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