Expense reports

# Expense reports

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 â£ My Expenses â£ 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.

## Create expense reports

First, select the desired expense to be added to the report on the My Expenses dashboard
by ticking the checkbox next to each entry.
Any expense can be selected from the My Expenses list, except for expenses with a
status of Approved .
The Create Report button is visible as long as there is a minimum of one expense on
the list with a status of either To Report or To Submit .
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.
If all expenses on the My Expenses report are already associated with another expense
report, an Invalid Operation pop-up window appears, stating You have no
expenses to report.
Once the expenses have been selected, click the Create Report button.
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.
`ClientTripNYC`
`OfficeSuppliesforPresentation`
The Employee , Paid By , and Company fields are populated with the
information listed on the individual expenses.
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.
If some expenses are missing from the report, they can still be added from this report form. To do
so, click Add a line at the bottom of the Expense tab.
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.
Expense reports can be created in one of two ways:
- Navigate to the main Expenses app dashboard (also accessible, via Expenses app â£ My Expenses â£ My Expenses ) and click Create
Report .
Navigate to the main Expenses app dashboard (also accessible, via Expenses app â£ My Expenses â£ My Expenses ) and click Create
Report .
- Navigate to Expenses app â£ My Expenses â£ My Reports and click New .
Navigate to Expenses app â£ My Expenses â£ My Reports and click New .

## Submit expense reports

When an expense report is completed, the next step is to submit the report to a manager for
approval. To view all expense reports, navigate to Expenses app â£ My Expenses â£
My Reports . Open the specific report from the list of expense reports.
Reports must be individually submitted, and cannot be submitted in batches.
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 .
The status of each report is shown in the Status column. If the Status column is not visible, click the (additional options) icon
at the end of the row, and tick the checkbox beside Status from the resulting
drop-down menu.
Approving expenses, posting expenses, and reimbursing expenses
are only for users with the appropriate access rights .

Create expense reports
Submit expense reports


Expenses analysis

# Expenses analysis

It is important for companies to track expenses so they have an understanding of their expenses and
can identify trends. Expense reporting allows for detailed information, such as which expense
categories are reimbursed the most, which employees incur the most expenses, and if there are any
periods of time that tend to incur more expenses than others.

## View expense analysis report

To view the default Expenses Analysis report, navigate to Expenses app â£
Reporting â£ Expenses Analysis . The Expenses Analysis report displays all expenses for
the current year, in a stacked bar chart, grouped by month.

## View expenses by employee

It is possible to view the data so that the total cost of expenses by employee is visible. To view
the report in this way, navigate to Expenses app â£ Reporting â£ Expenses
Analysis . Next, click the (Pivot) icon to view the data in a
pivot table.
This presents the data with the employees populating the rows, and the total monthly expenses populate the columns. Next, click Total at the top of the
monthly columns to hide the individual monthly totals, and present only the total amount for the
year.
To present the data in either ascending or descending total, click the Total In Currency box, and the information is organized first in ascending order, starting with the smallest amount.
Click Total In Currency again to reverse the order, and present the highest amount
first.
In this example it can be determined that Mike Smith has the highest amount of
expenses, totaling 4,216.44 . This is almost seven times higher than Ronnie
Hart , who has the second highest expenses, with a total of 644.74 .

## View expenses by category

It is possible to view the data so that the total cost of expenses by category is visible. To view
the report in this way, navigate to Expenses app â£ Reporting â£ Expenses
Analysis . Next, click the (Pivot) icon to view the data in a
pivot table.
This presents the data with the employees populating the rows, and the total monthly expenses populate the columns. Next, click Total at the top of the
employees column. Click Total that appears in place of Total , revealing a drop-down menu of options. Click Category , and the expense categories now populate the rows.
Next, click Total at the top of the months column to hide the
individual months, and only show the annual total for each category.
To present the data in either ascending or descending total, click the Total In Currency box, and the information is organized first in ascending order, starting with the smallest amount.
Click Total In Currency again to reverse the order, and present the highest amount
first.
In this example, it can be determined that the company spent the most on travel expenses, with
the expense category [TRANS & ACC] Travel & Accommodation incurring 2,940.00 of expenses for the year. The company reimbursed mileage the least, with
only 229.69 in [MIL] Mileage expenses.

View expense analysis report
View expenses by employee
View expenses by category


Log expenses

# Log expenses

Before expenses can be reimbursed, each individual expense needs to be logged in the database.
Expense records can be created in four different ways: manually enter an expense record , upload a receipt , drag and drop a receipt onto the Expenses app dashboard, or email a receipt to a preconfigured email address.

## Manually enter expenses

To record a new expense, open the Expenses app, which displays the My Expenses page,
by default.
This view can also be accessed at any time by navigating to Expenses app â£ My
Expenses â£ My Expenses .
Click the New button and fill out the following fields on the blank expense form that
loads:
- Description : Enter a short description for the expense. This should be concise and
informative, such as Lunch with client or Hotel for trade show .
Description : Enter a short description for the expense. This should be concise and
informative, such as Lunch with client or Hotel for trade show .
`Lunchwithclient`
`Hotelfortradeshow`
- Category : Using the drop-down menu, select the expense category that most closely corresponds to the expense.
Category : Using the drop-down menu, select the expense category that most closely corresponds to the expense.
- Total : Enter the total amount paid for the expense in one of two ways: If the expense is for a single item/expense, and the category selected was for a single item,
enter the cost in the Total field (the Quantity field is hidden). If the expense is for multiples of the same item/expense with a fixed price, the Unit Price is displayed. Enter the number of units in the Quantity field, and the total cost is automatically updated with the correct total. The total cost
appears below the Quantity . Example An employee received one dollar for each mile driven for work. The Category is [MIL] Mileage . The Unit Price is automatically populated with $1.00 , which is the cost per mile configured for the expense Category [MIL] Mileage . The Quantity is set to 48 , which is the number of
miles driven , and the total is calculated to $48.00 .
Total : Enter the total amount paid for the expense in one of two ways:
- If the expense is for a single item/expense, and the category selected was for a single item,
enter the cost in the Total field (the Quantity field is hidden).
If the expense is for a single item/expense, and the category selected was for a single item,
enter the cost in the Total field (the Quantity field is hidden).
- If the expense is for multiples of the same item/expense with a fixed price, the Unit Price is displayed. Enter the number of units in the Quantity field, and the total cost is automatically updated with the correct total. The total cost
appears below the Quantity . Example An employee received one dollar for each mile driven for work. The Category is [MIL] Mileage . The Unit Price is automatically populated with $1.00 , which is the cost per mile configured for the expense Category [MIL] Mileage . The Quantity is set to 48 , which is the number of
miles driven , and the total is calculated to $48.00 .
If the expense is for multiples of the same item/expense with a fixed price, the Unit Price is displayed. Enter the number of units in the Quantity field, and the total cost is automatically updated with the correct total. The total cost
appears below the Quantity .
An employee received one dollar for each mile driven for work. The Category is [MIL] Mileage . The Unit Price is automatically populated with $1.00 , which is the cost per mile configured for the expense Category [MIL] Mileage . The Quantity is set to 48 , which is the number of
miles driven , and the total is calculated to $48.00 .
`$1.00`
`48`
`$48.00`
- Included Taxes : If taxes were configured on the selected expense category, the tax
percentage and amount appear automatically after entering either the Total or the Quantity . Note When a tax is configured on an expense category, the Included Taxes value updates
in real time, as the Total or Quantity is updated.
Included Taxes : If taxes were configured on the selected expense category, the tax
percentage and amount appear automatically after entering either the Total or the Quantity .
When a tax is configured on an expense category, the Included Taxes value updates
in real time, as the Total or Quantity is updated.
- Employee : Using the drop-down menu, select the employee associated with the expense.
Employee : Using the drop-down menu, select the employee associated with the expense.
- Paid By : Click the radio button to indicate who paid for the expense and should be
reimbursed. Select either Employee (to reimburse) or Company . Depending on
the expense category selected, this field may not appear.
Paid By : Click the radio button to indicate who paid for the expense and should be
reimbursed. Select either Employee (to reimburse) or Company . Depending on
the expense category selected, this field may not appear.
- Expense Date : Using the calendar popover window that appears when this field is
clicked, enter the date the expense was incurred.
Expense Date : Using the calendar popover window that appears when this field is
clicked, enter the date the expense was incurred.
- Account : If the selected expense Category has a specific account linked to
it, that account appears in the Account field. If no account is specified, the default 600000 Expenses account populates this field. If a different account is desired, select the
account the expense should be logged in.
Account : If the selected expense Category has a specific account linked to
it, that account appears in the Account field. If no account is specified, the default 600000 Expenses account populates this field. If a different account is desired, select the
account the expense should be logged in.
`600000Expenses`
- Customer to Reinvoice : If the expense should be paid for by a customer and the
selected Category allows for reinvoicing of expenses, select the SO and customer to be invoiced for the expense using the drop-down menu. All sales orders in
the drop-down menu list both the SO , as well as the company the sales order
is written for. After the expense is saved, the customer name disappears, and only the SO is visible on the expense. Example A customer wishes to have an on-site meeting for the design and installation of a custom
building, and agrees to pay for all expenses associated with the meeting, including travel,
hotel, and meals for the traveling employees. All expenses tied to that meeting would indicate
the sales order for the custom building (which also references the customer) as the Customer to Reinvoice .
Customer to Reinvoice : If the expense should be paid for by a customer and the
selected Category allows for reinvoicing of expenses, select the SO and customer to be invoiced for the expense using the drop-down menu. All sales orders in
the drop-down menu list both the SO , as well as the company the sales order
is written for. After the expense is saved, the customer name disappears, and only the SO is visible on the expense.
A customer wishes to have an on-site meeting for the design and installation of a custom
building, and agrees to pay for all expenses associated with the meeting, including travel,
hotel, and meals for the traveling employees. All expenses tied to that meeting would indicate
the sales order for the custom building (which also references the customer) as the Customer to Reinvoice .
- Analytic Distribution : Select the account the expense should be written against from
the drop-down menu for either Projects , Departments , or both. Multiple
accounts can be listed for each category, if needed. Adjust the percentage for each analytic
account by typing in the percentage value next to each account.
Analytic Distribution : Select the account the expense should be written against from
the drop-down menu for either Projects , Departments , or both. Multiple
accounts can be listed for each category, if needed. Adjust the percentage for each analytic
account by typing in the percentage value next to each account.
- Company : If in a multi-company database, select the company the expense should be
filed for using the drop-down menu. The current company automatically populates this field.
Company : If in a multi-company database, select the company the expense should be
filed for using the drop-down menu. The current company automatically populates this field.
- Notesâ¦ : If any notes are needed to clarify the expense, enter them in the notes
field.
Notesâ¦ : If any notes are needed to clarify the expense, enter them in the notes
field.

### Attach receipts

After the expense record is created, the next step is to attach a receipt. Click the Attach Receipt button, and a file explorer appears. Navigate to the receipt to be
attached, and click Open .
The new receipt is recorded in the chatter , and the number of receipts appears next to the (paperclip) icon. Multiple receipts can be attached to an
individual expense record, as needed.

## Upload expenses

It is possible to have expense records created automatically by uploading a PDF receipt . To utilize this feature, a setting must be enabled, and IAP credits must be purchased.

### Digitalization settings

To enable receipt scanning, navigate to Expenses app â£ Configuration â£
Settings , and tick the checkbox beside the Expense Digitization (OCR) option. Then,
click Save . When enabled, additional options appear. Click on the corresponding radio
button to select one of the following options:
- Do not digitize : Disables receipt digitization but does not uninstall the related
digitization module.
Do not digitize : Disables receipt digitization but does not uninstall the related
digitization module.
- Digitize on demand only : Only digitizes receipts when requested. A Digitize
document button appears on expense records. When clicked, the receipt is scanned and the expense
record is updated.
Digitize on demand only : Only digitizes receipts when requested. A Digitize
document button appears on expense records. When clicked, the receipt is scanned and the expense
record is updated.
- Digitize automatically : Automatically digitizes all receipts when they are uploaded.
Digitize automatically : Automatically digitizes all receipts when they are uploaded.
Beneath these options are two additional links. Click the Manage
Service & Buy Credits link to view account details and settings, and purchase credits for receipt
digitization. Click the View My Services link to view a list of
all current services, and their remaining credit balances.
For more information on document digitization and IAPs , refer to the In-app purchase (IAP) documentation.
When the Expense Digitization (OCR) option is enabled, a necessary module is
installed, so receipts can be scanned. Disabling this option uninstalls the module.
If, at some point, there is a desire to temporarily stop digitizing receipts, select the Do not digitize option. The reason this option is available is so the module is not
uninstalled, allowing for digitization to be enabled in the future by selecting one of the other
two options.

### Upload receipts

Open the Expenses app , and from the My Expenses dashboard, click Upload , and a file explorer appears. Navigate to the desired receipt, select it, then
click Open .
The receipt is scanned, and a new expense record is created. The Expense Date field is
populated with todayâs date, along with any other fields based on the scanned data, such as the Total .
Click on the new entry to open the individual expense form, and make any changes, if needed. The
scanned receipt appears in the chatter .

## Drag and drop an expense

If digitalization is enabled , drag and drop a receipt onto the Expenses app dashboard. The receipt is scanned and appears by itself on the Generate
Expenses dashboard.
Click on the expense record, and modify the details as needed. After changes are made, return to the My Expenses dashboard, and the expense now appears in the list.

## Email expenses

Instead of individually creating each expense in the Expenses app, expenses can be automatically
created by sending an email to an email alias.
For security purposes, only authenticated employee emails are accepted by Odoo when creating an
expense from an email. To confirm an authenticated employee email address, go to the employee
card in the Employees app , and refer to the Work Email field.
To do so, an email alias must first be configured. Navigate to Expenses app â£
Configuration â£ Settings . Ensure the checkbox beside Incoming Emails is ticked. The
default email alias is expense@(domain).com . Change the email alias by entering the desired email
in the field to the right of Alias . Then, click Save .
If the domain alias needs to be set up, Setup your domain
alias appears beneath the Incoming Emails checkbox, instead of the email address
field.
Refer to the Domain names documentation for
setup instructions and more information.
Once the domain alias is configured, the email address field is visible beneath the Incoming Emails feature on the Settings page in the Expenses app.
Once the email address has been entered, emails can be sent to that alias to create new expenses,
without having to be in the Odoo database.
To submit an expense via email, create a new email, and enter the productâs reference code (if
available) and the amount of the expense as the subject of the email. Next, attach the receipt to
the email. Odoo creates the expense by taking the information in the email subject, and combining it
with the receipt.
To check an expense categoryâs reference code, go to Expenses app â£
Configuration â£ Expense Categories . Reference codes are listed in the Reference column.
To add a reference code to an expense category, click on the category to open the expense category
form. Enter the reference code in the Reference field.
If submitting an expense, via email, for a $25.00 meal during a work trip, the email subject
would be FOOD $25.00 .
`FOOD$25.00`
- The Reference for the expense category Meals is FOOD
The Reference for the expense category Meals is FOOD
`Meals`
`FOOD`
- The Cost for the expense is $25.00
The Cost for the expense is $25.00
`$25.00`

Manually enter expenses
Attach receipts
Upload expenses
Digitalization settings
Upload receipts
Drag and drop an expense
Email expenses


Post expenses

# Post expenses

Once an expense report is approved , the next step is to post
the expenses to the proper accounting journal.
To post expense reports to an accounting journal, the user must have the following access rights :
- Accounting: Accountant or Adviser
Accounting: Accountant or Adviser
- Expenses: Manager
Only expense reports with an Approved status can post the expenses to a journal. To view all
expense reports, navigate to Expenses app â£ Expense Reports . Next, to view only approved expense reports that need to be posted, adjust the filters on the left side so
only the Approved checkbox is ticked.
The default All Reports dashboard displays all expense reports that are not Refused .
Expense reports can be posted to accounting journals in two ways: individually or in bulk .

## Post individual reports

To post an individual report, navigate to Expenses app â£ Expense Reports , and
click on an individual report with a Status of Approved , to view the report
form. In this view, several options are presented: Post Journal Entries , Report In Next Payslip , Refuse , or Reset to Draft .
Click Post Journal Entries to post the report. The accounting journal the expenses are
posted to is listed in the Journal field of the expense report.
After posting the expenses to an accounting journal, a Journal Entry smart button
appears at the top of the screen. Click the Journal Entry smart button, and the details
for the journal entry appear, with a status of Posted .

## Post multiple reports

To post multiple expense reports at once, navigate to Expenses app â£ Expense
Reports to view a list of expense reports. Next, select the reports to approve by ticking the
checkbox next to each report being approved.
Only expense reports with a status of Approved are able to post the expenses to an
accounting journal. If an expense report is selected that cannot be posted, such as an
unapproved report, or the report has already been posted to a journal, the Post
Entries button is not visible.
To select only approved expense reports, adjust the filters on the left side, so that only
the Approved checkbox is ticked. Next, tick the checkbox next to the Employee column title to select all the Approved reports in the list
at once.
Next, click the Post Entries button.

Post individual reports
Post multiple reports


Reimburse employees

# Reimburse employees

After an expense report is posted to an accounting journal , the
next step is to reimburse the employee. Employees can be reimbursed via cash, check, or direct
deposit in three ways:
- Individually : Each individual expense report is reimbursed
separately.
Individually : Each individual expense report is reimbursed
separately.
- In bulk : Multiple expense reports are reimbursed in a single
payment.
In bulk : Multiple expense reports are reimbursed in a single
payment.
- In the employeeâs payslip : Expense reports are reimbursed
directly in the employeeâs payslip.
In the employeeâs payslip : Expense reports are reimbursed
directly in the employeeâs payslip.

## Reimbursement settings

Reimbursements can be paid via a paycheck, check, cash, or bank transfer (usually referred to as
direct deposit). To set up payment options, first configure the various settings by navigating to Expenses app â£ Configuration â£ Settings .
To reimburse employees for expenses in their paychecks , tick the
checkbox beside the Reimburse in Payslip option in the Expenses section.
Next, set how payments are made in the Accounting section. Click the drop-down menu
under Payment Methods , and select the desired payment option. The default options
include paying by Manual Payment (Cash) , Manual Payment (Bank) , Batch Deposit (Bank) , and Checks (Bank) .
Leaving this field blank allows for all available payment options to be used.
When all desired configurations are complete, click Save to activate the settings.

## Reimburse in payslips

If the Reimburse in Payslip option is activated on the settings page, payments can be added to the employeeâs next payslip, instead
of issuing separate payments.
Reimbursing expenses on payslips can only be done individually for an approved expense
report. Once an expense report has a status of Posted , the option to reimburse in the following
payslip is not available .
Navigate to Expenses app â£ Expense Reports , and click on the individual expense
report to reimburse on the following paycheck. Click the Report in Next Payslip button,
and the expenses are added to the next payslip issued for that employee.
Once the expense report is added to the following payslip, a message is logged in the chatter
stating Expense report (expense report name) will be added to the next payslip. The status for the
expense report remains Approved . The status only changes to Posted (and then Done ), when the related payslip is processed.
`Expensereport(expensereportname)willbeaddedtothenextpayslip.`
Refer to the Payslips documentation for more information about
processing paychecks.

## Reimburse individually

To reimburse an individual expense report, first navigate to Expenses app â£
Expense Reports . All expense reports are presented in a default list view. Click on the expense
report being reimbursed to view the report details.
Only expense reports with a status of Posted can be reimbursed directly to the
employee (not via a payslip ).
Click the Pay button in the top-left corner of the expense report, and a Pay pop-up window loads. Enter the following information in the pop-up window:
- Journal : Select the accounting journal to post the payment using the drop-down menu.
The default options are Bank or Cash .
Journal : Select the accounting journal to post the payment using the drop-down menu.
The default options are Bank or Cash .
- Payment Method : Select how the payment is made using the drop-down menu. If Cash is selected for the Journal , the only option available is Manual Payment . If Bank is selected for the Journal , the
default options are Manual Payment or Checks .
Payment Method : Select how the payment is made using the drop-down menu. If Cash is selected for the Journal , the only option available is Manual Payment . If Bank is selected for the Journal , the
default options are Manual Payment or Checks .
- Recipient Bank Account : This field only appears if the Journal is set to Bank . The employeeâs bank account populates this
field, by default. If the employee has more than one trusted bank account on their employee
profile, use the drop-down menu to select the desired bank account.
Recipient Bank Account : This field only appears if the Journal is set to Bank . The employeeâs bank account populates this
field, by default. If the employee has more than one trusted bank account on their employee
profile, use the drop-down menu to select the desired bank account.
- Amount : The total amount being reimbursed populates this field, by default.
Amount : The total amount being reimbursed populates this field, by default.
- Payment Date : Enter the date the payment is issued in this field. The current date
populates this field, by default.
Payment Date : Enter the date the payment is issued in this field. The current date
populates this field, by default.
- Memo : The text entered in the Expense Report Summary field of the expense report populates this field, by default.
Memo : The text entered in the Expense Report Summary field of the expense report populates this field, by default.
When the fields of the pop-up window are completed, click the Create Payment button to
register the payment, and reimburse the employee. A green In Payment banner now appears
on the expense report.

## Reimburse in bulk

To reimburse multiple expense reports at once, navigate to Expenses app â£ Expense
Reports to view all expense reports in a list view. Next, select the expense reports to be
reimbursed.
Only expense reports with a status of Posted can be reimbursed directly to the
employee (not via a payslip ).
Adjust the STATUS filter on the left side to only show Posted expense
reports. This displays only expense reports that are able to be reimbursed.
Tick the checkbox next to the expense reports being reimbursed, then click the Pay button, and a Pay pop-up window loads. Enter the following information in the pop-up
window:
- Journal : Select the accounting journal to post the payment using the drop-down menu.
The default options are Bank or Cash .
Journal : Select the accounting journal to post the payment using the drop-down menu.
The default options are Bank or Cash .
- Payment Method : Select how the payment is made using the drop-down menu. If Cash is selected for the Journal , the only option available is Manual Payment . If Bank is selected for the Journal , the
default options are Manual Payment or Checks .
Payment Method : Select how the payment is made using the drop-down menu. If Cash is selected for the Journal , the only option available is Manual Payment . If Bank is selected for the Journal , the
default options are Manual Payment or Checks .
- Group Payments : When multiple expense reports are selected for the same employee, this
option appears. Tick the checkbox to have only one payment made per employee, rather than issuing
multiple payments to the same employee.
Group Payments : When multiple expense reports are selected for the same employee, this
option appears. Tick the checkbox to have only one payment made per employee, rather than issuing
multiple payments to the same employee.
- Amount : The total amount being reimbursed for all the expense reports populates this
field, by default.
Amount : The total amount being reimbursed for all the expense reports populates this
field, by default.
- Payment Date : Enter the date the payments are issued. The current date populates this
field, by default.
Payment Date : Enter the date the payments are issued. The current date populates this
field, by default.
When the fields on the Pay pop-up window are completed, click the Create
Payments button to register the payments, and reimburse the employees.

Reimbursement settings
Reimburse in payslips
Reimburse individually
Reimburse in bulk


Re-invoice expenses

# Re-invoice expenses

If expenses are tracked on customer projects, they can be automatically charged back to the
customer. This is done by creating an expense , referencing the
sales order to which it is added, then creating an expense report .
Next, managers approve the expense report , before the accounting
department posts the journal entries .
Finally, once the expense report is posted to a journal, the expenses appear on the specified SO . The SO is then invoiced ,
thus charging the customer for the expenses.
The Sales and Accounting apps must be installed for this configuration.
Approving expenses, posting expenses to accounting, and re-invoicing expenses on SOs are only possible for users with the appropriate access rights .
This document provides lower-level instructions to create, submit, approve, and post expenses.
For fully-detailed instructions for any of these steps, refer to the following documentation:
- Log expenses
- Expense reports
- Approving expenses
- Posting expenses in accounting
Posting expenses in accounting

## Setup

In the Expense app, specify the invoicing policy for each expense category. Navigate to Expenses app â£ Configuration â£ Expense Categories . Click on the desired expense
category or create a new one .
Under the Invoicing section, click the radio button next to the desired selection for Re-Invoice Costs :
- No : The expense category cannot be re-invoiced.
No : The expense category cannot be re-invoiced.
- At cost : The expense category invoices expenses at the Cost set on the
expense category form.
At cost : The expense category invoices expenses at the Cost set on the
expense category form.
- Sales price : The expense category invoices at the Sales Price set on the
expense form.
Sales price : The expense category invoices at the Sales Price set on the
expense form.
The default expense categories have the following re-invoicing policies:
COMM : Communication expenses such as phone bills, postage, etc.
FOOD : Meal expenses such as restaurants, business lunches, etc
TRANS & ACCT : Travel and accommodation expenses such as hotel, plane ticket, taxi, etc.
GIFT : Gifts to customers or vendors.

## Create an expense

To re-invoice an expense, first create an expense record . In the Customer to Reinvoice field, use the drop-down menu to select the SO to add the expense to.
Selecting the proper SO in the Customer to Reinvoice field is critical , since this is how expenses are automatically invoiced after an expense report is
approved.
Detailed instructions on completing an expense

### Analytic Distribution

For the Analytic Distribution field to be visible the Accounting app must be
installed, Analytic Accounting , and Analytic Plans must be configured.
Refer to Analytic accounting for more information.
As an optional step, select the Analytic Distribution the expense is posted to. Multiple
accounts can be selected, if desired.
To add another Analytic Distribution , click on the line to reveal the Analytic pop-over window. Click Add a line , then select the desired Analytic Distribution from the drop-down field.
If selecting more than one Analytic Distribution , the Percentage fields must be modified. By default, both fields are populated with 100% . Adjust the percentages for
all the fields, so the total of all selected accounts equals 100% .
`100%`
`100%`
A painting company agrees to paint an office building that houses two different companies. During
the estimate, a meeting is held at the office location to discuss the project.
Both companies agree to pay for the travel expenses for the painting company employees. When
creating the expenses for the mileage and hotels, both companies are listed in the Analytic Distribution line, for 50% each.

## Create an expense report

After the expenses are created, click Create report . Once the expense report is
submitted, the Sales Orders and Expenses smart buttons appear at the top of the expense report. The smart buttons will
display the number of SOs and expenses linked to the expense report.
Next, click Submit to Manager to request approval from the assigned Manager.
The Customer to Reinvoice field can be modified only until an expense report is approved . After an expense report is approved, the Customer to Reinvoice field is
no longer able to be modified.
Detailed instructions to create and submit an expense report

## Approve and post expenses

Before approving an expense report, ensure all the information for every expense line is correct,
then click Approve .
The Approve button only appears after an expense report has been submitted .
The accounting department is typically responsible for posting journal entries . To post expenses to an accounting journal, click Post Journal Entries .
Once an expense report is approved, it can then be posted.
The SO is only updated after the journal entries are posted. Once the
journal entries are posted, the expenses now appear on the referenced SO .
Detailed instructions to approve an expense report

## Invoice expenses to the customer

Once the expense report is approved and the corresponding journal entries are posted, the SO is automatically updated, allowing the customer to be invoiced. The accounting
department is typically responsible for generating the final invoice.
Select the desired expense report, and click the Sales Orders smart
button to open the SO . The expenses to be re-invoiced now appear on the SO .
More than one SO can be referenced on an expense report. If more than one SO is referenced, clicking the Sales Orders smart button opens a list displaying all the SOs associated with that
expense report. Click on a SO to open the individual SO details.
A electronics repair company has a large customer base. Their service charges vary depending on
the product they service. A technician uses different components depending on the product they
service and services five customers per day on average.
After each job the technician submits an expense and associates the appropriate SO for each. At the end of the day, the technician selects all of the expenses and creates
an expense report for the manager to review and approve.
When the expense report gets created, several SOs are linked to it. The Expenses and Sales Orders smart
buttons display the number of linked records on the top of the expense report.
On the SO form, the expenses are now line items in the Order Lines tab, with their Delivered column filled in, and ready to be invoiced.
Click Create Invoice , and a Create invoices pop-up window appears.
Select if the invoice is a Regular invoice , a Down payment (percentage) , or
a Down payment (fixed amount) , and click Create Draft Invoice . A customer
invoice draft window displays the products and expenses in the Invoice Lines tab.
For an SO with a product and a expense, if the product has not been
delivered to the customer, only the expense is listed in the Invoice Lines tab of the
invoice. Creating two invoices for one SO is possible.
Click Confirm to change the invoice status from Draft to Posted .
To email the invoice to the customer, click Send . A Print & Send pop-up
window with a pre-configured email message and a PDF invoice in its body is displayed. The message
can be reviewed and modified, if needed.
Click Send to email the invoice to the customer. The pop-up window disappears, and a PDF
of the invoice is automatically downloaded for record-keeping and printing purposes.

## Invoice payment

Depending on the payment configuration in the Accounting app, there are several ways to process
payment for an invoice. This workflow incorporates the customer portal and manual verification. The
customer is responsible for submitting the invoice payment and the accounting department is
responsible for verification.
For online payments through the customer portal, the Invoice Online Payment feature must be enabled on the Accounting app. Also a
payment method must be set up.
Navigate to the invoice by clicking Expenses app â£ Expense Reports and select the
desired expense report.
Click the Sales Orders smart button, then select the desired SO . Click the Invoices smart button.
After clicking Send , the invoice is emailed to the customer and published online on the
customer portal. Click Preview to see the customerâs view of the invoice and payment
methods.
Once the customer pays online, the invoice gets an In Payment banner. The Payments and Payment Transaction smart
buttons display at the top of the invoice form.
Click the Payments smart button to go to the Pay form. Click Validate to confirm that the invoice payment has been received. The Pay form is
automatically updated to Paid .

Setup
Create an expense
Analytic Distribution
Create an expense report
Approve and post expenses
Invoice expenses to the customer
Invoice payment


Fiscal localizations

# Fiscal localizations

Fiscal localizations are country-specific modules that allow you to be compliant with a countryâs
fiscal requirements. Most of these modules are related to the Accounting app, but they can also be
necessary for other apps such as Point of Sale, eCommerce, etc., depending on a countryâs fiscal
requirements.
Payroll localizations are documented separately.

## Configuration

Odoo should automatically install the fiscal localizationâs core modules based on the companyâs
country when the related app is installed. The rest can be manually installed . Refer to the list of countries to
view the currently supported countries and access their specific documentation.
Each company in a multi-company environment can use different fiscal localization modules.
Verify the right package of modules is installed by going to Accounting â£
Configuration â£ Settings and checking the Package field under the Fiscal
Localization section. Select another one if necessary.
Selecting another package is only possible if no entry has been posted.
These packages require fine-tuning the chart of accounts, activating the taxes to be used,
configuring the country-specific statements and certifications, and sometimes more.

## List of countries

Fiscal localization modules are available for the countries listed below.
New countries are frequently added to this list and Odoo keeps expanding and improving existing
localizations and the related documentation.
- Algeria
- Argentina
- Australia
- Austria
- Bangladesh
- Belgium
- Bolivia
- Brazil
- Burkina Faso
- Bulgaria
- Cameroon
- Canada
- Central African Republic
Central African Republic
- Colombia
- Comoros
- Costa Rica
- Croatia
- Cyprus
- Czech Republic
- Democratic Republic of the Congo
Democratic Republic of the Congo
- Denmark
- Dominican Republic
- Ecuador
- Equatorial Guinea
- Estonia
- Ethiopia
- Finland
- France
- Germany
- Guinea
- Greece
- Guatemala
- Guinea-Bissau
- Honduras
- Hong Kong
- Hungary
- Indonesia
- Ivory Coast
- Jordan
- Kazakhstan
- Kuwait
- Latvia
- Lithuania
- Luxembourg
- Mauritius
- Malaysia
- Mexico
- Mongolia
- Morocco
- Mozambique
- Netherlands
- New Zealand
- Nigeria
- Norway
- Pakistan
- Panama
- Philippines
- Poland
- Portugal
- Romania
- Rwanda
- Saudi Arabia
- Senegal
- Serbia
- Singapore
- Slovakia
- Slovenia
- South Africa
- Sweden
- Switzerland
- Taiwan
- Tanzania
- Thailand
- Tunisia
- TÃ¼rkiye
- Uganda
- Ukraine
- United Arab Emirates
- United Kingdom
- United States of America
United States of America
- Uruguay
- Venezuela
- Vietnam
- Zambia


Argentina

# Argentina

## Webinars

Below you can find videos with a general description of the localization, and how to configure it.
- Webinar - LocalizaciÃ³n de Argentina .
Webinar - LocalizaciÃ³n de Argentina .
- eCommerce - LocalizaciÃ³n de Argentina .
eCommerce - LocalizaciÃ³n de Argentina .
- Smart Tutorial - LocalizaciÃ³n de Argentina
Smart Tutorial - LocalizaciÃ³n de Argentina
- Documentation on e-invoicingâs legality and compliance in Argentina
Documentation on e-invoicingâs legality and compliance in Argentina

## Configuration

### Modules installation

Install the following modules to get all the features of the Argentinean
localization:
Argentina - Accounting
`l10n_ar`
Default fiscal localization package , which represents
the minimal configuration to operate in Argentina under the AFIP regulations and guidelines.
Argentinean Accounting Reports
`l10n_ar_reports`
VAT Book report and VAT summary report.
Argentinean Electronic Invoicing
`l10n_ar_edi`
Includes all technical and functional requirements to generate electronic invoices via web
service, based on the AFIP regulations.
Argentinean eCommerce
`l10n_ar_website_sale`
(optional) Allows the user to see Identification Type and AFIP Responsibility in the
eCommerce checkout form in order to create electronic invoices.
Argentina - Payment Withholdings
`l10n_ar_withholding`
Allows registering withholdings during the payment of an invoice.

### Configure your company

Once the localization modules are installed, the first step is to set up the companyâs data. In
addition to the basic information, a key field to fill in is the AFIP Responsibility
Type , which represents the fiscal obligation and structure of the company.

### Chart of account

In Accounting, there are three different Chart of Accounts packages to choose from.
They are based on a companyâs AFIP responsibility type, and consider the difference between
companies that do not require as many accounts as the companies that have more complex fiscal
requirements:
- Monotributista (227 accounts);
Monotributista (227 accounts);
- IVA Exento (290 accounts);
IVA Exento (290 accounts);
- Responsable Inscripto (298 Accounts).
Responsable Inscripto (298 Accounts).

### Configure master data

#### Electronic Invoice Credentials

The AFIP infrastructure is replicated in two separate environments, testing and production .
Testing is provided so that the companies can test their databases until they are ready to move
into the Production environment. As these two environments are completely isolated from each
other, the digital certificates of one instance are not valid in the other one.
To select a database environment, go to Accounting â£ Settings â£ Argentinean
Localization and choose either Prueba (Testing) or Produccion (Production) .
The electronic invoice and other AFIP services work with Web Services (WS) provided by
the AFIP.
In order to enable communication with the AFIP, the first step is to request a Digital
Certificate if you do not have one already.
- Generate Certificate Sign Request (Odoo) . When this option is selected, a file with
extension .csr (certificate signing request) is generated to be used in the AFIP portal to
request the certificate.
Generate Certificate Sign Request (Odoo) . When this option is selected, a file with
extension .csr (certificate signing request) is generated to be used in the AFIP portal to
request the certificate.
`.csr`
- Generate Certificate (AFIP) . Access the AFIP portal and follow the instructions
described in this document to get a certificate.
Generate Certificate (AFIP) . Access the AFIP portal and follow the instructions
described in this document to get a certificate.
- Upload Certificate and Private Key (Odoo) . Once the certificate is generated, upload
it to Odoo using the Pencil icon next to the field Certificado and select
the corresponding file.
Upload Certificate and Private Key (Odoo) . Once the certificate is generated, upload
it to Odoo using the Pencil icon next to the field Certificado and select
the corresponding file.
In case you need to configure the Homologation Certificate, please refer to the AFIP official
documentation: Homologation Certificate . Furthermore, Odoo allows the user
to test electronic invoicing locally without a Homologation Certificate. The following message
will be in the chatter when testing locally:

#### Partner

As part of the Argentinean localization, document types defined by the AFIP are now available in the Partner form . Information is essential for most transactions. There are six Identification Types available by default, as well as 32 inactive types.
The complete list of Identification Types defined by the AFIP is included in Odoo,
but only the common ones are active.
In Argentina, the document type and corresponding transactions associated with customers and
vendors is defined by the AFIP Responsibility type. This field should be defined in the Partner
form .

#### Taxes

As part of the localization module, the taxes are created automatically with their related
financial account and configuration, e.g., 73 taxes for Responsable Inscripto .
Argentina has several tax types, the most common ones are:
- VAT : this is the regular VAT and can have various percentages;
VAT : this is the regular VAT and can have various percentages;
- Perception : advance payment of a tax that is applied on invoices;
Perception : advance payment of a tax that is applied on invoices;
- Retention : advance payment of a tax that is applied on payments.
Retention : advance payment of a tax that is applied on payments.
Some Argentinean taxes are not commonly used for all companies, and those less common options are
labeled as inactive in Odoo by default. Before creating a new tax, be sure to check if that tax is
not already included as inactive.

#### Document types

In some Latin American countries, like Argentina, some accounting transactions such as invoices and
vendor bills are classified by document types defined by the governmental fiscal authorities. In
Argentina, the AFIP is the governmental fiscal authority that
defines such transactions.
The document type is an essential piece of information that needs to be clearly displayed in
printed reports, invoices, and journal entries that list account moves.
Each document type can have a unique sequence per journal where it is assigned. As part of the
localization, the document type includes the country in which the document is applicable (this data
is created automatically when the localization module is installed).
The information required for the Document Types is included by default so the user does
not need to fill anything on this view:
There are several Document Types types that are inactive by default, but can be
activated as needed.
For Argentina, the Document Types include a letter that helps indicate the type of
transaction or operation. For example, when an invoice is related to a(n):
- B2B transaction , a document type A must be used;
B2B transaction , a document type A must be used;
- B2C transaction , a document type B must be used;
B2C transaction , a document type B must be used;
- Exportation Transaction , a document type E must be used.
Exportation Transaction , a document type E must be used.
The documents included in the localization already have the proper letter associated with each Document Type , so there is no further configuration necessary.
The Document Type on each transaction will be determined by:
- The journal entry related to the invoice (if the journal uses documents);
The journal entry related to the invoice (if the journal uses documents);
- The onditions applied based on the type of issuer and receiver (e.g., the type of fiscal regime of
the buyer and the type of fiscal regime of the vendor).
The onditions applied based on the type of issuer and receiver (e.g., the type of fiscal regime of
the buyer and the type of fiscal regime of the vendor).

### Journals

In the Argentinean localization, the journal can have a different approach depending on its usage
and internal type. To configure journals, go to Accounting â£ Configuration â£
Journals .
For sales and purchase journals, itâs possible to activate the option Use Documents ,
which enables a list of Document Types that can be related to the invoices and vendor
bills. For more detail on invoices, please refer to the section 2.3 document types .
If the sales or purchase journals do not have the Use Documents option activated, they
will not be able to generate fiscal invoices, meaning, their use case will be mostly limited to
monitoring account moves related to internal control processes.

#### AFIP information (also known as AFIP Point of Sale)

The AFIP POS System is a field only visible for the Sales journals and defines the
type of AFIP POS that will be used to manage the transactions for which the journal is created.
The AFIP POS defines the following:
- the sequences of document types related to the web service;
the sequences of document types related to the web service;
- the structure and data of the electronic invoice file.
the structure and data of the electronic invoice file.
Web services help generate invoices for different purposes. Below are a few options to choose
from:
- wsfev1: Electronic Invoice : is the most common service, which is used to generate
invoices for document types A, B, C, M  with no detail per item;
wsfev1: Electronic Invoice : is the most common service, which is used to generate
invoices for document types A, B, C, M  with no detail per item;
- wsbfev1: Electronic Fiscal Bond : is for those who invoice capital goods and wish to
access the benefit of the Electronic Tax Bonds granted by the Ministry of Economy. For more
details go to: Fiscal Bond ;
wsbfev1: Electronic Fiscal Bond : is for those who invoice capital goods and wish to
access the benefit of the Electronic Tax Bonds granted by the Ministry of Economy. For more
details go to: Fiscal Bond ;
- wsfexv1: Electronic Exportation Invoice : is used to generate invoices for
international customers and transactions that involve exportation processes, the document type
related is type âEâ.
wsfexv1: Electronic Exportation Invoice : is used to generate invoices for
international customers and transactions that involve exportation processes, the document type
related is type âEâ.
Here are some useful fields to know when working with web services:
- AFIP POS Number : is the number configured in the AFIP to identify the operations
related to this AFIP POS;
AFIP POS Number : is the number configured in the AFIP to identify the operations
related to this AFIP POS;
- AFIP POS Address : is the field related to the commercial address registered for the
POS, which is usually the same address as the company. For example, if a company has multiple
stores (fiscal locations) then the AFIP will require the company to have one AFIP POS per
location. This location will be printed in the invoice report;
AFIP POS Address : is the field related to the commercial address registered for the
POS, which is usually the same address as the company. For example, if a company has multiple
stores (fiscal locations) then the AFIP will require the company to have one AFIP POS per
location. This location will be printed in the invoice report;
- Unified Book : when the AFIP POS System is Preimpresa, then the document types
(applicable to the journal) with the same letter will share the same sequence. For example: Invoice: FA-A 0001-00000002; Credit Note: NC-A 0001-00000003; Debit Note: ND-A 0001-00000004.
Unified Book : when the AFIP POS System is Preimpresa, then the document types
(applicable to the journal) with the same letter will share the same sequence. For example:
- Invoice: FA-A 0001-00000002;
Invoice: FA-A 0001-00000002;
- Credit Note: NC-A 0001-00000003;
Credit Note: NC-A 0001-00000003;
- Debit Note: ND-A 0001-00000004.
Debit Note: ND-A 0001-00000004.

#### Sequences

For the first invoice, Odoo synchronizes with the AFIP automatically and displays the last sequence
used.
When creating Purchase Journals , itâs possible to define whether they are related to
document types or not. In the case where the option to use documents is selected, there would be
no need to manually associate the document type sequences, since the document number is provided
by the vendor.

## Usage and testing

### Invoice

The information below applies to invoice creation once the partners and journals are created and
properly configured.

#### Document type assignation

When the partner is selected, the Document Type field will be filled in automatically
based on the AFIP document type:
- Invoice for a customer IVA Responsable Inscripto, prefix A is the type of document that shows
all the taxes in detail along with the customerâs information.
Invoice for a customer IVA Responsable Inscripto, prefix A is the type of document that shows
all the taxes in detail along with the customerâs information.
- Invoice for an end customer, prefix B is the type of document that does not detail the taxes,
since the taxes are included in the total amount.
Invoice for an end customer, prefix B is the type of document that does not detail the taxes,
since the taxes are included in the total amount.
- Exportation Invoice, prefix E is the type of document used when exporting goods that shows
the incoterm.
Exportation Invoice, prefix E is the type of document used when exporting goods that shows
the incoterm.
Even though some invoices use the same journal, the prefix and sequence are given by the Document Type field.
The most common Document Type will be defined automatically for the different
combinations of AFIP responsibility type but it can be updated manually by the user before
confirming the invoice.

#### Electronic invoice elements

When using electronic invoices, if all the information is correct then the invoice is posted in the
standard way unless there is an error that needs to be addressed. When error messages pop up, they
indicate both the issue that needs attention along with a proposed solution. If an error persists,
the invoice remains in draft until the issue is resolved.
Once the invoice is posted, the information related to the AFIP validation and status is displayed
in the AFIP tab, including:
- AFIP Autorisation : CAE number;
AFIP Autorisation : CAE number;
- Expiration Date : deadline to deliver the invoice to the customers (normally 10 days
after the CAE is generated);
Expiration Date : deadline to deliver the invoice to the customers (normally 10 days
after the CAE is generated);
- Result: indicates if the invoice has been Aceptado en AFIP and/or Aceptado con Observaciones .
Result: indicates if the invoice has been Aceptado en AFIP and/or Aceptado con Observaciones .

#### Invoice taxes

Based on the AFIP Responsibility type , the VAT tax can apply differently on the PDF
report:
- A. Tax excluded : in this case the taxed amount needs to be clearly identified in the
report. This condition applies when the customer has the following AFIP Responsibility type of Responsable Inscripto ;
A. Tax excluded : in this case the taxed amount needs to be clearly identified in the
report. This condition applies when the customer has the following AFIP Responsibility type of Responsable Inscripto ;
- B. Tax amount included : this means that the taxed amount is included as part of the
product price, subtotal, and totals. This condition applies when the customer has the following
AFIP Responsibility types: IVA Sujeto Exento; Consumidor Final; Responsable Monotributo; IVA liberado.
B. Tax amount included : this means that the taxed amount is included as part of the
product price, subtotal, and totals. This condition applies when the customer has the following
AFIP Responsibility types:
- IVA Sujeto Exento;
- Consumidor Final;
- Responsable Monotributo;
Responsable Monotributo;
- IVA liberado.

#### Special use cases

For electronic invoices that include Services , the AFIP requires to report the service
starting and ending date, this information can be filled in the tab Other Info .
If the dates are not selected manually before the invoice is validated, the values will be filled
automatically with the first and last day of the invoiceâs month.
Invoices related to Exportation Transactions require that a journal uses the AFIP POS
System Expo Voucher - Web Service so that the proper document type(s) can be associated.
When the customer selected in the invoice is configured with an AFIP responsibility type Cliente / Proveedor del Exterior - Ley NÂ° 19.640 , Odoo automatically
assigns the:
- Journal related to the exportation Web Service;
Journal related to the exportation Web Service;
- Exportation document type;
Exportation document type;
- Fiscal position: Compras/Ventas al exterior;
Fiscal position: Compras/Ventas al exterior;
- Concepto AFIP: Products / Definitive export of goods;
Concepto AFIP: Products / Definitive export of goods;
- Exempt Taxes.
The Exportation Documents require Incoterms to be enabled and configured, which can be found in Other Info â£ Accounting .
The Electronic Fiscal Bond is used for those who invoice capital goods and wish to
access the benefit of the Electronic Tax Bonds granted by the Ministry of Economy.
For these transactions, it is important to consider the following requirements:
- Currency (according to the parameter table) and invoice quotation;
Currency (according to the parameter table) and invoice quotation;
- Taxes;
- Detail each item; Code according to the Common Nomenclator of Mercosur (NCM); Complete description; Unit Net Price; Quantity; Unit of measurement; Bonus; VAT rate.
- Code according to the Common Nomenclator of Mercosur (NCM);
Code according to the Common Nomenclator of Mercosur (NCM);
- Complete description;
Complete description;
- Unit Net Price;
- Quantity;
- Unit of measurement;
- Bonus;
- VAT rate.
For SME invoices, there are several document types that are classified as MiPyME , which are
also known as Electronic Credit Invoice (or FCE in Spanish). This classification develops a
mechanism that improves the financing conditions for small and medium-sized businesses, and allows
them to increase their productivity, through the early collection of credits and receivables issued
to their clients and/or vendors.
For these transactions itâs important to consider the following requirements:
- specific document types (201, 202, 206, etc);
specific document types (201, 202, 206, etc);
- the emitter should be eligible by the AFIP to MiPyME transactions;
the emitter should be eligible by the AFIP to MiPyME transactions;
- the amount should be bigger than 100,000 ARS;
the amount should be bigger than 100,000 ARS;
- A bank account type CBU must be related to the emisor, otherwise the invoice cannot be validated,
having an error message such as the following.
A bank account type CBU must be related to the emisor, otherwise the invoice cannot be validated,
having an error message such as the following.
To set up the Transmission Mode , go to settings and select either SDC or ADC .
To change the Transmission Mode for a specific invoice, go to the Other Info tab and change it before confirming.
Changing the Transmission Mode will not change the mode selected in Settings .
When creating a Credit/Debit note related to a FCE document:
- use the Credit and Debit Note buttons, so all the information from the invoice is
transferred to the new Credit and Debit Note ;
use the Credit and Debit Note buttons, so all the information from the invoice is
transferred to the new Credit and Debit Note ;
- the document letter should be the same as than the originator document (either A or B);
the document letter should be the same as than the originator document (either A or B);
- the same currency as the source document must be used. When using a secondary currency there is
an exchange difference if the currency rate is different between the emission day and the payment
date. It is possible to create a credit/debit note to decrease/increase the amount to pay in ARS.
the same currency as the source document must be used. When using a secondary currency there is
an exchange difference if the currency rate is different between the emission day and the payment
date. It is possible to create a credit/debit note to decrease/increase the amount to pay in ARS.
When creating a Credit Note we can have two scenarios:
- the FCE is rejected so the Credit Note should have the field FCE, is
Cancellation? as True ; or;
the FCE is rejected so the Credit Note should have the field FCE, is
Cancellation? as True ; or;
- the Credit Note , is created to annulate the FCE document, in this case the field FCE, is Cancellation? must be empty (false).
the Credit Note , is created to annulate the FCE document, in this case the field FCE, is Cancellation? must be empty (false).

#### Invoice printed report

The PDF Report related to electronic invoices that have been validated by the AFIP
includes a barcode at the bottom of the format which represents the CAE number. The expiration date
is also displayed as it is a legal requirement.

#### Troubleshooting and auditing

For auditing and troubleshooting purposes, it is possible to obtain detailed information of an
invoice number that has been previously sent to the AFIP. To retrieve this information, activate the developer mode , then go to the Accounting menu and click on
the button Consult Invoice button in AFIP.
It is also possible to retrieve the last number used in AFIP for a specific document type and POS
Number as a reference for any possible issues on the sequence synchronization between Odoo and
AFIP.

### Vendor bills

Based on the purchase journal selected for the vendor bill, the Document Type is now a
required field. This value is auto-populated based on the AFIP Responsibility type of Issuer and
Customer, but the value can be changed if necessary.
The Document Number field needs to be registered manually and the format will be
validated automatically. However, in case the format is invalid, a user error will be displayed
indicating the correct format that is expected.
The vendor bill number is structured in the same way as the customer invoices, excepted that the
document sequence is entered by the user using the following format: Document Prefix - Letter -
Document Number .

#### Validate vendor bill number in AFIP

As most companies have internal controls to verify that the vendor bill is related to an AFIP valid
document, an automatic validation can be set in Accounting â£ Settings â£
Argentinean Localization â£ Validate document in the AFIP , considering the following levels:
- Not available: the verification is not done (this is the default value);
Not available: the verification is not done (this is the default value);
- Available: the verification is done. In case the number is not valid, it only displays
a warning but still allows the vendor bill to be posted;
Available: the verification is done. In case the number is not valid, it only displays
a warning but still allows the vendor bill to be posted;
- Required: the verification is done, and it does not allow the user to post the vendor
bill if the document number is not valid.
Required: the verification is done, and it does not allow the user to post the vendor
bill if the document number is not valid.
With the vendor validation settings enabled, a new button shows up on the vendor bills inside of
Odoo, labeled Verify on AFIP , which is located next to the AFIP
Authorization code field.
In case the vendor bill cannot be validated in AFIP, a value of Rejected will be
displayed on the dashboard and the details of the invalidation will be added to the chatter.

#### Special use cases

There are some transactions that include items that are not a part of the VAT base amount, such as
fuel and gasoline invoices.
The vendor bill will be registered using one item for each product that is part of the VAT base
amount, and an additional item to register the amount of the exempt concept.
The vendor bill will be registered using one item for each product that is part of the VAT base
amount, and the perception tax can be added in any of the product lines. As a result, there will be
one tax group for the VAT and another for the perception. The perception default value is always 0.10 .
To edit the VAT perception and set the correct amount, you should use the Pencil icon
that is the next to the Perception amount. After the VAT perception amount has been set,
the invoice can then be validated.

### Withholding management

The Argentinean fiscal localization module is already loaded with the necessary withholdings
records, which can be seen by navigating to Accounting app â£ Configuration â£
Taxes and removing the default Sale or Purchase filter. To verify these records, the Argentina Payment Withholdings ( l10n_ar_withholding ) module must be installed :
`l10n_ar_withholding`
Journal entries are not created when payments are posted unless outstanding accounts are set up. Thus, for this feature to work properly, it
is important to verify that all payment methods within the bank journals have an outstanding
payment and receipt account set.
This configuration is crucial for the proper accounting of withholding transactions with clients
and vendors.
In Argentina, withholdings represent the cancellation of a specific portion of the total debt
owed to a supplier or a reduction in the total payment to be collected from a customer.
Therefore, one or multiple withholdings can be recorded for each payment applied to an invoice.

#### Configuration

While Odoo already creates most of the required withholdings inside the Taxes menu, in several cases, it is necessary to apply or modify certain configurations to correctly
calculate the withholding amount on vendor payments. The following withholding types are available:
- Earnings
- Earnings Scale
- IIBB Total Amount
- IIBB Non-Taxable
For Earnings withholdings, Odoo already has a record for each regime group, which is
stated under the name of the tax and the AFIP code.
Each of these records are ready to be used. As a good practice, the configuration should be double
checked to make sure the configuration is updated and well-applied. The fields to validate are:
- Amount : This is the percentage of the total payment amount which is withheld.
Amount : This is the percentage of the total payment amount which is withheld.
- Non-Taxable Amount : Up to this amount, the withholding does not apply.
Non-Taxable Amount : Up to this amount, the withholding does not apply.
- Minimum Withholding : If the calculated withholding amount is smaller than this value,
the total withholding amount is set to 0.0 .
Minimum Withholding : If the calculated withholding amount is smaller than this value,
the total withholding amount is set to 0.0 .
`0.0`
- Withholding Sequence : This field helps to automate the capture of a withholding number
under the payment line. If this field is not set, a number is manually captured while adding a
withholding to a payment.
Withholding Sequence : This field helps to automate the capture of a withholding number
under the payment line. If this field is not set, a number is manually captured while adding a
withholding to a payment.
In this particular case, a percentage does not need to be set. Instead, this withholding is
calculated based on the value of the Scale field.
To view, modify, or create new scales, navigate to Accounting app â£ Configuration
â£ Earnings Scale . By default, the Argentinian localization is preconfigured with two main scales.
However, scales should be created and updated as necessary to suit a businessâs needs.
Earnings scales are cumulative, which means that Odoo keeps track of the different records
created for a bill and automatically calculates the proper withholding amount.
In this case, the necessary records related to the applicable province need to be created. The
withholding amount is calculated based on the percentage Amount set on the tax
configuration. Since Odoo does not automatically synchronize the percentages applicable to each
province, this information needs to be manually updated.
The recommendation, in this case, is to always duplicate and apply the different configurations for
each record to safeguard any technical configurations that allow the proper calculation and
accounting of the withholding.
The configuration of non-taxable gross income withholdings is very similar to that of a total
amount withholding , so the percentage Amount in
each of the records needs to be maintained. However, Odoo comes preconfigured with several records
that apply to different provinces. The difference, in this case, is that it is not necessary to
establish a non-taxable amount or minimum withholding for this record type.

#### Partner withholding assignation

Once the proper configuration is set on each possible withholding for partners, the applicable
withholdings need to be assigned to each contact. To do this, open the Contacts app and
select the desired partner. In the Accounting tab, find the Purchase
Withholdings table.
By using the additional fields From Date and To Date , the applicability of
multiple withholdings can be automated across different date ranges. The ref field
allows you to apply an internal control number to each withholding line, which is just for internal
reference, so it does not affect any transactions and is not visible on them. These fields are
accessible from the (adjust settings) menu.
- From Date : the start of the withholding date range.
From Date : the start of the withholding date range.
- To Date : the end of the withholding date range.
To Date : the end of the withholding date range.
- ref : apply an internal control number to each withholding line that is only visible
for internal reference and does not affect any transactions.
ref : apply an internal control number to each withholding line that is only visible
for internal reference and does not affect any transactions.

#### Automatic withholding calculation and application per payment

By applying new payments to vendor bills, Odoo automatically applies and calculates the proper
withholding into the payment. Based on the recordâs configuration, it may be necessary to use a
reference number for each withholding line.
More withholdings can be added, or computed withholdings can be edited if necessary.
The total amount of the debt to be canceled is the total amount of the payment. However, Odoo
still captures the net amount (i.e. the amount to be reconciled with the bank), which will be
represented as the payment amount after the withholding application.

### Check management

To install the Third Party and Deferred/Electronic Checks Management module, go to Apps and search for the module by its technical name l10n_latam_check and click
the Activate button.
`l10n_latam_check`
This module enables the required configuration for journals and payments to:
- Create, manage, and control your different types of checks
Create, manage, and control your different types of checks
- Optimize the management of own checks and third party checks
Optimize the management of own checks and third party checks
- Have an easy and effective way to manage expiration dates from your own and third party checks
Have an easy and effective way to manage expiration dates from your own and third party checks
Once all the configurations are made for the Argentinian electronic invoice flow, it is also needed
to complete certain configurations for the own checks and the third party checks flows.

#### Own checks

Configure the bank journal used to create your own checks by going to Accounting â£
Configuration â£ Journals , selecting the bank journal, and opening the Outgoing
Payments tab.
- Checks should be available as a Payment Method . If not, click Add a line and type Checks under Payment Method to add them
Checks should be available as a Payment Method . If not, click Add a line and type Checks under Payment Method to add them
`Checks`
- Enable the Use electronic and deferred checks setting.
Enable the Use electronic and deferred checks setting.
This last configuration disables the printing ability but enables to:
- Enter check numbers manually
Enter check numbers manually
- Adds a field to allocate the payment date of the check
Adds a field to allocate the payment date of the check
Own checks can be created directly from the vendor bill. For this process, click on the Register Payment button.
On the payment registration modal, select the bank journal from which the payment is to be made and
set the Check Cash-In Date , and the Amount .
To manage current checks, the Check Cash-In Date field must be left blank or filled
in with the current date. To manage deferred checks, the Check Cash-In Date must be
set in the future.
To manage your existing own checks, navigate to Accounting â£ Vendors â£ Own
Checks . This window shows critical information such as the dates when checks need to be paid, the
total quantity of checks, and the total amount paid in checks.
It is important to note that the list is pre-filtered by checks that are still not reconciled with
a bank statement - that were not yet debited from the bank - which can be verified with the Is Matched with a Bank Statement field. If you want to see all of your own checks,
delete the No Bank Matching filter by clicking on the X symbol.
To cancel an own check created in Odoo, navigate to Accounting â£ Vendors â£ Own
Checks and select the check to be cancelled, then click on the Void Check button. This
will break the reconciliation with the vendor bills and the bank statements and leave the check in a cancelled state.

#### Third party checks

In order to register payments using third party checks, two specific journals need to be configured.
To do so, navigate to Accounting â£ Configuration â£ Journals and create two new
journals:
- Third Party Checks
`ThirdPartyChecks`
- Rejected Third Party Checks
Rejected Third Party Checks
`RejectedThirdPartyChecks`
You can manually create more journals if you have multiple points of sale and need journals for
those.
To create the Third Party Checks journal, click the New button and configure the
following:
- Type Third Party Checks as the Journal Name
Type Third Party Checks as the Journal Name
`ThirdPartyChecks`
- Select Cash as Type
- In the Journal Entries tab, set Cash Account : to 1.1.1.02.010 Cheques de Terceros , input a Short Code of your choice, and select a Currency
In the Journal Entries tab, set Cash Account : to 1.1.1.02.010 Cheques de Terceros , input a Short Code of your choice, and select a Currency
`1.1.1.02.010ChequesdeTerceros`
The available payment methods are listed in the payments tabs:
- For new incoming third party checks, go to Incoming Payments tab â£ Add a line and select New Third Party Checks . This method is used to create new third party
checks.
For new incoming third party checks, go to Incoming Payments tab â£ Add a line and select New Third Party Checks . This method is used to create new third party
checks.
- For incoming and outgoing existing third party checks, go to Incoming Payments tab
â£ Add a line and select Existing Third Party Checks . Repeat the same step for the Outgoing Payments tab. This method is used to receive and/or pay vendor bills using
already existing checks, as well as for internal transfers.
For incoming and outgoing existing third party checks, go to Incoming Payments tab
â£ Add a line and select Existing Third Party Checks . Repeat the same step for the Outgoing Payments tab. This method is used to receive and/or pay vendor bills using
already existing checks, as well as for internal transfers.
You can delete pre-existing payment methods appearing by default when configuring the third
party checks journals.
The Rejected Third Party Checks journal also needs to be created and/or configured. This journal
is used to manage rejected third party checks and can be utilized to send checks rejected at the
moment of collection or when coming from vendors when rejected.
To create the Rejected Third Party Checks journal, click the New button and configure
the following:
- Type Rejected Third Party Checks as the Journal Name
Type Rejected Third Party Checks as the Journal Name
`RejectedThirdPartyChecks`
- Select Cash as Type
- In the Journal Entries tab, set Cash Account : to 1.1.1.01.002 Rejected Third Party Checks , input a Short Code of your choice, and select a Currency
In the Journal Entries tab, set Cash Account : to 1.1.1.01.002 Rejected Third Party Checks , input a Short Code of your choice, and select a Currency
`1.1.1.01.002RejectedThirdPartyChecks`
Use the same payment methods as the Third Party Checks journal.
To register a new third party check for a customer invoice, click the Register Payment button. In the pop-up window, you must select Third Party Checks as journal for the
payment registration.
Select New Third Party Checks as Payment Method , and fill in the Check Number , Payment Date , and Check Bank . Optionally, you can
manually add the Check Issuer Vat , but this is automatically filled by the customerâs
VAT number related to the invoice.
To pay a vendor bill with an existing check, click the Register Payment button. In the
pop-up window, you must select Third Party Checks as journal for the payment
registration.
Select Existing Third Party Checks as Payment Method , and select a check
from the Check field. The field shows all available existing checks to be used as
payment for vendor bills.
When an existing third party check is used, you can review the operations related to it. For
example, you can see if a third party check made to pay a customer invoice was later used as an
existing third party check to pay a vendor bill.
To do so, either go to Accounting â£ Customers â£ Third Party Checks or Accounting â£ Vendors â£ Own Checks depending on the case, and click on a check.
In the Check Current Journal field, click on => Check Operations to bring up
the checkâs history and movements.
The menu also displays critical information related to these operations, such as:
- The Payment Type , allowing to classify whether it is a payment sent to a vendor or a
payment received from a customer
The Payment Type , allowing to classify whether it is a payment sent to a vendor or a
payment received from a customer
- The Journal in which the check is currently registered
The Journal in which the check is currently registered
- The partner associated with the operation (either customer or vendor).
The partner associated with the operation (either customer or vendor).

### Ecommerce electronic invoicing

Install the Argentinian eCommerce ( l10n_ar_website_sale ) module to
enable the following features and configurations:
`l10n_ar_website_sale`
- Clients being able to create online accounts for eCommerce purposes.
Clients being able to create online accounts for eCommerce purposes.
- Support for required fiscal fields in the eCommerce application.
Support for required fiscal fields in the eCommerce application.
- Receive payments for sale orders online.
Receive payments for sale orders online.
- Generate electronic documents from the eCommerce application.
Generate electronic documents from the eCommerce application.

#### Configuration

Once all of the configurations are made for the Argentinian electronic invoice flow, it is also necessary to complete certain configurations to
integrate the eCommerce flow.
To configure your website for client accounts, follow the instructions in the checkout documentation.
Configure your website to generate electronic documents in the sales process by navigating to Website â£ Configuration â£ Settings and activating the Automatic
Invoice feature in the Invoicing section to automatically generate the required
electronic documents when the online payment is confirmed.
Since an online payment needs to be confirmed for the Automatic Invoice feature to
generate the document, a payment provider must be configured for
the related website.
To allow your products to be invoiced when an online payment is confirmed, navigate to the desired
product from Website â£ eCommerce â£ Products . In the General
Information tab, set the Invoicing Policy to Ordered quantities and define
the desired Customer Taxes .

#### Invoicing flow for eCommerce

Once the configurations mentioned above are all set, clients can complete the following required
steps in the Argentinian eCommerce flow to input fiscal fields in the checkout process.
Fiscal fields are available for input in the checkout process once the Country field is
set as Argentina . Inputting the fiscal data enables the purchase to conclude in the corresponding
electronic document.
`Argentina`
When the client makes a successful purchase and payment, the necessary invoice is generated with
the corresponding layout and fiscal stamps stated in the Invoice printed report .
Client account creation

### Liquidity product direct sales

Liquidity product direct sales are used for sales involving third parties. For such
sales, the seller and the proprietary company of the goods can each register their corresponding
sales and purchases.
Install the Argentinian Electronic Invoicing module ( l10n_ar_edi ) to
use this feature.
`l10n_ar_edi`

#### Configuration

A purchase journal is needed to generate an electronic vendor bill with a document type Liquidity
Product . This journal needs to be synchronized with the AFIP as it will be used to generate the
liquidity product electronic document.
To modify the existing purchase journal or create a new one, navigate to Accounting
â£ Configuration â£ Journals . Then, select the existing purchase journal or click the New button, and fill in the following required information:
- Type : select Purchase .
Type : select Purchase .
- Use Documents : check this field to to be able select the electronic document type.
Use Documents : check this field to to be able select the electronic document type.
- Is AFIP POS : check this field to be able to generate electronic documents.
Is AFIP POS : check this field to be able to generate electronic documents.
- AFIP POS System : select Electronic Invoice - Web Service from the
drop-down menu in order to send the electronic document to AFIP via web service.
AFIP POS System : select Electronic Invoice - Web Service from the
drop-down menu in order to send the electronic document to AFIP via web service.
- AFIP POS Number : is the number configured in the AFIP to identify the operations
related to this AFIP POS.
AFIP POS Number : is the number configured in the AFIP to identify the operations
related to this AFIP POS.
- AFIP POS Address : is the field related to the commercial address registered for the
POS, which is usually the same address as the company. For example, if a company has multiple
stores (fiscal locations) then the AFIP will require the company to have one AFIP POS per
location. This location will be printed in the invoice report.
AFIP POS Address : is the field related to the commercial address registered for the
POS, which is usually the same address as the company. For example, if a company has multiple
stores (fiscal locations) then the AFIP will require the company to have one AFIP POS per
location. This location will be printed in the invoice report.
A sales journal is needed to register the invoice when a product is sold to a third party that will
then sell the same product. This journal will not be synced with AFIP as the invoice will not be
electronic.
To modify the existing sales journal or create a new one, navigate to Accounting â£ Configuration â£ Journals . Then, selecting the sales journal or
click the New button, and fill in the following required information:
- Type : select Sales .
Type : select Sales .
- Use Documents : check this field on the journal to select the electronic document type
(in this case the electronic invoice).
Use Documents : check this field on the journal to select the electronic document type
(in this case the electronic invoice).

#### Invoicing flow

Once the configurations are all set, the Liquidity Product Vendor Bill will be generated by the
company that is selling the product on behalf of another party. For example, a distributor of a
specific product.

## Reports

As part of the localization installation, financial reporting for Argentina is available in the Accounting dashboard. To access these reports, navigate to Accounting
â£ Reporting â£ Argentinean Statements .
To access the VAT book report, go to Accounting â£ Reporting â£ Tax Report , click
the ( book ), and select Argentinean VAT book (AR) .
The VAT book report can be exported as a .zip file by selecting it in the dropdown menu in the
top-left corner.
`.zip`

### VAT summary

This pivot table is designed to check the monthly VAT totals. This report is for internal use and is
not sent to the AFIP.

### IIBB - Sales by jurisdiction

This pivot table allows you to validate the gross income in each jurisdiction. It serves as an
affidavit for the corresponding taxes due but is not submitted to the AFIP.

### IIBB - Purchases by jurisdiction

This pivot table allows you to validate the gross purchases in each jurisdiction. It serves as an
affidavit for the corresponding taxes due but is not submitted to the AFIP.

Webinars
Configuration
Modules installation
Configure your company
Chart of account
Configure master data
Journals
Usage and testing
Invoice
Vendor bills
Withholding management
Check management
Ecommerce electronic invoicing
Liquidity product direct sales
Reports
VAT summary
IIBB - Sales by jurisdiction
IIBB - Purchases by jurisdiction