Post expenses¶

Once an expense report is approved, the next step is to post the expenses to the proper accounting journal.

Important

To post expense reports to an accounting journal, the user must have the following access rights:

Accounting: Accountant or Adviser
Expenses: Manager

Only expense reports with an Approved status can post the expenses to a journal. To view all expense reports, navigate to Expenses app ‣ Expense Reports. Next, to view only approved expense reports that need to be posted, adjust the filters on the left side so only the Approved checkbox is ticked.

screenshot: finance-expenses-post-expenses-approved-expenses

menu: Expenses ‣ Expense Reports
shows: The Expense Reports list filtered with "Approved", showing reports ready to be posted with their employee, total and status.
highlight: The "Approved" filter chip in the search bar.
data: 3 approved reports.
module: hr_expense
notes: English UI, light theme, 1440px width.

Note

The default All Reports dashboard displays all expense reports that are not Refused.

Expense reports can be posted to accounting journals in two ways: individually or in bulk.

Post individual reports¶

To post an individual report, navigate to Expenses app ‣ Expense Reports, and click on an individual report with a Status of Approved, to view the report form. In this view, several options are presented: Post Journal Entries, Refuse, or Reset to Draft.

Click Post Journal Entries to post the report. The accounting journal the expenses are posted to is listed in the Journal field of the expense report.

After posting the expenses to an accounting journal, a Journal Entry smart button appears at the top of the screen. Click the Journal Entry smart button, and the details for the journal entry appear, with a status of Posted.

screenshot: finance-expenses-post-expenses-post-one

menu: Expenses ‣ Expense Reports ‣ (an approved report)
shows: An approved expense report form with the "Post Journal Entries", "Refuse" and "Reset to Draft" buttons in the header and the "Approved" status in the status bar.
highlight: The "Post Journal Entries" button (red frame).
data: Report "Trip to Brussels".
module: hr_expense
notes: English UI, light theme, 1440px width.

Post multiple reports¶

To post multiple expense reports at once, navigate to Expenses app ‣ Expense Reports to view a list of expense reports. Next, select the reports to approve by ticking the checkbox next to each report being approved.

Note

Only expense reports with a status of Approved are able to post the expenses to an accounting journal. If an expense report is selected that cannot be posted, such as an unapproved report, or the report has already been posted to a journal, the Post Entries button is not visible.

Tip

To select only approved expense reports, adjust the filters on the left side, so that only the Approved checkbox is ticked. Next, tick the checkbox next to the Employee column title to select all the Approved reports in the list at once.

Next, click the Post Entries button.

screenshot: finance-expenses-post-expenses-post-entries

menu: Expenses ‣ Expense Reports
shows: The Expense Reports list with the "Approved" filter, several reports ticked and the "Post Entries" button in the control panel.
highlight: The "Post Entries" button.
data: 3 approved reports selected.
module: hr_expense
notes: English UI, light theme, 1440px width.