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OFBIZ-5473 Expense Declaration

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Pierre Smits

OFBIZ-5473 Expense Declaration

Hi All,

Today we implemented the first release of an application expressing our
viewpoint on how to do (travel) expense reporting with OFBiz in our demo
environment.

With this (reference) app users can register new expense reports and
declare expenses for travel, daily allowances, etc. The user can also
generate a pdf of the expense report.

*Creating a new expense report*
Based on the setting of the application area (type) of the expense report,
the user can select the appropriate application from a drop-down which will
automatically determine the approver. In our demo setup this can be seen
with application area 'project' and project 'Implement new affiliate site',
or with marketing campains.

*Adding expenses to a report*
The user can add new expense items to a report (with status 'not ready for
review'). Based on configuration aspects of the selected expense product
fields for quantity, price, tax will be shown.

You can have a look at https://online.orrtiz.com/essterr/control/main and
login with:

userId: *Traveler*

password: *orrtiz*

tenantId: *4proserve*

We invite you to have a look and review our approach and discuss
requirements and wishes on the issue created for this
(OFBIZ-5473<https://issues.apache.org/jira/browse/OFBIZ-5473>
).

Should you have any questions and/or remarks feel free to ask and/or
comment on the issue itself, here or via an email directly to me.

Regards,

Pierre Smits

*ORRTIZ.COM <http://www.orrtiz.com>*
Services & Solutions for Cloud-
Based Manufacturing, Professional
Services and Retail & Trade
http://www.orrtiz.com

Mike Z

Re: OFBIZ-5473 Expense Declaration

Very nice Pierre! Is this based on 12.04/13.07?

On Mon, Apr 28, 2014 at 5:58 AM, Pierre Smits <[hidden email]>wrote:

> Hi All,
>
> Today we implemented the first release of an application expressing our
> viewpoint on how to do (travel) expense reporting with OFBiz in our demo
> environment.
>
> With this (reference) app users can register new expense reports and
> declare expenses for travel, daily allowances, etc. The user can also
> generate a pdf of the expense report.
>
> *Creating a new expense report*
> Based on the setting of the application area (type) of the expense report,
> the user can select the appropriate application from a drop-down which will
> automatically determine the approver. In our demo setup this can be seen
> with application area 'project' and project 'Implement new affiliate site',
> or with marketing campains.
>
> *Adding expenses to a report*
> The user can add new expense items to a report (with status 'not ready for
> review'). Based on configuration aspects of the selected expense product
> fields for quantity, price, tax will be shown.
>
> You can have a look at https://online.orrtiz.com/essterr/control/main and
> login with:
>
> userId: *Traveler*
>
> password: *orrtiz*
>
> tenantId: *4proserve*
>
>
>
> We invite you to have a look and review our approach and discuss
> requirements and wishes on the issue created for this
> (OFBIZ-5473<https://issues.apache.org/jira/browse/OFBIZ-5473>
> ).
>
> Should you have any questions and/or remarks feel free to ask and/or
> comment on the issue itself, here or via an email directly to me.
>
> Regards,
>
> Pierre Smits
>
> *ORRTIZ.COM <http://www.orrtiz.com>*
> Services & Solutions for Cloud-
> Based Manufacturing, Professional
> Services and Retail & Trade
> http://www.orrtiz.com
>

Youssef Khaye

Re: OFBIZ-5473 Expense Declaration

In reply to this post by Pierre Smits

it seems to be an interesting feature.
meanwhile,

the pdf contains some exception stack trace.
item date may be out of the report from-thru interval.
edit button does not allow modifying an item.

in some case company may have rules limiting expense with maximum amount
(per expense type),
you may include this feature in the futre evolutions.

good works continue

Le 28/04/2014 14:58, Pierre Smits a écrit :

Pierre Smits

Re: OFBIZ-5473 Expense Declaration

Hi Youssef,

Thank you for the feedback. It is much appreciated.

*Re: stack trace error on PDF generation*
This occurs when no reviewer has been associated with the expense report.
We also have identified this issue and are working on the solution.

*Re: item date out of range of report from-tru range*
Indeed, currently there are no limitations regarding this aspect.

*Re: edit button does not allow modifying an item*
We are working on this quirkyness when editing shortly after viewing the
details of an expense item of a expense report.

*Re: spend limits and approval limits*
Indeed, in complex organisations (multiple departments, levels) there often
is a need for extensive business rules regarding spend and approval limits
based on the role, position and other aspects of the user. In such a
scenario (also considering the multitude of internal organisational
changes) hooking up BRM and a BREE would be favourable.

Again, thank you for the feedback,

Regards,

Pierre Smits

*ORRTIZ.COM <http://www.orrtiz.com>*
Services & Solutions for Cloud-
Based Manufacturing, Professional
Services and Retail & Trade
http://www.orrtiz.com

Vijay Krishnamurthy

Re: OFBIZ-5473 Expense Declaration

In reply to this post by Mike Z

Hello,

Why don't some one work for Transport Management module?
It will be good fame and name for you guys...
Check Sugar CRM and Open ERP for more about this module/application...

Driver, Vehicle, Staff, Rent/Lease, Advance, Tax...etc Report Generation
with Payments, Invoices, Salaries, Expenditures..etc
It will be a good to see all these in your application.

Thank You all...

Regards,
Vijay
On 4/28/2014 8:04 PM, Mike wrote:

> Very nice Pierre! Is this based on 12.04/13.07?
>
>
> On Mon, Apr 28, 2014 at 5:58 AM, Pierre Smits <[hidden email]>wrote:
>
>> Hi All,
>>
>> Today we implemented the first release of an application expressing our
>> viewpoint on how to do (travel) expense reporting with OFBiz in our demo
>> environment.
>>
>> With this (reference) app users can register new expense reports and
>> declare expenses for travel, daily allowances, etc. The user can also
>> generate a pdf of the expense report.
>>
>> *Creating a new expense report*
>> Based on the setting of the application area (type) of the expense report,
>> the user can select the appropriate application from a drop-down which will
>> automatically determine the approver. In our demo setup this can be seen
>> with application area 'project' and project 'Implement new affiliate site',
>> or with marketing campains.
>>
>> *Adding expenses to a report*
>> The user can add new expense items to a report (with status 'not ready for
>> review'). Based on configuration aspects of the selected expense product
>> fields for quantity, price, tax will be shown.
>>
>> You can have a look at https://online.orrtiz.com/essterr/control/main and
>> login with:
>>
>> userId: *Traveler*
>>
>> password: *orrtiz*
>>
>> tenantId: *4proserve*
>>
>>
>>
>> We invite you to have a look and review our approach and discuss
>> requirements and wishes on the issue created for this
>> (OFBIZ-5473<https://issues.apache.org/jira/browse/OFBIZ-5473>
>> ).
>>
>> Should you have any questions and/or remarks feel free to ask and/or
>> comment on the issue itself, here or via an email directly to me.
>>
>> Regards,
>>
>> Pierre Smits
>>
>> *ORRTIZ.COM <http://www.orrtiz.com>*
>> Services & Solutions for Cloud-
>> Based Manufacturing, Professional
>> Services and Retail & Trade
>> http://www.orrtiz.com
>>

Pierre Smits

Re: OFBIZ-5473 Expense Declaration

Hi Vijay,

Thank you for your reaction. Though definitely travel expenses also occur
in the transportation section I would appreciate it if you would not hijack
this or any other thread in this community to push your own wants and needs.

Please contact me directly and we can discuss your requirements and
conditions in detail.

Regards,

Pierre Smits

*ORRTIZ.COM <http://www.orrtiz.com>*
Services & Solutions for Cloud-
Based Manufacturing, Professional
Services and Retail & Trade
http://www.orrtiz.com

Pierre Smits

Re: OFBIZ-5473 Expense Declaration

In reply to this post by Pierre Smits

Hi All,

I have received following email from Sharan (Foga) and I post it here to
share it with you for your insights and feedback.

Regards,
Pierre Smits

*ORRTIZ.COM <http://www.orrtiz.com/>*
Services & Solutions for Cloud-
Based Manufacturing, Professional
Services and Retail & Trade
http://www.orrtiz.com

---------- Forwarded message ----------
From: Sharan Foga <email address removed>
Date: Tue, Apr 29, 2014 at 6:08 PM
Subject: Expense System Comments
To: "Smits, Pierre" <[hidden email]>

Hi Pierre

I've taken a few looks at the Expense System - it looks pretty good. I
tried a few things on it and have some comments below.

*Attachments*
You dont have any attachment functionality. In a few places I've worked we
had to scan paper receipts or send copies of electronic receipts with our
expense claims. The company said they would do random checks to ensure the
receipts sent matched what was being claimed on the expense report. It was
supposed to deter people claiming amounts but not having any receipts.

*Expense Product Categories*
I see that you've split them out into some example categories. I've never
seen Breakfast, Lunch and Dinner split out into separate ones before - this
is normally just a generally "Food" or "Meals" as this would cover anything
you eat such as snacks too.
You also have "Hotel Stay" and this is generally "Accommodation" whether
it's a hotel, Bed and Breakfast, Hostel, Pension etc.

*Expense Report Currency and Expense Report Total*
The person making the expense claim will be paid in one currency - even
though they might travel and spend money in other currencies. This means
that at some point the expense report will need to convert everything they
have claimed into the currency they will be paid in.

e.g. If my salary is paid in Euro and I spend Czech Crowns, my expense
report should be able to show me what I will be paid in Euros for the
Czech Crowns I spent. I should be able to either enter the exchange rate
manually or the company may have a valid exchange rate for paying employee
expenses.

Either way it means that a simple calculation could be put in place so that
you can total the complete expense report. (I see at the moment there is no
Grand Total for the Expense Report because of the multiple currencies).

*Possible Precalculations*
Some of the fields could be pre-calculated - based on the values entered
because there are no receipts, they havent paid anything - this is just an
allowance.
Daily Allowance Total = Allowance Rate * Number of Days
Km Allowance = Allowance Rate * Number of Kms

*Problem Editing Expense Item*
I did come across a minor bug. I entered a new expense item, then went back
to try and edit a previous expense item. The system would only display the
last item I created not the actual line of the expense item I clicked on.

*Generate PDF*
You have a minor typing mistake on the screen it says "Genereate" instead
of "Generate".
I generated the PDF using the Traveler user and got some errors. I'll try
and attach the PDF to this email if its not too big.

Let me know if you want to look at anything else or retest anything.

Thanks
Sharan

Pierre Smits

Re: OFBIZ-5473 Expense Declaration

Hi Sharan, All,

Please find my comments to the mail of Sharan inline.

On Tue, Apr 29, 2014 at 11:24 PM, Pierre Smits <[hidden email]>wrote:

> Hi All,
>
> I have received following email from Sharan (Foga) and I post it here to
> share it with you for your insights and feedback.
>
> ---------- Forwarded message ----------
> From: Sharan Foga <email address removed>
> Date: Tue, Apr 29, 2014 at 6:08 PM
> Subject: Expense System Comments
> To: "Smits, Pierre" <[hidden email]>
>
>
> Hi Pierre
>
> I've taken a few looks at the Expense System - it looks pretty good. I
> tried a few things on it and have some comments below.
>
> *Attachments*
> You dont have any attachment functionality. In a few places I've worked we
> had to scan paper receipts or send copies of electronic receipts with our
> expense claims. The company said they would do random checks to ensure the
> receipts sent matched what was being claimed on the expense report. It was
> supposed to deter people claiming amounts but not having any receipts.
>
> *That is correct.*

Currently there is no means available in the app for uploading attachments.
While attaching scanned receipts might be a nice feature, there are some
implications. I will try to address these:

- fiscal implication - while more and more countries allow electronic
documents as legal substitutes for paper versions (orders, confirmations of
orders, invoices, shipment notifications, goods receive notes) -
submitting digitised facsimiles of paper expense receipts might not be in
the same class. This has to do with be burden of proof in relation to
fraud-prevention (submitting travel expenses more than once). The paper
expense receipt is the fiscal document.
- In its core OFBiz is an (accounting) transaction management system,
and not a CMS/CMIS that is as mature as others it can integrate with (e.g.
Apache JackRabbit, Alfresco) visavis security, meta data extraction, etc.
Efforts have been done to integrate with Jackrabbit, but these have come to
a halt. I would love to see that picked up again, so that it would help to
offload OFBiz while maintaining its high permissions functionality it has
on.

As for the review process, how this is done depends on the policies
embedded in the organisation. It is our viewpoint to only provide a basic
functionality set regarding this in this reference app.

> *Expense Product Categories*
> I see that you've split them out into some example categories. I've never
> seen Breakfast, Lunch and Dinner split out into separate ones before - this
> is normally just a generally "Food" or "Meals" as this would cover anything
> you eat such as snacks too.
> You also have "Hotel Stay" and this is generally "Accommodation" whether
> it's a hotel, Bed and Breakfast, Hostel, Pension etc.
>
>
*This is a demo setup*.
Expense products can be defined as the Expense Admin needs/wants these to
be in accordance with business policy.

> *Expense Report Currency and Expense Report Total*
> The person making the expense claim will be paid in one currency - even
> though they might travel and spend money in other currencies. This means
> that at some point the expense report will need to convert everything they
> have claimed into the currency they will be paid in.
>
> e.g. If my salary is paid in Euro and I spend Czech Crowns, my expense
> report should be able to show me what I will be paid in Euros for the
> Czech Crowns I spent. I should be able to either enter the exchange rate
> manually or the company may have a valid exchange rate for paying employee
> expenses.
>
> Either way it means that a simple calculation could be put in place so
> that you can total the complete expense report. (I see at the moment there
> is no Grand Total for the Expense Report because of the multiple
> currencies).
>
> *We have already identified this issue*.

For our next evolution we will work on a summary of the expenses (per
product) against standard conversion rates. This will increase insight
regarding the cost incurred by the company.

But, how this will affect reimbursement of the reporter for expenses (in
the foreign currency) paid thru other means than company cards/vouchers
etc. depends on the business policy of the organisation. Think of
conversion against standard conversion rate vs conversion rate on the date
of the expense.

> *Possible Precalculations*
> Some of the fields could be pre-calculated - based on the values entered
> because there are no receipts, they havent paid anything - this is just an
> allowance.
> Daily Allowance Total = Allowance Rate * Number of Days
> Km Allowance = Allowance Rate * Number of Kms
>
>
*This issue has already been identified by us. *
We expect to implement a basic functionality regarding this in our next
evolution.

However, this can become very complex when applying appropriate rules to
address the various circumstances (role/position based, reimbursement
amount differences between countries based on fiscal aspects, etc).
As mentioned in the reply to Youssef an integration with a BRM might
alleviate the complexities regarding execution of these rules (and the
management thereof).

> *Problem Editing Expense Item*
> I did come across a minor bug. I entered a new expense item, then went
> back to try and edit a previous expense item. The system would only display
> the last item I created not the actual line of the expense item I clicked
> on.
>
>
*This issue has been identified by us also.*
It is being worked on.

> *Generate PDF*
> You have a minor typing mistake on the screen it says "Genereate" instead
> of "Generate".
> I generated the PDF using the Traveler user and got some errors. I'll try
> and attach the PDF to this email if its not too big.
>
>
*The typo has been addressed.*
The error in the PDF has also been reported by Youssef. And is being worked
on. The error occurs when a reviewer hasn't been assigned. Assignment of
reviewer is done automatically for projects (the project manager) and
campaigns (the campaign manager). In our next evolution we expect to
provide functionality to select a reviewer manually for other application
types.

> Let me know if you want to look at anything else or retest anything.
>
> Thanks
> Sharan
>
>
Regards,

Pierre Smits

*ORRTIZ.COM <http://www.orrtiz.com/>*
Services & Solutions for Cloud-
Based Manufacturing, Professional
Services and Retail & Trade
http://www.orrtiz.com

Pierre Smits

Re: OFBIZ-5473 Expense Declaration

In reply to this post by Mike Z

Mike,

This reference app has been built against trunk, so it should work with
13.07. It has not (yet) been tested against 12.04.

Regards,

Pierre Smits

*ORRTIZ.COM <http://www.orrtiz.com>*
Services & Solutions for Cloud-
Based Manufacturing, Professional
Services and Retail & Trade
http://www.orrtiz.com

Pierre Smits

Re: OFBIZ-5473 Expense Declaration

In reply to this post by Pierre Smits

Hi Sharan, All,

We have quick-fixed the quirks regarding viewing and editing the expense
item of an expense report. We also fixed the errors occuring when
generating the PDF of the Expense Report.

Regards,

Pierre Smits

*ORRTIZ.COM <http://www.orrtiz.com>*
Services & Solutions for Cloud-
Based Manufacturing, Professional
Services and Retail & Trade
http://www.orrtiz.com

On Wed, Apr 30, 2014 at 9:39 AM, Pierre Smits <[hidden email]>wrote:

> Hi Sharan, All,
>
> Please find my comments to the mail of Sharan inline.
>
> On Tue, Apr 29, 2014 at 11:24 PM, Pierre Smits <[hidden email]>wrote:
>
>> Hi All,
>>
>> I have received following email from Sharan (Foga) and I post it here to
>> share it with you for your insights and feedback.
>>
>> ---------- Forwarded message ----------
>> From: Sharan Foga <email address removed>
>> Date: Tue, Apr 29, 2014 at 6:08 PM
>> Subject: Expense System Comments
>> To: "Smits, Pierre" <[hidden email]>
>>
>>
>> Hi Pierre
>>
>> I've taken a few looks at the Expense System - it looks pretty good. I
>> tried a few things on it and have some comments below.
>>
>> *Attachments*
>> You dont have any attachment functionality. In a few places I've worked
>> we had to scan paper receipts or send copies of electronic receipts with
>> our expense claims. The company said they would do random checks to ensure
>> the receipts sent matched what was being claimed on the expense report. It
>> was supposed to deter people claiming amounts but not having any receipts.
>>
>> *That is correct.*
> Currently there is no means available in the app for uploading
> attachments. While attaching scanned receipts might be a nice feature,
> there are some implications. I will try to address these:
>
> - fiscal implication - while more and more countries allow electronic
> documents as legal substitutes for paper versions (orders, confirmations of
> orders, invoices, shipment notifications, goods receive notes) -
> submitting digitised facsimiles of paper expense receipts might not be in
> the same class. This has to do with be burden of proof in relation to
> fraud-prevention (submitting travel expenses more than once). The paper
> expense receipt is the fiscal document.
> - In its core OFBiz is an (accounting) transaction management system,
> and not a CMS/CMIS that is as mature as others it can integrate with (e.g.
> Apache JackRabbit, Alfresco) visavis security, meta data extraction, etc.
> Efforts have been done to integrate with Jackrabbit, but these have come to
> a halt. I would love to see that picked up again, so that it would help to
> offload OFBiz while maintaining its high permissions functionality it has
> on.
>
> As for the review process, how this is done depends on the policies
> embedded in the organisation. It is our viewpoint to only provide a basic
> functionality set regarding this in this reference app.
>
>
>
>
>> *Expense Product Categories*
>> I see that you've split them out into some example categories. I've never
>> seen Breakfast, Lunch and Dinner split out into separate ones before - this
>> is normally just a generally "Food" or "Meals" as this would cover anything
>> you eat such as snacks too.
>> You also have "Hotel Stay" and this is generally "Accommodation" whether
>> it's a hotel, Bed and Breakfast, Hostel, Pension etc.
>>
>>
> *This is a demo setup*.
> Expense products can be defined as the Expense Admin needs/wants these to
> be in accordance with business policy.
>
>
>
>
>> *Expense Report Currency and Expense Report Total*
>> The person making the expense claim will be paid in one currency - even
>> though they might travel and spend money in other currencies. This means
>> that at some point the expense report will need to convert everything they
>> have claimed into the currency they will be paid in.
>>
>> e.g. If my salary is paid in Euro and I spend Czech Crowns, my expense
>> report should be able to show me what I will be paid in Euros for the
>> Czech Crowns I spent. I should be able to either enter the exchange rate
>> manually or the company may have a valid exchange rate for paying employee
>> expenses.
>>
>> Either way it means that a simple calculation could be put in place so
>> that you can total the complete expense report. (I see at the moment there
>> is no Grand Total for the Expense Report because of the multiple
>> currencies).
>>
>> *We have already identified this issue*.
> For our next evolution we will work on a summary of the expenses (per
> product) against standard conversion rates. This will increase insight
> regarding the cost incurred by the company.
>
> But, how this will affect reimbursement of the reporter for expenses (in
> the foreign currency) paid thru other means than company cards/vouchers
> etc. depends on the business policy of the organisation. Think of
> conversion against standard conversion rate vs conversion rate on the date
> of the expense.
>
>
>
>
>
>> *Possible Precalculations*
>> Some of the fields could be pre-calculated - based on the values entered
>> because there are no receipts, they havent paid anything - this is just an
>> allowance.
>> Daily Allowance Total = Allowance Rate * Number of Days
>> Km Allowance = Allowance Rate * Number of Kms
>>
>>
> *This issue has already been identified by us. *
> We expect to implement a basic functionality regarding this in our next
> evolution.
>
> However, this can become very complex when applying appropriate rules to
> address the various circumstances (role/position based, reimbursement
> amount differences between countries based on fiscal aspects, etc).
> As mentioned in the reply to Youssef an integration with a BRM might
> alleviate the complexities regarding execution of these rules (and the
> management thereof).
>
>
>
>
>> *Problem Editing Expense Item*
>> I did come across a minor bug. I entered a new expense item, then went
>> back to try and edit a previous expense item. The system would only display
>> the last item I created not the actual line of the expense item I clicked
>> on.
>>
>>
> *This issue has been identified by us also.*
> It is being worked on.
>
>
>
>
>> *Generate PDF*
>> You have a minor typing mistake on the screen it says "Genereate"
>> instead of "Generate".
>> I generated the PDF using the Traveler user and got some errors. I'll try
>> and attach the PDF to this email if its not too big.
>>
>>
> *The typo has been addressed.*
> The error in the PDF has also been reported by Youssef. And is being
> worked on. The error occurs when a reviewer hasn't been assigned.
> Assignment of reviewer is done automatically for projects (the project
> manager) and campaigns (the campaign manager). In our next evolution we
> expect to provide functionality to select a reviewer manually for other
> application types.
>
>
>
>
>> Let me know if you want to look at anything else or retest anything.
>>
>> Thanks
>> Sharan
>>
>>
> Regards,
>
> Pierre Smits
>
> *ORRTIZ.COM <http://www.orrtiz.com/>*
> Services & Solutions for Cloud-
> Based Manufacturing, Professional
> Services and Retail & Trade
> http://www.orrtiz.com
>
>

Pierre Smits

Re: OFBIZ-5473 Expense Declaration

In reply to this post by Pierre Smits

Hi All,

We have updated our first evolution of our demo application regarding
(travel) expense reporting.

In this update we included an exchange rate conversion for expense items
with a currency that differs from the reporting currency. Now expense items
show the converted (cost) amount (also for vat) when:

- there is an exchange rate for the foreign currency
- the expense item has a date (conversion takes place against the
expense date)

Of course amounts must be present.

You can have a look at https://online.orrtiz.com/essterr/control/main and
login with:

userId: *Traveler*

password: *orrtiz*

tenantId: *4proserve*

Regards,

Pierre Smits

*ORRTIZ.COM <http://www.orrtiz.com>*
Services & Solutions for Cloud-
Based Manufacturing, Professional
Services and Retail & Trade
http://www.orrtiz.com

On Mon, Apr 28, 2014 at 2:58 PM, Pierre Smits <[hidden email]>wrote:

> Hi All,
>
> Today we implemented the first release of an application expressing our
> viewpoint on how to do (travel) expense reporting with OFBiz in our demo
> environment.
>
> With this (reference) app users can register new expense reports and
> declare expenses for travel, daily allowances, etc. The user can also
> generate a pdf of the expense report.
>
> *Creating a new expense report*
> Based on the setting of the application area (type) of the expense report,
> the user can select the appropriate application from a drop-down which will
> automatically determine the approver. In our demo setup this can be seen
> with application area 'project' and project 'Implement new affiliate site',
> or with marketing campains.
>
> *Adding expenses to a report*
> The user can add new expense items to a report (with status 'not ready for
> review'). Based on configuration aspects of the selected expense product
> fields for quantity, price, tax will be shown.
>
> You can have a look at https://online.orrtiz.com/essterr/control/main and
> login with:
>
> userId: *Traveler*
>
> password: *orrtiz*
>
> tenantId: *4proserve*
>
>
>
> We invite you to have a look and review our approach and discuss
> requirements and wishes on the issue created for this (OFBIZ-5473<https://issues.apache.org/jira/browse/OFBIZ-5473>
> ).
>
> Should you have any questions and/or remarks feel free to ask and/or
> comment on the issue itself, here or via an email directly to me.
>
> Regards,
>
> Pierre Smits
>
> *ORRTIZ.COM <http://www.orrtiz.com>*
> Services & Solutions for Cloud-
> Based Manufacturing, Professional
> Services and Retail & Trade
> http://www.orrtiz.com
>

Javier Belo

Re: OFBIZ-5473 Expense Declaration

In reply to this post by Pierre Smits

Hi Pierre, I have had a look and it is nice. I have found that it is possible to submit an expense item out of the expense report date range from-to.

Also, I think there was already some comment about that, there is not option to attach the original bill. Although it has legal consequences to be reviewed in my experience the department in charge of expenses management some times need this information to accelerate the reimbursement specially in highly decentralized organisations.

How will be managed an expense including different items like a hotel invoice where the room service, laundry service, wifi connection and the room for 4 days are included? Will be possible to split it in some way?

I hope this help

Pierre Smits

Re: OFBIZ-5473 Expense Declaration

Hi Javier,

Thank you for your feedback. See my comments inline below.

On Mon, May 5, 2014 at 7:51 PM, Javier Belo <[hidden email]> wrote:

> Hi Pierre, I have had a look and it is nice. I have found that it is
> possible
> to submit an expense item out of the expense report date range from-to.
>

That is correct. In current evolution no validation is in place regarding
this and other aspects. We have identified this issue also.

>
> Also, I think there was already some comment about that, there is not
> option
> to attach the original bill. Although it has legal consequences to be
> reviewed in my experience the department in charge of expenses management
> some times need this information to accelerate the reimbursement
> specially
> in highly decentralized organisations.
>

Ho do you see that happening, this attaching of the original receipt to a
virtual representation of the expense report? What can be done is uploading
a scanned facsimile of the original. And while companies require this to
speed up cost allocation and reimbursement, in some countries this is not
acceptable with regards to fiscal aspects of the expenses.

But in current evolution of our app it is not included. And it will not be
in the next, as we will concentrate on the accounting transactions
regarding the cost and debt resulting from the expense report.

Furthermore, while current feature set of the content component might prove
sufficient for some we find it not up to parr with other solutions
available (see my comments earlier in this thread). Especially with regards
to multi-tenancy we find it not meeting our needs and wants.

>
> How will be managed an expense including different items like a hotel
> invoice where the room service, laundry service, wifi connection and the
> room for 4 days are included? Will be possible to split it in some way?
>
>
Given that in most countries the aspects you mentioned fall under different
fiscal regimes you need register the various expense items. Current
evolution supports that. You just register the expenseReportId and the
expenseItemId on the hotel invoice for each expense type/item.

Regards,

Pierre Smits

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