# Employee Expenses

### Employee Expenses <a href="#crm0" id="crm0"></a>

There may be situations where the employee has to spend money from their personal fund to perform a project or task or complete purchases on behalf of the company. In such cases, the company is responsible for returning the money to the respective employee. An employee can record these expenses with the assistance of the Odoo Accounting module. The **Employee Expenses** option can be seen under the **Vendors** menu. Here, you can record your expenses and submit them to the manager for approval. Once you get approval from the manager, the amount mentioned in the Expense will be returned to your account.

<figure><img src="https://www.images.cybrosys.com/images/odoo-book-16/odoo-book-16-accounting-70.png" alt=""><figcaption></figcaption></figure>

The Employee, Expense Report, Company, Activities, Total Amount, Status, and Payment Status can be seen in the list view of the Employee Expenses. The **Scan** option allows you to scan and upload expense reports. To create a new report, click the **Create** button.

<figure><img src="https://www.images.cybrosys.com/images/odoo-book-16/odoo-book-16-accounting-71.png" alt=""><figcaption></figcaption></figure>

You can add a title for the report as **Expense Report Summary** in the given field. In the **Employee** field, your employee id will be auto-populated. In the **Paid By** field, you can specify whether you used your own account or a company account. The name of the **Company** can be seen in the corresponding field and you can mention the **Manager** whose approval is required for getting your money back. Under the **Expense** tab, you can add the expenses one by one using the **Add a Line** button.

A pop-up will appear to select the expenses.

<figure><img src="https://www.images.cybrosys.com/images/odoo-book-16/odoo-book-16-accounting-72.png" alt=""><figcaption></figcaption></figure>

If you haven’t recorded your expenses yet, you can click on the **Create** button to create a new expense line.

<figure><img src="https://www.images.cybrosys.com/images/odoo-book-16/odoo-book-16-accounting-73.png" alt=""><figcaption></figcaption></figure>

Add a **Description** for the expense line and specify the **Category** of the expense. In the **Total** field, you can mention the total expense in the selected currency. In the respective fields, you can define data related to Employee, Paid By, Bill Reference, Expense Date, Account, Analytic, and Company.

After adding the expense lines, you can click on the **Submit To Manager** button. Clicking on this button will submit the expense report to the mentioned manager for approval.

<figure><img src="https://www.images.cybrosys.com/images/odoo-book-16/odoo-book-16-accounting-74.png" alt=""><figcaption></figcaption></figure>

You can report the payment in the next payslip by clicking on the **Report in Next Payslip** button. Once the submission is completed, the manager can approve or refuse the report by checking the submitted report.

<figure><img src="https://www.images.cybrosys.com/images/odoo-book-16/odoo-book-16-accounting-75.png" alt=""><figcaption></figcaption></figure>

The manager can reset the expense report to draft if it requires clarifications. If any obligations are found in the report, the manager can refuse the expense using the **Refuse** button. The approved expense will be added to your next payslip.


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://docs.wafra.sa/accounting/employee-expenses.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.