| Availability |
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| Odoo Apps Dependencies |
•
Expenses (hr_expense)
• Accounting (accountant) • Invoicing (account) • Discuss (mail) • Employees (hr) |
| Community Apps Dependencies | Show |
| Lines of code | 4216 |
| Technical Name |
l10n_mx_edi_hr_expense |
| License | OPL-1 |
| Versions | 17.0 18.0 |
Mexican Expenses
This module allows to generate a supplier invoice (vendor bill) from an expense which has an XML file related in your documents.
When an expense is approved, if it contains an XML file in their attachments, the system tries to generate a new supplier invoice based on the CFDI, automatically filling automatically some fields.
What are the steps?
Create an expense for an employee who has already configured an associated journal (see the Configuration section for more information about how journals should be set up). Pay special attention to the field Payment By because the behavior will vary depending on whether the employee needs to be reimbursed.
Attach an XML file corresponding to the CFDI.
Submit the expense to manager
If we have several expenses to send, we can mark the desired expenses, go to Actions, and select Expense: Submit to manager
Approve the expense, this task is done by the manager. If the CFDI attached is all right, a new supplier invoice is created using the information of the CFDI. You may look at the messages to ensure the invoice was created correctly. If any error occurs, please check the section Posible errors in the invoice creation to know about most common causes.
Once the manager has approved the expense, the invoice is automatically created. To check the newly created invoice, click on the button Invoices.
At this point, the behavior will depend on what the field Payment By was filled with: Employee (to reimburse) or Company. In other words, it will depend on wheter the payment method used to pay the expense belongs to the employee or belongs to the company.
If the payment method belongs to the company, then the invoice is created in draft mode. No additional steps are required, because the invoice is created as a regular supplier invoice and may be treated as such.
If the payment method belongs to the employee, the invoice is created and validated; and then is automatically paid registering a new payment from the employee's journal.
Since the employee has to be reimbursed, then the journal assigned to the employee will have a negative amount, which represents the exact amount the company owes to that employee.
The employee is reimbursed as a petty cash replenishment, i.e. with an internal transfer from one of the company's accounts. To do so, click on More -> Internal Transfer -> Create
Finally, make a transfer from one of the company's accounts to the employee's journal and click Confirm. After doing so, the valance of the employee's journal should go to Cero
Considerations:
If the product in the CFDI is not found in the system when the invoice is created, it will be taken from the product assigned in the expense.
Taxes defined in the CFDI are automatically searched in Odoo by their rates and in the tag assigned, consider if the tax is IVA, IEPS OR ISR. If there are more than one resulting tax for a given rate, it will be taken from the one configured in the product as a vendor tax, or the first available one if there is not any configured.
In the expense sheet the expenses that are not valid in the SAT system are yellow.
Posible errors in the invoice creation
The Receptor's RFC in the XML does not match with your Company's RFC
This error is produced when the Receiver's VAT in the CFDI is different from the VAT assigned in the company. The document is incorrect, because it menas it does not belong to your company.
The XML UUID belongs to other invoice.
This error is produced when another invoice with the same UUID is found, because UUIDs are unique, which means the invoice is duplicated.
The invoice reference belongs to other invoice of the same partner.
Each invoice has a Vendor Reference. This field is filled when the invoice is created, but there should not be two invoices created with the same value.
The invoice refused in group of expenses
The expenses with errors, when they are grouped, can be identified by the color red, these can be edited to retry the approval.
Extra Features:
Allowed to replenishment a petty cash from the kanban view with amount needed for that replenishment.
Payments to be checked
The use case is: The employee needs to make the service to the company car, but to make the work, the supplier request the payment in advance. And after they send the CFDI for the service.
In this case, is necessary the next flow:
- The employee creates a new expense, with the amount total of the service, for the supplier, and mark the record To be check.
- The employee creates the report and sends to their manager.
- The manager approves and sends to the accountant.
- The accountant creates the invoice and makes the payment. (The payment has a field to select the employee that will check that expense.)
- When the CFDI is received, is generated a new expense, that must be for the same supplier and employee.
- In this expense is necessary to press the button Merge Expense that opens a wizard, where must be selected the expense created in step 1.
Whit this, the expense in step 1 is archived, and the last expense takes its place.
Case for airlines.
In the next cases:
Concept: Total = 4497.00
Taxes: 0% - Base = 1125.00 | 16% - Base = 3372.00
The concept has 2 taxes, but the total is not applied to all the total, in this case, must be split the line (one by each tax). To this, must be added the label "Is Airline" in the supplier.
Avoid creation of partner.
If you want to avoid automatic partner creation, you need to add a system parameter with name 'l10n_mx_edi_hr_expense.global_partner' and the value must be the 'ID' of the Partner you want to use by default.
Avoid search of products from CFDI.
If you want to avoid the search of products based on CFDI product reference, you need to add a system parameter with name 'l10n_mx_edi_hr_expense.restrict_product_search' and the value must 'True'.
Avoid sending an email when validating a CFDI.
If you want to avoid sending an email when using ACK to validate a CFDI, you need to add a system parameter with name 'l10n_mx_edi_hr_expense.disable_ack_send_email' and the value must be 'True'.
Exceptions supported:
The expense is deductible but not have a CFDI (CFE or foreign supplier for example).
For this, will be generated a supplier invoice in draft with the expense data.
Note:
If the expense is a credit note. Generate a normal expense specifying that the type of document is a Credit Note. This will generate a Draft Supplier Credit Note with the expense data.
Is necessary edit the invoice created from an expense.
In this case, is better do not validate the invoice generated and with this omit the payment generation. For this is necessary adds the label Create Invoices Draft in the supplier.
It is necessary that a user who is not the manager of a department or responsible for the expenses of an employee, approves expenses.
In this case, the user who will approve the expense is added to the group Allow to approve expenses without being responsible and is assigned as responsible for the expense to be approved.
Installation
- Download this module from Vauxoo/mexico
- Add the repository folder into your odoo addons-path.
- Go to Settings > Module list, search for the current name and click in Install button.
Configuration
Since this module addresses employees's reimbursements as petty cash replenishments, it requires a journal for each employee who makes expenses.
This module provides an automated action to create a journal whenever an employee is created. Such action, named hr_expense: Auto create journal on all employees is disabled by default. You may enable it, or create all journals yourself.
If you choose to use the automated action, you may also configure an account to be used as template, so that the created journal's debit/credit account takes its code, by setting the config parameter l10n_mx_edi_hr_expense.template_account_employee with the desired account ID. If you choose to create the journals manually, you may do so configuring them as follows:
Journal Name: This should be a representative name that identifies the employee, e.g. Expenses of John Doe
Type: Cash or Bank, accordingly
Default debit account: The wage account which the employee is paid from.
Default Credit Account: Same as Default Debit Account
Then, edit the involved employee, and under the tab Public Information, set the field Journal with the journal just created.
Tip: if there are too many journals on the dashboard, they may be hidden following one of these equivalent alternatives:
On the accounting dashboard, locate the journal you'd like to hide, click the More button and unmark the option Favorite.
When creating a new journal, uncheck the option Show journal on dashboard, located in the Advanced options tab.
Note: the Debug mode must be enabled for that option to show up.
How to select the accountant?
When is generated an expense sheet is assigned an accountant, that is the user that will accrue the expenses. If the company has many accountants, could be assigned a different for each case.
Expenses from a supplier:
In this case, is necessary to assign the label "Vendor" in the supplier, and assign the accountant for each currency. If the label is not found will be assigned the accountant in the employee or by default. If the label is found but is not assigned an accountant will be used the default values.
Expenses from an employee:
In this case, first, check that the supplier does not has the label "Vendor", and if is empty, is used the employee accountant or if is empty take the default values according to the expense currency.
Configure fuel SAT codes
In this section it can configure new SAT codes for fuels, which have been published by the SAT in its product catalog.
The fuel range codes 15101500 to 15101515 are already registered, so it is not necessary to add them.
Configure subsequent taxes:
In this case, we create an System Parameter with key l10n_mx_edi_hr_expense.subsequent_taxes then its value should be something to relate which lines to specific taxes IDs, the format should be:
Being IE and IEPS the tax name and [1, 2] the list of IDs to relate to.
If the first Tax (in this case IE) doesn't exist in the Invoice, then the subsequent taxes won't be added.
Note: the Debug mode must be enabled to configure System Parameters.
Bug Tracker
Bugs are tracked on GitHub Issues. In case of trouble, please check there if your issue has already been reported. If you spotted it first, help us smashing it by providing a detailed and welcomed feedback here
Credits
Contributors
- Nhomar Hernández <nhomar@vauxoo.com> (Planner/Auditor)
- Luis Torres <luis_t@vauxoo.com> (Developer)
Maintainer
Odoo Proprietary License v1.0 This software and associated files (the "Software") may only be used (executed, modified, executed after modifications) if you have purchased a valid license from the authors, typically via Odoo Apps, or if you have received a written agreement from the authors of the Software (see the COPYRIGHT file). You may develop Odoo modules that use the Software as a library (typically by depending on it, importing it and using its resources), but without copying any source code or material from the Software. You may distribute those modules under the license of your choice, provided that this license is compatible with the terms of the Odoo Proprietary License (For example: LGPL, MIT, or proprietary licenses similar to this one). It is forbidden to publish, distribute, sublicense, or sell copies of the Software or modified copies of the Software. The above copyright notice and this permission notice must be included in all copies or substantial portions of the Software. THE SOFTWARE IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE.
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