Odoo: Expense

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Why we need to use it?

  • Odoo behavior: Odoo proposes a simple to configure but quite complex to use expense records, which is good for small company but does not fit medium and big companies needs.

  • Falinwa behaviour: Falinwa Standard modules define 2 level of users and 2 objectives:
  • - simplify the employee interface by asking only the strictly required information (total amount, product, quantity) easily editable.
  • - extend the option on the full expense form view for the HR and accountant in order to fullfill all the situation (multi taxes, multi currency)
  • - add more features on the products in order to be able to control expense budget, to manage refund based on cost price (km indemnity)

  • So the answer is Expense by Falinwa. We strongly recommend to launch all the HR expenses in Odoo. It's a good exercise for the end-user  to use Odoo and a good way to solve complex topics for the compant. On complex projects, a quickstart on HR modules like expenses before launching Sales - Purchase - Invoice is a good practice to move all the users in Odoo.

Complementary info on HTML:


Tips: if you test the module, you need to go create journal expense in debug mode in Expenses > Configuration > Expense Journals - Create new expense journals - Checklist Expense Journal

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1. Go to Expenses > Configuration > Expense Journals – Create new expense journals  

 2 Checklist Expense Journal

 3.  Configuration

  a.          Product configuration

Before creating the expense, you need to configure the product by accessing Menu > Expenses > Configuration > Expense Product  

Product Name                              : Name of the Expense

Cost                                               : General cost of Price product

Internal Reference                      : Product Code

Expense Related to Partner      : If the Product is related to 3rd Party, ie: Meeting, Entertaint, Lunch, etc

Expense Budget                          : Maximum budget Allowed

Refund based on cost price      : Maximum amount to be refund

Notes :

·        Date of expense

·        Location : location the expense

·        Expense Description : Details Description

·        Product : expense product

·        Vehicle : if the expense product is related to fleet > fill with fleet

·        Taxes : tax of the product expense

·        Qty : Total Qty of Products

·        Real Currency : currency of expense

·        With Tax Total Price : Total amount on receipt

·        Total Budget : Maximum amount allowed

·        Gap : difference between budget and withtax total price

·        Partner : 3rd parties, if product related to partner

·        Expense report : the summary report of expense

·        Total Excepted TTC : Total amount that accepted


*note : Only submitted expense can be reported


Notes :

·        Fill the Description > if you want to report the expense on new sheet

·        Click on “Link to Existing Expense Sheet” if you want to add new expense on reported expense sheet.


Notes :

·        Only Employee Manager can Approve the Expense

Notes :

·        Only Accountant can post the Journal Entries


Notes :
Posted journal entries > Waiting for Payment


        4.  Pay the Expense (if Payment Mode: To Reimburse)

Click on Register Payment > It will create the Vendor Payments 

 5 Go to  Accounting > Accounting Entries > Journal Entries