{"id":22070,"date":"2023-03-21T16:13:00","date_gmt":"2023-03-21T15:13:00","guid":{"rendered":"https:\/\/help.openbee.com\/administrators-guide\/configuration-expense-archiving\/"},"modified":"2026-05-13T09:39:06","modified_gmt":"2026-05-13T07:39:06","slug":"configuration-expense-archiving","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-notes-de-frais\/administrators-guide\/configuration-expense-archiving\/","title":{"rendered":"Configuration: Expense Archiving"},"content":{"rendered":"\n<p>The Expense Reports module eliminates the need to keep receipts for expenses in paper format.<\/p>\n\n<p>The Expense Archiving section informs you how the Expense Reports module allows you to discard paper receipts.<\/p>\n\n<p><\/p>\n\n<h3 class=\"wp-block-heading\">Throwing away the paper: What does the law say?<\/h3>\n\n<p>It is possible to scan and permanently throw away paper receipts related to expense reports. The conditions for digitizing and storing the documents are described in articles <a href=\"https:\/\/www.legifrance.gouv.fr\/codes\/article_lc\/LEGIARTI000006219327\/\">L123-22 of the French Commercial Code<\/a> and <a href=\"https:\/\/www.legifrance.gouv.fr\/codes\/article_lc\/LEGIARTI000041471233\/\" data-type=\"link\" data-id=\"https:\/\/www.legifrance.gouv.fr\/codes\/article_lc\/LEGIARTI000041471233\/\">L102 B of the Book of Tax Procedures<\/a>. By complying with these conditions, it allows employees to <strong>throw away the originals of the receipts<\/strong> for their expense reports <strong>\n  <span style=\"text-decoration: underline;\">once their expense report has been validated.<\/span>\n<\/strong><\/p>\n\n<p><\/p>\n\n<p>In <a href=\"https:\/\/www.legifrance.gouv.fr\/codes\/article_lc\/LEGIARTI000034311685\">detail <\/a>:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>Expenses<strong> <\/strong>should be<strong> <\/strong>scanned without cropping, color modification, or filters<\/li>\n\n\n\n<li>Expenses must be kept in PDF format<\/li>\n\n\n\n<li>The expenses must be kept for a legal period of 10 years<\/li>\n\n\n\n<li>An electronic seal must be affixed to each expense and it must be time-stamped<\/li>\n<\/ul>\n\n<p><\/p>\n\n<h3 class=\"wp-block-heading\">Throw away the paper<\/h3>\n\n<p>The option to throw away paper is automatically activated when the module is installed.  <\/p>\n\n<p>You can therefore throw away paper receipts as soon as the first expense reports are sent for validation.<\/p>\n\n<p><\/p>\n\n<p>A wizard is available in the Administration section and allows you to recall these different points.<\/p>\n\n<p><\/p>\n\n<p><\/p>\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"364\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/06\/image-10-1024x364.png\" alt=\"\" class=\"wp-image-15521\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/06\/image-10-1024x364.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/06\/image-10-300x107.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/06\/image-10-768x273.png 768w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/06\/image-10.png 1433w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n","protected":false},"excerpt":{"rendered":"<p>The Expense Reports module eliminates the need to keep receipts for expenses in paper format. The Expense Archiving section informs you how the Expense Reports module allows you to discard paper receipts. Throwing away the paper: What does the law say? It is possible to scan and permanently throw away paper receipts related to expense [&hellip;]<\/p>\n","protected":false},"author":95,"featured_media":0,"parent":22062,"menu_order":6,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-22070","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/22070","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/95"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=22070"}],"version-history":[{"count":4,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/22070\/revisions"}],"predecessor-version":[{"id":24093,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/22070\/revisions\/24093"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/22062"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=22070"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}