Open Bee Expense Reports 7.1 Release Note

News

v7.1.5

Expense search

The “Search for expenses” function is available to users with the Expense Report Supervision permission.

This new feature allows this supervisor to search for their employees’ expenses using several filters to narrow down the results.

These expenses can then be exported to a .zip file, either flat or by user folder.

v7.1.0

Expenditure Division

The “Divide expense” function has been added and is accessible on an existing expense with an associated receipt.

This new feature is a wizard that allows the user to create multiple expenses from a receipt.

For example, it allows you to divide a hotel bill into several expenses of different categories (Catering, Accommodation, etc.).

Accounting: Employee management

The notion of “Employee” has been added. An employee is linked to an Open Bee™ Portal user and has two specific settings:

  • The employee’s name
  • The employee’s registration number

This information is used as part of the generation of accounting entries.

Several features have been added to allow the addition of employees:

  • Manual Add
  • Synchronizing the employee list with the Open Bee™ Portal user list
  • Import/export of the employee list using a CSV file

Accounting: Management of export formats

The old export format management has been replaced by a more advanced management that goes hand in hand with the new format configurator (see below):

  • Enable/disable an export format
  • Editing an export format
  • Duplicating an export format
  • Deleting an export format (except pre-embedded formats)

When exporting accounting entries, the user will be able to choose the format to be exported from the list of activated export formats.

Accounting: Export format configurator

A configurator for the format for exporting accounting entries has been added.

This allows you to define the template of an export format using the MustacheJS template engine and variables to configure.

The configurator supports multiple file formats and encoding.

Improvements

v7.1.5

Navigating the expense report module

The navigation through the “Expense Report” module has been revamped, in order to accommodate the new tab and to offer more viewing space for expenses and expense reports.

Credential rotation

It is now possible to rotate the receipt of an expense from the detailed window of the expense.

This rotation is for display purposes only, in order to facilitate the control of the data.

Viewing the expense report

The information about the expense report is now visible at all times, even if the document is displayed outside the Expense Reports module.

Generation of the excel file of the expense report

A “Generate document” button is available on the “Expense Report” interface when previewing the associated document, from the document tree.

This button allows you to start, in the background, the update of the excel file associated with the expense report.

v7.1.1

Accounting: import/export of export format

The export formats of general ledger entries can now be exported and imported in JSON format.

This file contains the following format information:

  • Format Name
  • Nomenclature of the exported file
  • Encoding the exported file
  • Variables and their configuration
  • Export format template

Accounting: pre-embedded export formats

The application now pre-embeds the following accounting entry export formats:

  • EBP Accounting
  • Sage 100c
  • CEGID Quadratus
  • Divalto

These formats can be used directly or duplicated to be adapted to the use of the ERP concerned.

Accounting: automatic synchronization of employees

The list of employees is now automatically synchronized in the following cases:

  • Every night
  • During the first installation of the addon

v7.1.0

Accounting: Third-Party Account Bill of Materials

The prefix of the third-party account has been replaced by the “Third-party account nomenclature” feature.

This allows you to define a naming rule on behalf of third parties by defining:

  • Fixed strings
  • Variables that will be replaced when generating the accounting entries:
    • Employee’s name
    • Employee ID number

Management by nights for custom categories

The management of the spending limit per night was only possible on the pre-embarked expense category “Accommodation”.

It is now possible to enable this option for custom categories, during category configuration.

Viewing Receipts

The visualization of the receipt in the detailed window of the expense has been greatly improved:

  • Enlargement of the view
  • Added zoom
  • Added mouse movement of the ticket
  • Full-screen viewing

Management of two-wheelers and mopeds in the mileage scale

Two new mileage scales have been added to allow the management of two-wheeled vehicles and mopeds.

The notion of “type of vehicle” has been added for vehicles: Car, two-wheeler or moped.

When a mileage expense is incurred, the amount to be reimbursed is calculated by taking into account the mileage scale according to the type of vehicle chosen.

Correction de dysfonctionnements

V7.1.5

Expense report

  • The classification tree of an expense report has been changed. The expense report is now categorized into a “Year” folder and a “Month” subfolder corresponding to the end date of the expense report.
  • Copying an expense report document is now not possible, as originally intended.

Expenditures

  • Disabled expense categories are no longer selectable when creating an expense

TVA on categories

  • Correction of the VAT recovery rate for the transition to the year 2025

Miscellaneous corrections

  • Fixed an issue where employee sync notifications were duplicated
  • The . HEIC files added from the web interface are now correctly converted to an image and then to a PDF.
  • The name of the module appears in French, and no longer in English, when the DMS is configured in French.
  • Expenses and expense reports that are deleted by the user are permanently deleted and no longer go through the trash.
  • Fixed an inconsistency between the “Amount including VAT” and the “Amount to be refunded” in a specific scenario.

V7.1.4

Task

  • It is now possible to download the accounting export after validating a task in the module with the Firefox browser.

Deleting an expense report

  • It is now possible to delete an expense that is stored in an ESC.

Expense Excel

  • Improved management of a large number of expenses in a range of expenses

V7.1.3

Export of accounting entries

  • VAT is now correctly exported to ledger entries.
  • An expense with an amount to be reimbursed at zero will no longer be exported to the ledger entries.

Validation of expense reports

  • The button to delete an expense has been removed from the validation tasks screen, to be consistent with the expected functionality.
  • Fixed a malfunction (mouse wheel) in the on-the-fly editing of the charge account for a specific expense.

Viewing an expense

The comment field of an expense appears to be mandatory when entering a limit exceeding.

V7.1.1

VAT recovery rate for the year 2024

The VAT recovery rates for the year 2024, for the pre-embarked categories, are now correctly defined.

Support for HEIC credentials

Receipts in HEIC format are now correctly supported by the application.

Rotate images

Fixed an issue with the rotation of some receipts.

V7.1.0

Expense report validation workflow

Deleting the expense report approval workflow was not possible due to an error.