[IMP] Expenses: Approve expenses

closes odoo/documentation#16050

Signed-off-by: Lara Martini (larm) <larm@odoo.com>

content/applications/finance/expenses.rst

@@ -8,7 +8,7 @@ Expenses
 
    expenses/expense_categories
    expenses/log_expenses
-   expenses/expense_reports
+   expenses/submit_expenses
    expenses/approve_expenses
    expenses/post_expenses
    expenses/reimburse

content/applications/finance/expenses/approve_expenses.rst

@@ -2,11 +2,11 @@
 Approve expenses
 ================
 
-In Odoo, most users cannot approve expense reports; only users with the necessary access rights or
-permissions can. This means that a user **must** have at least *Team Approver* rights for the
-**Expenses** app. Employees with the necessary rights can review expense reports, approve or refuse
-them, and provide feedback with an integrated :ref:`Refuse Expense <expenses/refuse-report>`
-communication tool.
+In Odoo, most users cannot approve expenses; only users with the necessary :doc:`access rights
+<../../general/users/access_rights>` or permissions can. This means that a user **must** have at least
+*Team Approver* rights for the **Expenses** app. Employees with the necessary rights can review
+expenses, approve or refuse them, and provide feedback with an integrated :ref:`Refuse Expense
+<expenses/refuse-report>` communication tool.
 
 Please refer to the :doc:`access rights documentation </applications/general/users>` to learn more
 about managing users and their access rights.

content/applications/finance/expenses/expense_categories.rst

@@ -2,11 +2,11 @@
 Expense categories
 ==================
 
-Odoo **Expenses** streamlines the management of expenses. After an employee :doc:`logs their
-expenses <../expenses/log_expenses>` and :doc:`submits their expense report
-<../expenses/expense_reports>` in Odoo, expenses are reviewed by management and accounting teams.
-Once :doc:`approved <../expenses/approve_expenses>`, payments can be processed and :doc:`disbursed
-back to the employee <../expenses/reimburse>` for reimbursement.
+Odoo **Expenses** streamlines the management of expenses. After an employee :doc:`logs
+<../expenses/log_expenses>` and :doc:`submits <../expenses/submit_expenses>` their expenses in Odoo,
+expenses are reviewed by management and accounting teams. Once :doc:`approved
+<../expenses/approve_expenses>`, payments can be processed and :doc:`disbursed back to the employee
+<../expenses/reimburse>` for reimbursement.
 
 .. seealso::
    `Odoo Expenses: product page <https://www.odoo.com/app/expenses>`_

content/applications/finance/expenses/expense_reports.rst

@@ -1,120 +0,0 @@
-===============
-Expense reports
-===============
-
-When expenses are ready to submit (such as at the end of a business trip, or once a month), an
-*expense report* needs to be created. Open the main **Expenses** app dashboard, which displays the
-:guilabel:`My Expenses` dashboard, by default. Alternatively, navigate to :menuselection:`Expenses
-app --> My Expenses --> My Expenses`.
-
-All expenses are color-coded by status. Any expense with a status of :guilabel:`To Report` (expenses
-that still need to be added to an expense report) appears in blue text. For all other statuses
-(:guilabel:`To Submit`, :guilabel:`Submitted`, and :guilabel:`Approved`) the text appears in black.
-
-.. _expenses/create_report:
-
-Create expense reports
-======================
-
-First, select the desired expense to be added to the report on the :guilabel:`My Expenses` dashboard
-by ticking the checkbox next to each entry.
-
-.. image:: expense_reports/create-report.png
-   :alt: Select the expenses to submit, then create the report.
-
-.. note::
-   Any expense can be selected from the :guilabel:`My Expenses` list, except for expenses with a
-   status of :guilabel:`Approved`.
-
-   The :guilabel:`Create Report` button is visible as long as there is a minimum of one expense on
-   the list with a status of either :guilabel:`To Report` or :guilabel:`To Submit`.
-
-   When the :guilabel:`Create Report` button is clicked, all expenses with a status of :guilabel:`To
-   Submit` that are *not* currently on another expense report appear in the newly-created expense
-   report.
-
-   If all expenses on the :guilabel:`My Expenses` report are already associated with another expense
-   report, an :guilabel:`Invalid Operation` pop-up window appears, stating :guilabel:`You have no
-   expenses to report.`
-
-Once the expenses have been selected, click the :guilabel:`Create Report` button.
-
-.. tip::
-  Another way to add *all* expenses that are not currently on an expense report is to click the
-  :guilabel:`Create Report` button, *without* selecting any expenses, and Odoo automatically selects
-  all expenses with a status of :guilabel:`To Submit` that are not already on a report.
-
-The new report loads with all the expenses listed in the :guilabel:`Expense` tab. If there is a
-receipt attached to an individual expense, a :icon:`fa-paperclip` :guilabel:`(paperclip)` icon
-appears on the expense line.
-
-When the report is created, the date range for the expenses appears as the :guilabel:`Expense Report
-Summary`, by default. It is recommended to edit this field with a brief summary for each report to
-help keep expenses organized. Enter a description for the expense report, such as `Client Trip NYC`,
-or `Office Supplies for Presentation`, in the :guilabel:`Expense Report Summary` field.
-
-The :guilabel:`Employee`, :guilabel:`Paid By`, and :guilabel:`Company` fields are populated with the
-information listed on the individual expenses.
-
-.. note::
-   The :guilabel:`Company` field only appears in a multi-company database.
-
-Next, select a :guilabel:`Manager` from the drop-down menu to assign a manager to review the report.
-If needed, update the :guilabel:`Journal` field using the drop-down menu.
-
-.. image:: expense_reports/expense-report-summary.png
-   :alt: Enter a short description and select a manager for the report.
-
-If some expenses are missing from the report, they can still be added from this report form. To do
-so, click :guilabel:`Add a line` at the bottom of the :guilabel:`Expense` tab.
-
-An :guilabel:`Add: Expense Lines` pop-up window appears, displaying all the available expenses (with
-a :guilabel:`To Submit` status) that can be added to the report. If a new expense needs to be added
-that does **not** appear on the list, click :guilabel:`New` to :doc:`create a new expense
-<../expenses/log_expenses>` and add it to the report.
-
-Tick the checkbox next to each expense being added, then click :guilabel:`Select`. Doing so closes
-the pop-up window, and the items now appear on the report.
-
-.. tip::
-   Expense reports can be created in one of two ways:
-
-   #. Navigate to the main :menuselection:`Expenses app` dashboard (also accessible, via
-      :menuselection:`Expenses app --> My Expenses --> My Expenses`) and click :guilabel:`Create
-      Report`.
-   #. Navigate to :menuselection:`Expenses app --> My Expenses --> My Reports` and click
-      :guilabel:`New`.
-
-.. _expenses/submit:
-
-Submit expense reports
-======================
-
-When an expense report is completed, the next step is to submit the report to a manager for
-approval. To view all expense reports, navigate to :menuselection:`Expenses app --> My Expenses -->
-My Reports`. Open the specific report from the list of expense reports.
-
-.. note::
-   Reports must be individually submitted, and **cannot** be submitted in batches.
-
-If the list is large, grouping the results by status may be helpful, since only reports with a
-:guilabel:`To Submit` status need to be submitted; reports with an :guilabel:`Approved` or
-:guilabel:`Submitted` status do not. The :guilabel:`To Submit` expenses are identifiable by the
-:guilabel:`To Submit` status, and by the blue text, while all other expense text appears in black.
-
-.. image:: expense_reports/submit-report.png
-   :alt: Submit the report to the manager.
-
-Click on a report to open it, then click :guilabel:`Submit To Manager`. After submitting a report,
-the next step is for management to review and :doc:`approve it <approve_expenses>`.
-
-.. note::
-   The status of each report is shown in the :guilabel:`Status` column. If the :guilabel:`Status`
-   column is not visible, click the :icon:`oi-settings-adjust` :guilabel:`(additional options)` icon
-   at the end of the row, and tick the checkbox beside :guilabel:`Status` from the resulting
-   drop-down menu.
-
-.. important::
-   :doc:`Approving <../expenses/approve_expenses>` expenses, :doc:`posting
-   <../expenses/post_expenses>` expenses, and :doc:`reimbursing <../expenses/reimburse>` expenses
-   are **only** for users with the appropriate :doc:`access rights </applications/general/users>`.

content/applications/finance/expenses/reimburse.rst

@@ -93,8 +93,8 @@ pop-up window loads. Enter the following information in the pop-up window:
 - :guilabel:`Amount`: The total amount being reimbursed populates this field, by default.
 - :guilabel:`Payment Date`: Enter the date the payment is issued in this field. The current date
   populates this field, by default.
-- :guilabel:`Memo`: The text entered in the :doc:`Expense Report Summary
-  <../expenses/expense_reports>` field of the expense report populates this field, by default.
+- :guilabel:`Memo`: The text entered in the :guilabel:`Expense Report Summary` field of the expense
+  report populates this field, by default.
 
 .. image:: reimburse/payment.png
    :alt: The Register Payment pop-up window filled out for an individual expense report

content/applications/finance/expenses/reinvoice_expenses.rst

@@ -25,7 +25,7 @@ the customer is charged for the expenses.
    following documentation:
 
    - :doc:`Log expenses <../expenses/log_expenses>`
-   - :doc:`Expense reports <../expenses/expense_reports>`
+   - :doc:`Submit expenses <../expenses/submit_expenses>`
    - :doc:`Approve expenses <../expenses/approve_expenses>`
    - :doc:`Post expenses <../expenses/post_expenses>`
 
@@ -80,8 +80,8 @@ then select the desired :guilabel:`Analytic Distribution` from the drop-down men
 Create an expense report
 ========================
 
-After the expenses are created, the expense report must be :ref:`created <expenses/create_report>`
-and :ref:`submitted <expenses/submit>`, in the same manner as all other expenses.
+After the expenses are created, the expense report must be created and submitted, in the same manner
+as all other expenses.
 
 Once the expense report is submitted, a :icon:`fa-money` :guilabel:`Sales Orders` smart button
 appears at the top-center of both the expense report, and each individual expense record being
@@ -111,8 +111,7 @@ If an :guilabel:`Analytic Distribution` entry is missing, assign the correct acc
 drop-down menu, then click :guilabel:`Approve`.
 
 .. note::
-   The :guilabel:`Approve` button **only** appears after an expense report has been :ref:`submitted
-   <expenses/submit>`.
+   The :guilabel:`Approve` button **only** appears after an expense report has been submitted.
 
 The accounting department is typically responsible for :doc:`posting journal entries
 <../expenses/post_expenses>`. To post expenses to an accounting journal, click :guilabel:`Post

content/applications/finance/expenses/submit_expenses.rst

@@ -0,0 +1,49 @@
+===============
+Submit expenses
+===============
+
+When expenses have been :doc:`logged <log_expenses>` the next step is to submit them for approval,
+so the expenses can then be reimbursed.
+
+.. _expenses/my_expenses:
+
+My expenses dashboard
+=====================
+
+Open the **Expenses** app, which displays the :guilabel:`My Expenses` dashboard, by default.
+Alternatively, navigate to :menuselection:`Expenses app --> My Expenses --> My Expenses`.
+
+All expenses are color-coded by status. Any expense with a status of :guilabel:`Draft` (expenses
+that have been created but not submitted) appears in blue text. For all other statuses
+(:guilabel:`Submitted`, :guilabel:`Approved`, and :guilabel:`Refused`), the text appears in black.
+
+Above the list of expenses is the total monetary value of all expenses waiting to be submitted,
+waiting for approval, or waiting for reimbursement. Expenses with a status of :guilabel:`Draft` are
+used to calculate the amount in the :guilabel:`To Submit` field, expenses with a status of
+:guilabel:`Submitted` are used to calculate the :guilabel:`Waiting Approval` amount, and expenses
+with a status of :guilabel:`Approved` are used to calculate the :guilabel:`Waiting Reimbursement`
+total.
+
+.. image:: submit_expenses/banner.png
+   :alt: The top banner above the My Expenses dashboard with all the various totals by status.\
+
+.. important::
+   While any expense can be selected from the :guilabel:`My Expenses` list, the :guilabel:`Submit`
+   button is *only* visible when expenses with a status of :guilabel:`Draft` are selected. If any
+   other status of expense is selected, the :guilabel:`Submit` button does **not** appear.
+
+.. tip::
+   Another way to select all expenses with a :guilabel:`Draft` status is to click into the search
+   bar and select :guilabel:`To Submit` in the :icon:`fa-filter` :guilabel:`Filters` column, then
+   click the checkbox next to :guilabel:`Employee`.
+
+Submit expense records
+======================
+
+On the :ref:`My Expenses <expenses/my_expenses>` dashboard, select the desired expenses to be
+submitted on the :guilabel:`My Expenses` dashboard by clicking the checkbox next to each entry.
+
+Once the expenses have been selected, click the :guilabel:`Submit` button.
+
+.. image:: submit_expenses/select-expenses.png
+   :alt: Selected expenses to submit on the My Expenses dashboard.

redirects/saas-18.2.txt

@@ -0,0 +1,2 @@
+# expenses
+applications/finance/expenses/expense_reports.rst applications/finance/expenses/submit_expenses.rst