "panel-heading" >
<span class= "panel-title" >
<strong > Centralized</strong> <br />
<span class= "small" > HR officer, manager</span>
</span>
</div>
<div class= "panel-body" >
<ul >
<li >
<a t-att-href= "prepare_backend_url('base.action_res_users')" > Grant this user with “Manager” rights for Expense app</a>
</li>
<li >
<a t-att-href= "prepare_backend_url('hr_expense.action_hr_expense_sheet_all_to_approve')" > Review expenses to approve</a>
</li>
</ul>
</div>
</div>
</div>
<div class= "col-md-6" >
<div class= "panel panel-success" >
<div class= "panel-heading" >
<span class= "panel-title" >
<strong > Decentralized</strong> <br />
<span class= "small" > Employee’ </span>
</span>
</div>
<div class= "panel-body" >
<ul >
<li >
<a t-att-href= "prepare_backend_url('hr.open_view_employee_list_my', 'kanban')" > Set a manager in the employee form</a>
</li>
<li >
<a t-att-href= "prepare_backend_url('base.action_res_users')" > Grant such users with “Officer” rights for Expense app</a>
</li>
</ul>
</div>
</div>
</div>
</div>
</t>
</t>
<t t-call= "web_planner.category" >
<t t-set= "menu_categorytitle" > Reimbursement</t>
<t t-set= "menu_categoryclasses" t-value= "'fa-bolt'" />
<t t-call= "web_planner.page" >
<t t-set= "page_title" > Reimbursement</t>
<p class= "text-muted" >
Once expense reports approved by managers, the accounting department checks accounts, products and taxes used. Then they
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<a href= "https://www.flectrahq.com/documentation/user/11.0/expense/expense.html#how-to-post-expenses-in-accounting" target= "_blank" > post them into the books</a> and <a href= "https://www.flectrahq.com/documentation/user/11.0/expense/expense.html#how-to-reimburse-employees" target= "blank" > proceed with the employee reimbursement</a> .
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</p>
<p >
To do:
<ul >
<li > <a > Grant such accountants with following access rights:</a>
<ul >
<li > Accounting: Accountant or Adviser</li>
<li > Expenses: Manager</li>
</ul>
</li>
<li >
<a t-att-href= "prepare_backend_url('hr.open_view_employee_list_my', 'kanban')" > Set Home Address to employees</a> (used for reimbursement)
</li>
<li >
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<a href= "https://www.flectrahq.com/documentation/user/11.0/accounting/payables.html" target= "blank" > See how to manage payables</a>
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</li>
</ul>
</p>
</t>
<t t-call= "web_planner.page" >
<t t-set= "page_title" > Invoice Customers</t>
<p class= "text-muted" >
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If you track expenses on customer projects, you can charge them <a href= "https://www.flectrahq.com/documentation/user/11.0/expense/expense.html#how-to-re-invoice-expenses-to-your-customers" target= "blank" > back to your customers automatically</a> . Here are some advises to avoid conflictual situations:
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</p>
<ul >
<li > Agree in advance with the customer:
<ul >
<li > What it covers and what are the limits</li>
<li > Invoicing at cost vs. at negotiated price</li>
<li > When you charge</li>
</ul>
</li>
<li > Provide your customer with detailed reports (along with copies of receipts)</li>
<li > Ask your expert accountant what tax must be claimed to your customer</li>
</ul>
<p >
To do:
<ul >
<li > <a t-att-href= "prepare_backend_url('hr_expense.hr_expense_product', 'kanban')" > Set invoicing method on expense products</a> </li>
<li > <a t-att-href= "prepare_backend_url('base.open_module_tree', 'form', 'sale')" > Install Sales app</a> </li>
<li > <a t-att-href= "prepare_backend_url('base.open_module_tree', 'form', 'account_analytic_default')" > Install Analytic Accounting add-on</a> </li>
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<li > <a href= "https://www.flectrahq.com/documentation/user/11.0/expense/expense.html#how-to-re-invoice-expenses-to-your-customers" target= "_blank" > See how to invoice expenses</a> </li>
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</ul>
</p>
</t>
</t>
<t t-call= "web_planner.page" >
<t t-set= "page_title" > End</t>
<t t-set= "hide_title" t-value= "True" />
<t t-set= "hide_from_menu" t-value= "True" />
<t t-set= "hide_mark_as_done" t-value= "True" />
<h1 class= "text-center o_planner_trophy" data-icon= "" />
<div class= "text-center" >
<h1 > Congratulations, you're done!</h1>
<h3 > We hope this feature helped you manage your expenses efficiently.</h3>
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<h4 > Don't hesitate to <a href= "mailto:info@flectrahq.com?subject=HrExpense%20Planner" target= "_blank" > send us an email</a> to describe<br /> your experience or to suggest improvements!</h4>
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<p > Have a wonderful day,<br /> - The Flectra Team</p>
<img src= "/web_planner/static/src/img/flectra_logo.png" />
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</div>
</t>
</t>
</template>
<!-- Planner Data -->
<record id= "planner_hr_expense" model= "web.planner" >
<field name= "name" > Expense strategy planner</field>
<field name= "view_id" ref= "hr_expense_planner" />
<field name= "menu_id" ref= "hr_expense.menu_hr_expense_root" />
<field name= "planner_application" > planner_hr_expense</field>
<field name= "tooltip_planner" > < ![CDATA[
Send receipts by email to create expenses efficiently.
]]>
</field>
</record>
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</flectra>
