HR Expense Account Split & Kiosk

This module enhances Odoo's standard Expense workflow by providing account-splitting logic, an Anonymous Expense Kiosk for employees, and automated realization accounting.

🚀 Features

1. Dynamic Sequences

• Employee Reimbursement (RMBS): Expenses paid by the employee follow the prefix RMBS/YYYY/MM/XXXXX.

• Company Advance (KSBN): Expenses paid by the company (Kasbon) follow the prefix KSBN/YYYY/MM/XXXXX.
• This ensures clear separation between standard reimbursements and company-issued advances at a glance.

2. Enhanced Status Workflow

• Wait Post Status (Yellow): A new intermediate status for company-paid expense reports.
• Workflow: Approved -> Posted -> Wait Post -> Done.
• Logic: The report moves to Wait Post after the advance is paid. It stays here until the employee submits all receipts and the accountant posts the final realization journal.
• Done (Green): Only reached when all realization accounting is completed, ensuring the physical and financial cycles are fully synchronized.

3. Account Splitting

• Dynamic Selection: Automatically routes expenses to different GL accounts based on the Paid By field.
• Configuration: Set distinct Expense Account (Employee) and Expense Account (Company) directly on the Expense Category form.

4. Anonymous Expense Kiosk

• PIN-Protected Access: Secure employee login via a 4-digit PIN on a tablet interface.
• Real-Time Totaling: Automatically summarizes multiple physical receipts into a single realization.
• Image Optimization: Client-side JPEG compression (1024px, 70% quality) reduces server storage usage by ~90%.

5. Automated Realization Accounting

• Balanced Journal Entries: Automatically calculates discrepancies between the advance paid and actual spending.
• Discrepancy Accounts:
  • Over-spent (Spent > Paid): Balance is moved to 216109 Biaya Lain yang masih harus dibayar (Liability/Payable).
  • Under-spent (Spent < Paid): Balance is moved to 114101 Piutang Karyawan (Receivable).
• Discrepancy Settlement:
  • Create Vendor Payment: One-click button on the realization form to pay the employee the difference.
  • Create Customer Payment: One-click button on the realization form to record the employee returning the excess funds.

6. Custom Payment Wizard

• Company Advances: Replaces the standard Odoo "Post Journal Entries" workflow for company-paid expenses with a custom "Register Payment" wizard.
• Vendor & Date Selection: Allows the finance team to specify the exact vendor and payment date during the advance payment.
• Automated Uang Muka Routing: The wizard automatically forces the payment debit to 118101 Uang Muka Operasional, ensuring advances are correctly booked as prepaid expenses before receipts are realized.

7. Validation & Security

• Mandatory Receipts: Prevents submission of employee-paid expenses without attachments.
• Overdue Tracking: Highlights missing realization receipts in red/alerts for company-paid expenses.

🛠 Configuration

1. GL Accounts:
   • Expenses > Configuration > Expense Categories.
   • Define the two accounts under the Accounting tab.
2. Kiosk Token:
   • URL structure: /hr_expense/kiosk/d56db48c463444c88b86f14980d7a185.
3. Employee PINs:
   • Set 4-digit PINs on employee records for Kiosk access.

📋 Technical Notes

• Controller: /hr_expense/kiosk/<token>
• Models: hr.expense, hr.expense.sheet, hr.expense.realization, account.payment
• JS Framework: Odoo 17 OWL