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Employee Advance and Clearing

Beta License: AGPL-3 OCA/hr Translate me on Weblate Try me on Runboat

Standard Expenses module allow employee to do the expense reimbursement only after the expense has been made. In other world, employee will need to pay first and reimburse later.

This module, allow company to advance an amount to the employee. Employee can then use that advance amount to purchase product/service first, then back to company and do the clearing.

There can be 3 scenarios for advance and clearing

  • When clearing amount = advance amount, no other operation is required.
  • When clearing amount > advance amount, company will pay the extra to employee.
  • When clearing amount < advance amount, employee will return the remain to company.

Table of contents

Installation

  • No specific installation required

Configuration

This module will create a new product «Employee Advance» automatically. You will need to setup the Expense Account of this product to your Employee Advance account manually.

  • Open Product window and search for «Employee Advance»
  • On Accounting tab, select appropriate employee advance account from your chart of account

Note:

  • You will need the «Show Full Accounting Features» to see accounting data
  • Employee Advance account code, if not already exists, you can create one. Use type = Current Asset and check Allow Reconciliation.

Usage

Create an Employee Advance

  1. Go to Expenses > My Expenses
  2. Create a new Expense as normal, but also check «Employee Advance» checkbox
  3. Product = Employee Advance will be set automatically, do not change.
  4. Set the unit price to advance amount
  5. Click Create Report as normal. Please note that, this expense report will also has flag «Employee Advance» checked.
  6. As normal, do Submit to Manager > Approve > Post Journal Entries > Register Payment.
  7. As this is Advance, you will see new field «Amount to clear».

Clear Advance

  1. Go to Expenses > My Expense Report.
  2. Search for the Advance you want to clear, or use filter «Advance (not cleared)» to see all uncleared advance.
  3. Open an Advance which is now in paid status with some Amount to be cleared.
  4. Click button «Clear Advance», system will create new Expense Report with reference to the previous step Advance.
  5. Add or create Expense line(s) as normal.
  6. As normal, do Submit to Manager > Approve > Post Journal Entries

Note:

  • If the total expense amount less than or equal to the advance amount, the status will be set to Paid right after post journal entries.
  • If the total expense amount more than the advance amount, Register Payment will pay the extra amount then set state to Paid.

Return Advance

  1. Go to Expenses > My Expense Report.
  2. Search for the Advance you want to clear, or use filter «Advance (not cleared)» to see all uncleared advance.
  3. Open an Advance which is now in paid status with some Amount to be cleared.
  4. Click button «Return Advance» will open Register Payment wizard with Amount to clear.
  5. Click button «Validate» to return that amount back
  6. All returned, Amount to clear is now equal to 0.0

Bug Tracker

Bugs are tracked on GitHub Issues. In case of trouble, please check there if your issue has already been reported. If you spotted it first, help us to smash it by providing a detailed and welcomed feedback.

Do not contact contributors directly about support or help with technical issues.

Credits

Authors

  • Ecosoft

Contributors

Maintainers

This module is maintained by the OCA.

Odoo Community Association

OCA, or the Odoo Community Association, is a nonprofit organization whose mission is to support the collaborative development of Odoo features and promote its widespread use.

Current maintainer:

kittiu

This module is part of the OCA/hr project on GitHub.

You are welcome to contribute. To learn how please visit https://odoo-community.org/page/Contribute.