diff --git a/content/applications/finance/expenses.rst b/content/applications/finance/expenses.rst index fde871059b..1d84d48c4f 100644 --- a/content/applications/finance/expenses.rst +++ b/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 diff --git a/content/applications/finance/expenses/approve_expenses.rst b/content/applications/finance/expenses/approve_expenses.rst index b46e293d67..bbf483ff59 100644 --- a/content/applications/finance/expenses/approve_expenses.rst +++ b/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 ` -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 +` communication tool. Please refer to the :doc:`access rights documentation ` to learn more about managing users and their access rights. diff --git a/content/applications/finance/expenses/expense_categories.rst b/content/applications/finance/expenses/expense_categories.rst index fb652b7576..47eda6d7ce 100644 --- a/content/applications/finance/expenses/expense_categories.rst +++ b/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 `_ diff --git a/content/applications/finance/expenses/expense_reports.rst b/content/applications/finance/expenses/expense_reports.rst deleted file mode 100644 index a7ba947ffc..0000000000 --- a/content/applications/finance/expenses/expense_reports.rst +++ /dev/null @@ -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 `. - -.. 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 `. diff --git a/content/applications/finance/expenses/expense_reports/create-report.png b/content/applications/finance/expenses/expense_reports/create-report.png deleted file mode 100644 index 593dd5dc7a..0000000000 Binary files a/content/applications/finance/expenses/expense_reports/create-report.png and /dev/null differ diff --git a/content/applications/finance/expenses/expense_reports/expense-report-summary.png b/content/applications/finance/expenses/expense_reports/expense-report-summary.png deleted file mode 100644 index 5d131d8c04..0000000000 Binary files a/content/applications/finance/expenses/expense_reports/expense-report-summary.png and /dev/null differ diff --git a/content/applications/finance/expenses/expense_reports/submit-report.png b/content/applications/finance/expenses/expense_reports/submit-report.png deleted file mode 100644 index 19622eeb2d..0000000000 Binary files a/content/applications/finance/expenses/expense_reports/submit-report.png and /dev/null differ diff --git a/content/applications/finance/expenses/reimburse.rst b/content/applications/finance/expenses/reimburse.rst index 484cd4a898..e1f4a2eb09 100644 --- a/content/applications/finance/expenses/reimburse.rst +++ b/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 diff --git a/content/applications/finance/expenses/reinvoice_expenses.rst b/content/applications/finance/expenses/reinvoice_expenses.rst index e6defd552e..4f158d5bfd 100644 --- a/content/applications/finance/expenses/reinvoice_expenses.rst +++ b/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 ` -and :ref:`submitted `, 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 - `. + 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 diff --git a/content/applications/finance/expenses/submit_expenses.rst b/content/applications/finance/expenses/submit_expenses.rst new file mode 100644 index 0000000000..5cefe2a6f2 --- /dev/null +++ b/content/applications/finance/expenses/submit_expenses.rst @@ -0,0 +1,49 @@ +=============== +Submit expenses +=============== + +When expenses have been :doc:`logged ` 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 ` 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. diff --git a/content/applications/finance/expenses/submit_expenses/banner.png b/content/applications/finance/expenses/submit_expenses/banner.png new file mode 100644 index 0000000000..7e5ec6cdb6 Binary files /dev/null and b/content/applications/finance/expenses/submit_expenses/banner.png differ diff --git a/content/applications/finance/expenses/submit_expenses/select-expenses.png b/content/applications/finance/expenses/submit_expenses/select-expenses.png new file mode 100644 index 0000000000..49581a63e6 Binary files /dev/null and b/content/applications/finance/expenses/submit_expenses/select-expenses.png differ diff --git a/redirects/saas-18.2.txt b/redirects/saas-18.2.txt new file mode 100644 index 0000000000..f5d70bcce3 --- /dev/null +++ b/redirects/saas-18.2.txt @@ -0,0 +1,2 @@ +# expenses +applications/finance/expenses/expense_reports.rst applications/finance/expenses/submit_expenses.rst