| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Discuss (mail)
• Employees (hr) • Expenses (hr_expense) • Invoicing (account) |
| Lines of code | 453 |
| Technical Name |
se_employee_advance_expenses |
| License | LGPL-3 |
| Website | https://www.sprinterp.com |
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Discuss (mail)
• Employees (hr) • Expenses (hr_expense) • Invoicing (account) |
| Lines of code | 453 |
| Technical Name |
se_employee_advance_expenses |
| License | LGPL-3 |
| Website | https://www.sprinterp.com |
Employee Advance Expense Request
Streamline cash advance requests with automated approvals and seamless Odoo Expense integration.
Key Module Highlights
End-to-End Employee Advance Lifecycle
1. Easy Request Submission
Employees can quickly create advance requests. Once finalized, click "Submit to Manager" to initiate the approval process instantly.
2. Instant Notifications
Managers receive automated Chatter & Email notifications. They can access the request directly via the "Employee Expense Request" button.
Email Communication Tracking
Administrators can monitor all outgoing approval emails via the Odoo Emails Menu. Each log displays the Subject (e.g., ADV/EXP/018) and recipient details, allowing managers to access and review requests directly from their inbox for faster decision-making.
Streamlined Managerial Approval
Managers have full control to review incoming advance requests (e.g., ADV/EXP/018). With the dedicated "Approve" or "Reject" buttons, they can instantly process requests, ensuring a highly transparent and efficient organizational workflow.
Real-Time Status Updates
Once approved, the system instantly updates the status from "To Approval" to "Approved". The employee receives an automated confirmation email (ADV/EXP/018), providing them with direct access to the approved request, ensuring 100% transparency in the process.
Automated Approval Confirmation
As soon as the request is approved, the system generates a professional **Approval Email**. Employees are notified that their request (ADV/EXP/018) has been authorized. The email includes a direct "Employee Expense Request" button, allowing them to access the approved document with a single click.
Formal Approval & Expense Logging
Once the request is Approved, the system logs the "Approved Date" and the "Approved By" details for auditing. Managers or Accountants can then use the "Create Expense" button to instantly generate a formal HR Expense entry in Odoo, ensuring all advance payments are correctly reconciled.
Successful Completion & Logging
Once the expenses are generated, the status transitions from "Approved" to "Done". The system sends a comprehensive Success Email to the employee, including a detailed summary table of items like Flight Tickets and Food expenses. This ensures that the final settlement is documented and verified within the system.
Detailed Expense Summary Email
Once the expenses are generated, the system sends a Success Email to the employee. This email includes a clear summary table of the approved items, such as Flight Tickets and Food, along with quantities and total costs. A "View Full Request" button is also included for quick access to the complete Odoo record.
Direct Expense Linking
Once the status is "Done", a dedicated "Expenses" Smart Button appears at the top. This allows managers to jump directly to the linked expense records with one click, ensuring that the advance request and actual financial entries are perfectly connected.
Detailed Expense List View
All linked expenses are visible in a clean List View. The system automatically calculates the Total Amount (e.g., $2,500.00) and displays individual item costs like Flight Tickets and Food. Current statuses like "To Report" are clearly marked, providing a comprehensive financial overview for auditing.
Flexible Rejection Workflow
To maintain strict financial control, Managers have the flexibility to "Reject" any advance request (e.g., ADV/EXP/019) if it doesn't align with company policy. This ensuring that only valid business expenses are authorized for payment, protecting the organization's budget.
Instant Rejection Alerts
Transparency is key. If a request (e.g., ADV/EXP/019) is rejected, the system automatically notifies the employee via email and updates the status to "Cancelled". The email includes a "View Request" button, allowing the employee to review the manager's feedback and make necessary adjustments for future submissions.
Audit Trail for Rejected Requests
Every action is recorded for auditing purposes. In the Odoo Emails Log, you can verify the exact status of rejection emails. The log captures the Subject (ADV/EXP/016), sender details, and the email body, ensuring that the reason for rejection and the "View Request" link are always traceable by the system administrator.
Key Features & Capabilities
Smart management of employee cash advances with seamless Odoo integration.
Smart Sequencing
Automatically generates unique, professional sequence numbers (e.g., ADV/EXP/001) for every new request.
Multi-Item Requests
Employees can add multiple business products or items in a single advance request for better consolidation.
Managerial Approval
Integrated workflow with 'Submit to Manager', 'Approve', and 'Reject' states for total budget control.
Automated Alerts
Sends real-time email notifications to managers on submission and to employees on approval/rejection.
Expense Integration
Seamlessly transform approved advance requests into formal HR Expense records with a single click.
Full Traceability
Smart buttons link Advance Requests directly to generated Expenses for transparent financial auditing.
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