OmniApproval™ - Employee Advance Management
| Lines of Code | 3041 |
| Technical name | viin_approval_employee_advance |
| License | OPL-1 |
| Website | https://viindoo.com/apps/modules/18.0/viin_approval_employee_advance |
| Read description for | v 10.0 v 11.0 v 12.0 v 13.0 v 14.0 v 15.0 v 16.0 v 17.0 |
| Required Apps | Invoicing (account) Discuss (mail) Employees (hr) |
| Included Dependencies | Viindoo Base OmniApproval™: One platform. Every approval. Accounting Foundation Advanced HR Management OmniApproval™ - Accounting Approvals HR Accounting OmniApproval™ - Analytic Accounting Approvals Safe IR Metadata Proxies |
| Extensions | Expense - Employee Advance |
Cash advances that get approved, paid, and settled - not forgotten
An employee asks for money before the trip, an approver signs it, finance pays it, and the advance is reconciled against what was actually spent. Every step is a record, and the outstanding balance is a number.
OmniApproval™ - Employee Advance Management (technical name viin_approval_employee_advance) is an Odoo 18.0 app for Odoo Community and Odoo Enterprise and Viindoo Cloud, built for employee, manager, cashier or accountant, finance controller.
At a Glance
The facts of OmniApproval™ - Employee Advance Management, version 1.0.11, in one place. Published by Viindoo.
Key Features
The money a company hands out before an expense is the money it most often loses track of. This app makes the advance a document: lines for what the money is for, an approval routed through the OmniApproval engine, payments recorded against it, and a reconciliation that matches the advance to the expenses and to what came back. Because the approval side is a full engine rather than a single checkbox, the routing can be as strict as the amount deserves - a manager for 300, a director for 3,000.
Batch reconciliation
Month-end settlement for a whole department in one screen instead of one advance at a time.
Analysis
Advances by employee, department and period, so open balances are visible before the audit finds them.
How It Works
Four steps, in the order a real advance actually moves.
Ask, with a breakdown
The employee, the date, the journal, and the lines that make up the amount. The total is computed, so nobody rounds a trip up to a comfortable number.
Route it to whoever must sign
Request Approval hands the advance to the approval engine. Who signs depends on the type and the amount, and the trail stays on the record - no email chain to reconstruct later.
Pay it
Finance registers the payment against the advance on the journal that fits - cash for a per diem, bank for a deposit. The payment state on the advance moves with it.
Settle it
When the expenses arrive, the advance is reconciled against them - individually, or in a batch at month end. What is left is a balance the employee owes back or the company still owes.
What You Get
An advance with lines, so the request says transport 210 and meals 90 rather than 'travel 300'
Approval through the OmniApproval engine: sequential approvers, a rule on the amount, an audit trail
Payments recorded against the advance, with the accounting journal chosen per company
Reconciliation between the advance and the expenses actually incurred, one by one or in a batch
An outstanding balance and a warning when an advance was never settled
Analysis by employee, department and period - which is how a finance team spots the person with four open advances
More Screens
Everything below was taken on a database seeded with real business data, on this series - not a mock-up and not a screenshot from an older version.
Every advance, with employee, amount and state
Payments against advances
Reconciliation lines
Batch settlement at month end
What This App Does Not Do
Read this before you buy. Everything below is something the app deliberately leaves to another app or to you.
Odoo Expenses records what was spent; this records the money handed out beforehand and reconciles the two.
An unsettled advance is a balance, not a payslip line. Recovering it through salary is a payroll rule you configure there.
This app brings the approval engine with it, and the routing is configured there - which is also why it can be as strict as you need.
An advance taken in one currency and settled in another has to be handled as two records.
Works Well With
Apps from the same stack, built to fit this one:
OmniApproval
The approval engine this app routes through, usable for everything else too.
viin_approvalBusiness Trips
The trip that the advance was taken for, with its itinerary and its costs.
viin_business_tripWho Should Use OmniApproval™ - Employee Advance Management?
Employee
Asks for the money with a breakdown, and settles it afterwards.
Manager
Approves through the approval engine, with the amount and the reason in front of them.
Cashier or accountant
Pays the approved advance and records it on the right journal.
Finance controller
Reconciles advances against expenses and chases what is still outstanding.
Frequently Asked Questions
What does OmniApproval™ - Employee Advance Management do?
An employee asks for money before the trip, an approver signs it, finance pays it, and the advance is reconciled against what was actually spent. Every step is a record, and the outstanding balance is a number.
What does OmniApproval™ - Employee Advance Management not do?
It is not an expense-report app. Odoo Expenses records what was spent; this records the money handed out beforehand and reconciles the two. It does not deduct from payroll. An unsettled advance is a balance, not a payslip line. Recovering it through salary is a payroll rule you configure there. The approval rules live in OmniApproval. This app brings the approval engine with it, and the routing is configured there - which is also why it can be as strict as you need. One currency per advance. An advance taken in one currency and settled in another has to be handled as two records.
Who is OmniApproval™ - Employee Advance Management for?
Employee: Asks for the money with a breakdown, and settles it afterwards. Manager: Approves through the approval engine, with the amount and the reason in front of them. Cashier or accountant: Pays the approved advance and records it on the right journal. Finance controller: Reconciles advances against expenses and chases what is still outstanding.
Which Odoo version and editions does it support?
Odoo 18.0 - Odoo Community, Odoo Enterprise, Viindoo Cloud. Upgrades to a newer Odoo series are a separate purchase for that series.
What does it depend on?
It installs on top of: viin_hr_account, viin_approval, viin_approval_account, base_automation. Odoo installs them with it.
How do I set it up?
Four steps, in the order a real advance actually moves.
What works well with it?
OmniApproval (viin_approval): The approval engine this app routes through, usable for everything else too. Payroll (to_hr_payroll): When an unsettled advance has to come back through salary. Accounting Foundation (viin_account): Where the advance payments and settlements post. Business Trips (viin_business_trip): The trip that the advance was taken for, with its itinerary and its costs.
Can I try it before buying?
Yes - the Live Preview button at the top of this page opens a working database.
How do I get support?
Write to apps.support@viindoo.com with your Odoo version and the technical name viin_approval_employee_advance; pre-sales questions go to sales@viindoo.com.
See OmniApproval™ - Employee Advance Management in Action
Live demo: v18demo-int.viindoo.com
Need help with OmniApproval™ - Employee Advance Management?
For questions, implementation support or a custom feature, contact Viindoo.
Pre-Sales & Partnership
sales@viindoo.comUpgrades to a newer Odoo series are a separate purchase for that series.
All Viindoo apps: apps.odoo.com/apps/modules/browse?author=Viindoo
Technical Requirement
Changes log
1.0.10 - Latest on the 17.0 line
- Advances route through the OmniApproval engine, so the approver depends on the amount rather than on one fixed role.
- Payment state and outstanding balance are computed on the advance, with a warning when it is unreconciled.
- Batch reconciliation settles a department's advances in one screen.
- Analytic distribution flows from the advance to the entries it produces.
Installation
- Navigate to Apps.
- Search with keyword viin_approval_employee_advance.
- Press Install.
Instruction
Instruction video: Employee Advance
1. Create Advance request
- To create an Advance Request, you access Employee Advance ‣ Create.
- Then, click Confirm to submit the advance request.
2. Advance request approval
- The person in charge of approving the advance request will check the information and can choose Approve, Refuse or Set to Draft with the advance request.
3. Advance payment
After the Advance Request is approved, the Accounting department will select Pay and proceed to pay the advance to the applicant.
4. Reconcile employee advance
- Advance reconciliation is the reconciliation between the advance payments with the actual expenditures of employees.
- Go to Employee Advance ‣ Accounting ‣ Employee Advance Reconcile ‣ Create.
5. Employee Advance Reports
You can view the advance analysis report by different criteria for management purposes. For example, analyzing the advance status of employees by departments in a certain period of time, fluctuations in advance needs of departments or employees over time, etc.
This software and associated files (the "Software") may only be used (executed, modified, executed after modifications) if you have purchased a valid license from the authors, typically via Odoo Apps, or if you have received a written agreement from the authors of the Software (see the COPYRIGHT file).
You may develop Odoo modules that use the Software as a library (typically by depending on it, importing it and using its resources), but without copying any source code or material from the Software. You may distribute those modules under the license of your choice, provided that this license is compatible with the terms of the Odoo Proprietary License (For example: LGPL, MIT, or proprietary licenses similar to this one).
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