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114 lines
5.1 KiB
ReStructuredText
================
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Approve expenses
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================
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In Odoo, most users cannot approve expenses; only users with the necessary :doc:`access rights
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<../../general/users/access_rights>` or permissions can. This means that a user **must** have at least
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*Team Approver* rights for the **Expenses** app. Employees with the necessary rights can review
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expenses, approve or refuse them, and provide feedback with an integrated :ref:`Refuse Expense
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<expenses/refuse-report>` communication tool.
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Please refer to the :doc:`access rights documentation </applications/general/users>` to learn more
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about managing users and their access rights.
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View expense reports
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====================
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Users who are able to approve expense reports (typically managers) have an :guilabel:`Expense
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Reports` main navigation button at the top of the **Expenses** app. This allows managers to view all
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expense reports they have access rights for. Navigate to :menuselection:`Expenses app --> Expense
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Reports`, to view the :guilabel:`All Reports` dashboard.
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A list of all expense reports with a status of either :guilabel:`To Submit`, :guilabel:`Submitted`,
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:guilabel:`Approved`, :guilabel:`Posted`, or :guilabel:`Done` appears. Expense reports with a status
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of :guilabel:`Refused` are hidden, by default.
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.. image:: approve_expenses/expense-reports-list.png
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:alt: Reports to validate are found on the Reports to Approve page.
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Approve expense reports
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=======================
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Expense reports can be approved in two ways: :ref:`individually <expenses/individual>` or :ref:`in
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bulk <expenses/multiple>`.
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.. important::
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Only reports with a status of :guilabel:`Submitted` can be approved.
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It is recommended to display only :guilabel:`Submitted` reports by ticking the checkbox beside
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the :guilabel:`Submitted` filter, in the left column, under the :guilabel:`Status` section.
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If a report is **not** able to be approved, the :guilabel:`Approve Report` button **does not**
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appear on the :guilabel:`All Reports` page.
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.. _expenses/individual:
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Approve individual reports
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--------------------------
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To approve an individual report, navigate to :menuselection:`Expenses app --> Expense Reports`, and
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click on an individual report to view the detailed report form.
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From here, several options are presented: :guilabel:`Approve`, :guilabel:`Refuse`, and
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:guilabel:`Reset to draft`. Click :guilabel:`Approve` to approve the report.
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.. image:: approve_expenses/approve-individual.png
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:alt: An individual expense report that can be approved or refused.
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.. _expenses/multiple:
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Approve multiple reports
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------------------------
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To approve multiple expense reports at once, first navigate to :menuselection:`Expenses app -->
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Expense Reports` to view a list of expense reports. Next, select the reports to approve by ticking
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the checkbox next to each report being approved, or tick the checkbox next to the
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:guilabel:`Employee` column title to select all the reports in the list.
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Next, click the :guilabel:`Approve Report` button.
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.. image:: approve_expenses/approve-multiple.png
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:alt: Select multiple expense reports at once.
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.. tip::
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Team managers can view all the expense reports for their team members only. While on the
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:guilabel:`All Reports` page, click the :icon:`fa-caret-down` :guilabel:`(down arrow)` to the
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right of the search bar, then click :guilabel:`My Team` in the :icon:`fa-filter`
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:guilabel:`Filters` section. This presents all the reports for only the manager's team.
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.. _expenses/refuse-report:
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Refuse expense reports
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======================
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Expense reports can **only** be refused on the individual expense report, and **not** from the
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:guilabel:`All Reports` dashboard. To open an individual expense report, navigate to
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:menuselection:`Expenses app --> Expense Reports`, then click on an individual expense report to
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view the detailed expense report form.
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If more information is needed, such as a missing receipt, communicate any necessary information
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requests in the *chatter* of the report form. On the individual expense report, click either
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:guilabel:`Send message` or :guilabel:`Log note` to open a message text box.
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Type in a message, tagging the proper people, and post it to the *chatter* by clicking
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:guilabel:`Send` or :guilabel:`Log`, depending on the method of communication. The message is posted
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in the chatter, and the tagged people are notified via email.
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.. note::
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The only people that can be tagged in a message are *followers* of the specific report. To see
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who is a follower, click the :icon:`fa-user-o` :guilabel:`(Show Followers)` icon to display the
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followers of the expense report.
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.. image:: approve_expenses/chatter.png
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:alt: Send messages in the chatter.
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To refuse an expense report, click :guilabel:`Refuse`, and a :guilabel:`Refuse Expense` pop-up
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window loads. Enter a brief explanation for the refusal on the :guilabel:`Reason` line, then click
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:guilabel:`Refuse`.
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.. image:: approve_expenses/refuse-expense.png
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:alt: Send messages in the chatter.
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Once the expense report is refused, the status changes to :guilabel:`Refused`, and the only button
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that appears is :guilabel:`Reset to Draft`.
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