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From Pierre Smits <pierre.sm...@gmail.com>
Subject Re: OFBIZ-5473 Expense Declaration
Date Wed, 30 Apr 2014 21:18:15 GMT
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.


Pierre Smits

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

On Wed, Apr 30, 2014 at 9:39 AM, Pierre Smits <pierre.smits@gmail.com>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 <pierre.smits@gmail.com>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" <pierre.smits@gmail.com>
>> 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

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