Expense reimbursement

Tryton (and my hackerspace) needs a module for keep track and approve expenses from employees (or members of an association).
Before i summit an official blueprint I want to discuss how this can be implemented.

What the module should do:

  • should have states (needs approval)
  • the line of the reimbursement can/should be linked to an invoice
  • should accept expenses that are not part of a invoice (like car fuel, little expenses) that are linked to a receipt
  • should have the ability to add line for “compensating” the party (bonus for the trip, or compensating for the wear of the party’s car for example)

What I think to implement:
Create a new type of invoice, and create more line type for handle each case i listed above. and create a separate view that handle this new type of “invoice”.

I’ll need an help for the tax side of things (I’m part of a non profit… so I don’t have an experience in that field)

For me, you will not create a supplier invoice for the expenses. The expenses is enough and the invoice will not be addressed to the company otherwise it is not an employee expense but just a normal supplier invoice.

This is the main target of employee expense.

I would say that we should not have to decide on the module but the users will decide what can be used as expense or not.

I do not think we should extend the invoice types. Employee expenses will behave quite differently than an invoice, especially on the workflow.
So I think we need a new model.

That’s the tricky part. Often for small amounts (or foreign tickets) the taxes are not deducted because it is too much work for a small amount. Also there are cases where taxes are deducted only partially (usually fuel).
The difficulty is that product has for now only one definition a taxes for purchase but these taxes are not necessary the right one for employee expense. I think the best is that to use a product for employee expense, it should be flagged for (like salable for sale and purchasable for purchase). This way, users may create one or two product for the same thing depending if it needs different taxes/accounts per usage.

Fair enough, I’ll think the basic structure of the new model.

I this case I think a line that can be linked to an supplier invoice can be a good addition, and this is why (from my prospective):
This is more common for association,
you delegate someone to pay for something (lumber for a project for example):

  • The party will pay for the lumber, and act on behalf of the company/association
  • The party can/will ask for some reimbursement for the fuel/wear of the car.

This will:

  • track the amount owed to the party
  • justify the reimbursement (grouping logically the various expense)
  • have a supplier invoice in the name of the supplier (and not in the name of the party, like I do now)

I agree with the other points. Thank you for your insight.

When the employee pays something for the company (or association) it is not a expense but a payable amount that the company owes to the employee and not to the supplier. In this case the expense will be generated when registering the supplier invoice on the system. Normally the company will request some payment receipt, which (for me) is enought to know that the invoice is already paid to the supplier and amount has to be paid to the employee.

All of this scenario can be registered on the accounting of the company without the need of the expense module. You only need a payable account for the employee and an intermediary move to link the payment of the supplier invoice to the employee.

I think this should be managed on the supplier invoice document.
There are also other cases where invoice may need to be paid to someone-else like a liquidator or banker.

Ok yes, you can create the move for the party manually. But I think is error prone and can be automated. I think this functionality should be included somewhere, and IMHO should be included in this module (or on the account_invoice module)

Probably better on the invoice module as this case can be also for companies without expenses.

Indeed we have some cases that a third party (our accountant) pays some invoices for us, and then sends us the suplier invoice and it’s services fee.

Probably we can find a generic solution for this, but of course this should be another topic.

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