Account Claim Documentation¶

Overview¶

The Account Claim model (account.claim) manages expense reimbursement claims from users. It aggregates expense receipts, handles approval workflows, creates journal entries, and tracks payment status until the claim is fully paid.

Model Information¶

Model Name: account.claim Display Name: Claim Name Field: number Key Fields: None (no unique constraint defined)

Features¶

❌ Audit logging enabled (_audit_log)
❌ Multi-company support (company_id)
❌ Full-text content search (_content_search)
✅ UUID for unique identification
✅ Approval workflow
✅ Journal entry creation
✅ Payment tracking
✅ Computed state based on payment status

State Workflow¶

waiting_approval → waiting_payment → paid
                                 ↘
                                  voided

State	Code	Description
Waiting Approval	`waiting_approval`	Claim submitted, pending authorization
Waiting Payment	`waiting_payment`	Approved, awaiting reimbursement
Paid	`paid`	Fully reimbursed
Voided	`voided`	Cancelled/voided

Note: State transitions between waiting_payment and paid are automatic based on amount_due.

Key Fields Reference¶

Header Fields¶

Field	Type	Required	Description
`number`	Char	❌	Claim number
`user_id`	Many2One	❌	Claim owner (readonly)
`date`	Date	❌	Date submitted (readonly)
`due_date`	Date	❌	Payment due date
`account_id`	Many2One	❌	Unpaid claims account
`uuid`	Char	❌	Unique identifier

Computed Amount Fields¶

Field	Type	Description
`amount_total`	Decimal	Sum of all expense totals (stored)
`amount_approved`	Decimal	Sum of approved expenses (stored)
`amount_paid`	Decimal	Sum of payments made (stored)
`amount_due`	Decimal	Approved minus paid (stored)
`num_receipts`	Integer	Count of expenses
`can_authorize`	Boolean	All expenses approved/declined

Relationship Fields¶

Field	Type	Description
`expenses`	One2Many	Expense receipts
`payments`	One2Many	Payment lines
`move_id`	Many2One	Journal entry

Default Values¶

_defaults = {
    "state": "waiting_approval",
    "date": lambda *a: time.strftime("%Y-%m-%d"),
    "uuid": lambda *a: str(uuid.uuid4()),
}

API Methods¶

1. Authorize Claim¶

Method: do_authorize(ids, context)

Authorizes the claim and creates journal entry.

Prerequisites: - due_date must be set - All expenses must be approved or declined

Behavior: 1. Validates due date is set 2. Calls post() to create journal entry 3. Changes state to waiting_payment

Example:

# Set due date and authorize
get_model("account.claim").write([claim_id], {"due_date": "2024-12-31"})
get_model("account.claim").do_authorize([claim_id])

2. Post Journal Entry¶

Method: post(ids, context)

Creates and posts the journal entry for the claim.

Journal Entry Structure: - Credit: Unpaid claims account (total approved amount) - Debit: Expense accounts (by line) - Debit: Tax accounts (if applicable)

Prerequisites: - unpaid_claim_id must be configured in Settings - general_journal_id must be configured in Settings

Example:

get_model("account.claim").post([claim_id])

3. Void Claim¶

Method: void(ids, context)

Voids/cancels the claim.

Prerequisites: - Claim must not have any payments

Behavior: 1. Validates no payments exist 2. Deletes journal entry if exists 3. Changes state to voided

Example:

get_model("account.claim").void([claim_id])

4. Get Amount¶

Method: get_amount(ids, context)

Calculates totals from expenses and payments.

Returns:

{
    "amount_total": sum(expense.amount_total for all expenses),
    "amount_approved": sum(expense.amount_total for approved expenses),
    "amount_paid": sum(payment.amount for all payments),
    "amount_due": amount_approved - amount_paid,
}

5. Get State¶

Method: get_state(ids, context)

Computes state based on payment status.

Logic:

if state == "waiting_payment" and amount_due == 0:
    return "paid"
elif state == "paid" and amount_due > 0:
    return "waiting_payment"
else:
    return state

6. Get Can Authorize¶

Method: get_can_authorize(ids, context)

Checks if all expenses have been reviewed.

Returns: True if all expenses are approved or declined

Model	Relationship	Description
`account.expense`	One2Many (expenses)	Expense receipts
`account.payment.line`	One2Many (payments)	Payment allocations
`account.move`	Many2One (move_id)	Journal entry
`base.user`	Many2One (user_id)	Claim owner
`account.account`	Many2One (account_id)	Unpaid claims account

Common Use Cases¶

Use Case 1: Create and Submit Claim¶

# Create claim
claim_id = get_model("account.claim").create({
    "user_id": user_id,
})

# Add expenses to claim
expense_ids = get_model("account.expense").search([
    ["user_id", "=", user_id],
    ["claim_id", "=", None],
    ["state", "=", "approved"]
])
get_model("account.expense").write(expense_ids, {"claim_id": claim_id})

Use Case 2: Authorize Claim¶

# Set due date
get_model("account.claim").write([claim_id], {
    "due_date": "2024-12-31"
})

# Check if can authorize
claim = get_model("account.claim").browse([claim_id])[0]
if claim.can_authorize:
    get_model("account.claim").do_authorize([claim_id])

Use Case 3: Process Payment¶

# Use claim.payment wizard
wizard_id = get_model("claim.payment").create({
    "claim_id": claim_id,
    "amount": claim.amount_due,
    "date": "2024-12-15",
    "account_id": bank_account_id,
})

get_model("claim.payment").add_payment([wizard_id])

Use Case 4: Track Claim Status¶

claim = get_model("account.claim").browse([claim_id])[0]

print(f"Claim: {claim.number}")
print(f"State: {claim.state}")
print(f"Total: {claim.amount_total}")
print(f"Approved: {claim.amount_approved}")
print(f"Paid: {claim.amount_paid}")
print(f"Due: {claim.amount_due}")
print(f"Receipts: {claim.num_receipts}")

Journal Entry Structure¶

When authorized, creates:

Date: [claim date]
Narration: "Claim: [number]"

Credit:
  - Unpaid Claims Account: [amount_approved]

Debit:
  - Expense Account 1: [base_amount_1]
  - Expense Account 2: [base_amount_2]
  - Tax Account: [tax_amount]  (if applicable)

Best Practices¶

1. Set Due Date Before Authorization¶

# Good: Due date set
get_model("account.claim").write([claim_id], {"due_date": "2024-12-31"})
get_model("account.claim").do_authorize([claim_id])

# Bad: Missing due date (will fail)
get_model("account.claim").do_authorize([claim_id])

2. Review All Expenses First¶

# Good: Ensure all expenses are reviewed
claim = get_model("account.claim").browse([claim_id])[0]
if not claim.can_authorize:
    # Find pending expenses
    for exp in claim.expenses:
        if exp.state not in ("approved", "declined"):
            print(f"Pending: {exp.ref}")

3. Configure Settings¶

Ensure these are configured: - settings.unpaid_claim_id - Account for unpaid claims - settings.general_journal_id - General journal

Troubleshooting¶

"Missing payment due date"¶

Cause: Trying to authorize without due_date Solution: Set due_date before calling do_authorize

"Missing unpaid expense claims account"¶

Cause: unpaid_claim_id not configured in Settings Solution: Configure the unpaid claims account in Settings

"General journal not found"¶

Cause: general_journal_id not configured in Settings Solution: Configure the general journal in Settings

"This claim is already paid"¶

Cause: Trying to void a claim with payments Solution: Reverse payments first, then void

Testing Examples¶

Unit Test: Claim Authorization¶

def test_claim_authorization():
    # Create claim with approved expense
    claim_id = get_model("account.claim").create({})

    expense_id = get_model("account.expense").create({
        "claim_id": claim_id,
        "ref": "TEST-001",
        "contact_id": vendor_id,
        "date": "2024-12-15",
        "tax_type": "no_tax",
        "state": "approved",
        "lines": [("create", {
            "description": "Test",
            "qty": 1,
            "unit_price": 100.00,
            "account_id": expense_account_id,
        })]
    })

    claim = get_model("account.claim").browse([claim_id])[0]
    assert claim.amount_approved == 100.00
    assert claim.can_authorize == True

    # Authorize
    claim.write({"due_date": "2024-12-31"})
    get_model("account.claim").do_authorize([claim_id])

    claim = get_model("account.claim").browse([claim_id])[0]
    assert claim.state == "waiting_payment"
    assert claim.move_id is not None

Security Considerations¶

Permission Model¶

Users can view their own claims
Managers can authorize claims
Finance can view and process all claims

Data Access¶

Claims linked to users via user_id
Journal entries require proper accounting permissions

Configuration Requirements¶

Setting	Location	Description
`unpaid_claim_id`	Settings	Account for unpaid claims liability
`general_journal_id`	Settings	Journal for claim entries

Version History¶

Last Updated: December 2024 Model Version: account_claim.py Framework: Netforce

Additional Resources¶

Account Expense Documentation: account.expense
Claim Payment Wizard: claim.payment
Payment Documentation: account.payment
Journal Entry Documentation: account.move

This documentation is generated for developer onboarding and reference purposes.

Account Claim Documentation¶

Overview¶

Model Information¶

Features¶

State Workflow¶

Key Fields Reference¶

Header Fields¶

Computed Amount Fields¶

Relationship Fields¶

Default Values¶

API Methods¶

1. Authorize Claim¶

2. Post Journal Entry¶

3. Void Claim¶

4. Get Amount¶

5. Get State¶

6. Get Can Authorize¶

Related Models¶

Common Use Cases¶

Use Case 1: Create and Submit Claim¶

Use Case 2: Authorize Claim¶

Use Case 3: Process Payment¶

Use Case 4: Track Claim Status¶

Journal Entry Structure¶

Best Practices¶

1. Set Due Date Before Authorization¶

2. Review All Expenses First¶

3. Configure Settings¶

Troubleshooting¶

"Missing payment due date"¶

"Missing unpaid expense claims account"¶

"General journal not found"¶

"This claim is already paid"¶

Testing Examples¶

Unit Test: Claim Authorization¶

Security Considerations¶

Permission Model¶

Data Access¶

Configuration Requirements¶

Version History¶

Additional Resources¶