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154 lines
7.1 KiB
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Reinvoice expenses
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==================
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If expenses are tracked on customer projects, they can be automatically charged back to the
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customer. This is done by :ref:`logging an expense <expenses/reinvoice-create>`, referencing the
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corresponding sales order, and then :ref:`creating an expense report
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<expenses/reinvoice-expense-report>`.
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Next, managers :ref:`approve the expense report <expenses/reinvoice-approve>`, then the accounting
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department :ref:`post the journal entries <expenses/reinvoice-approve>`.
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Finally, once the expense report is posted to a journal, the expenses appear on the specified
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:abbr:`SO (Sales Order)`. When the :abbr:`SO (Sales Order)` is :ref:`invoiced <expenses/reinvoice>`,
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the customer is charged for the expenses.
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.. important::
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Approving expenses, posting expenses to accounting, and reinvoicing expenses on :abbr:`SOs (Sales
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Orders)` is **only** possible for users with the appropriate :doc:`access rights
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<../../general/users/access_rights>`.
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.. seealso::
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This document provides lower-level instructions for the creation, submission, approval, and
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posting of expenses. For fully-detailed instructions for any of these steps, refer to the
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following documentation:
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- :doc:`Log expenses <../expenses/log_expenses>`
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- :doc:`Submit expenses <../expenses/submit_expenses>`
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- :doc:`Approve expenses <../expenses/approve_expenses>`
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- :doc:`Post expenses <../expenses/post_expenses>`
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Setup
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=====
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First, specify the invoicing policy for each expense category. Navigate to :menuselection:`Expenses
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app --> Configuration --> Expense Categories`. Click on an expense category to view the expense
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category form. Under the :guilabel:`INVOICING` section, click the radio button next to the desired
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selection for :guilabel:`Re-Invoice costs`:
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- :guilabel:`No`: The expense category **cannot** be reinvoiced.
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- :guilabel:`At cost`: The expense category invoices expenses at the :guilabel:`Cost` set on the
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expense category form.
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- :guilabel:`Sales price`: The expense category invoices at the :guilabel:`Sales Price` set on the
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expense form.
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.. _expenses/reinvoice-create:
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Log an expense
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==============
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First, when :doc:`creating a new expense <../expenses/log_expenses>`, the correct information needs
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to be entered to reinvoice the expense to a customer. Using the drop-down menu, select the :abbr:`SO
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(Sales Order)` to add the expense to in the :guilabel:`Customer to Reinvoice` field.
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Next, select the :guilabel:`Analytic Distribution` the expense is posted to. The options available
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are pulled from the **Projects** app.
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Multiple projects can be selected, if desired. To add another :guilabel:`Analytic Distribution`,
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click on the line to reveal the :guilabel:`Analytic` pop-over window. Click :guilabel:`Add a line`,
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then select the desired :guilabel:`Analytic Distribution` from the drop-down menu.
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.. image:: reinvoice_expenses/reinvoice-expense-form.png
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:alt: An expense entry to reinvoice a project to the customer, for the gallery seating project.
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.. important::
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If selecting more than one :guilabel:`Analytic Distribution`, the :guilabel:`Percentage` fields
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**must** be modified. Both fields are populated with `100%`, by default. Adjust the percentages
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for all the fields, so the total of all selected accounts equals `100%`.
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.. example::
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A furniture company is building seating for two different locations for one client. The client
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agrees to pay for all travel expenses for site visits related to these two projects. The
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furniture company plans one trip to visit *both* locations.
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When creating the expenses for travel expenses, **both projects** are listed in the
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:guilabel:`Analytic Distribution` line, for 50% each.
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.. _expenses/reinvoice-expense-report:
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Create an expense report
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========================
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After the expenses are created, the expense report must be created and submitted, in the same manner
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as all other expenses.
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Once the expense report is submitted, a :icon:`fa-money` :guilabel:`Sales Orders` smart button
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appears at the top-center of both the expense report, and each individual expense record being
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reinvoiced.
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.. important::
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Selecting the proper :abbr:`SO (Sales Order)` in the :guilabel:`Customer to Reinvoice` field is
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**critical**, since this is how expenses are automatically invoiced after an expense report is
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approved.
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The :guilabel:`Customer to Reinvoice` field can be modified *only* until an expense report is
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**approved**. After an expense report is approved, the :guilabel:`Customer to Reinvoice` field is
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no longer able to be modified.
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.. image:: reinvoice_expenses/reinvoice-approved.png
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:alt: An expense report with a sales order smart button for reinvoicing.
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.. _expenses/reinvoice-approve:
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Approve and post expenses
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=========================
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Before :doc:`approving an expense report <../expenses/approve_expenses>`, ensure the
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:guilabel:`Analytic Distribution` section is populated for every relevant expense line.
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If an :guilabel:`Analytic Distribution` entry is missing, assign the correct accounts from the
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drop-down menu, then click :guilabel:`Approve`.
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.. note::
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The :guilabel:`Approve` button **only** appears after an expense report has been submitted.
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The accounting department is typically responsible for :doc:`posting journal entries
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<../expenses/post_expenses>`. To post expenses to an accounting journal, click :guilabel:`Post
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Journal Entries`. Once an expense report is approved, it can then be posted.
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The :abbr:`SO (Sales Order)` is **only** updated *after* the journal entries are posted. Once the
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journal entries are posted, the expenses now appear on the referenced :abbr:`SO (Sales Order)`.
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.. _expenses/reinvoice:
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Invoice expenses
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================
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After the expense report has been approved, and the journal entries have been posted, the :abbr:`SO
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(Sales Order)` is updated, and the customer can be invoiced.
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Navigate to the expense report, and click the :icon:`fa-money` :guilabel:`Sales Orders` smart button
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to open the :abbr:`SO (Sales Order)`. The expenses to be reinvoiced now appear on the :abbr:`SO
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(Sales Order)`.
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.. note::
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More than one :abbr:`SO (Sales Order)` can be referenced on an expense report. If more than one
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:abbr:`SO (Sales Order)` is referenced, clicking the :guilabel:`Sales Orders` smart button opens
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a list displaying all the :abbr:`SOs (Sales Order)` associated with that expense report. Click on
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a :abbr:`SO (Sales Order)` to open the individual :abbr:`SO (Sales Order)` details.
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The expenses are listed in the :abbr:`SO (Sales Order)` :guilabel:`Order Lines` tab.
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Next, click :guilabel:`Create Invoice`, and a :guilabel:`Create invoices` pop-up window appears.
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Select if the invoice is a :guilabel:`Regular invoice`, a :guilabel:`Down payment (percentage)`, or
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a :guilabel:`Down payment (fixed amount)`. Then, click :guilabel:`Create Draft`. Doing so creates a
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draft invoice for the customer. Click :guilabel:`Confirm` to confirm the invoice, and the customer
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is invoiced for the expenses.
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.. image:: reinvoice_expenses/reinvoiced.png
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:alt: See the expenses listed on the sales order after clicking into it.
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.. seealso::
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:doc:`../../sales/sales/invoicing`
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