[IMP] expenses: reinvoice expenses

content/applications/finance/expenses.rst

@@ -11,6 +11,8 @@ processed, and disbursed back to the employee for reimbursement.
 .. seealso::
    `Odoo Expenses: product page <https://www.odoo.com/app/expenses>`_
 
+.. _expenses/expense-categories:
+
 Set expense categories
 ======================
 

content/applications/finance/expenses/reinvoice_expenses.rst

@@ -4,62 +4,114 @@ Re-invoice expenses
 
 If expenses are tracked on customer projects, they can be automatically charged back to the
 customer. This is done by :ref:`creating an expense <expenses/reinvoice-create>`, referencing the
-sales order the expense is added to, and then :ref:`creating an expense report
+sales order to which it is added, then :ref:`creating an expense report
 <expenses/reinvoice-report>`.
 
 Next, managers :ref:`approve the expense report <expenses/reinvoice-approve>`, before the accounting
 department :ref:`posts the journal entries <expenses/reinvoice-approve>`.
 
-Finally, once the expense report is posted to a journal, the expenses appears on the specified
+Finally, once the expense report is posted to a journal, the expenses appear on the specified
 :abbr:`SO (Sales Order)`. The :abbr:`SO (Sales Order)` is then :ref:`invoiced <expenses/reinvoice>`,
 thus charging the customer for the expenses.
 
 .. important::
    Approving expenses, posting expenses to accounting, and reinvoicing expenses on :abbr:`SOs (Sales
-   Orders)` is **only** possible for users with the appropriate :doc:`access rights
+   Orders)` are **only** possible for users with the appropriate :doc:`access rights
    <../../general/users/access_rights>`.
 
 .. seealso::
-   This document provides lower-level instructions for the creation, submission, approval, and
+   This document provides lower-level instructions to create, submit, approve, and post expenses.
-   posting of expenses. For fully-detailed instructions for any of these steps, refer to the
+   For fully-detailed instructions for any of these steps, refer to the following documentation:
-   following documentation:
 
-   - :doc:`Log expenses <../expenses/log_expenses>`
+   - :doc:`Log expenses <log_expenses>`
-   - :doc:`Expense reports <../expenses/expense_reports>`
+   - :doc:`Expense reports <expense_reports>`
-   - :doc:`Approving expenses <../expenses/approve_expenses>`
+   - :doc:`Approving expenses <approve_expenses>`
-   - :doc:`Posting expenses in accounting <../expenses/post_expenses>`
+   - :doc:`Posting expenses in accounting <post_expenses>`
 
 Setup
 =====
 
-First, specify the invoicing policy for each expense category. Navigate to :menuselection:`Expenses
+The **Sales** and **Accounting** apps must be installed for this configuration.
-app --> Configuration --> Expense Categories`. Click on an expense category to view the expense
+
-category form. Under the :guilabel:`INVOICING` section, click the radio button next to the desired
+In the **Expense** app, specify the invoicing policy for each expense category. Navigate to
-selection for :guilabel:`Re-Invoice Expenses`:
+:menuselection:`Expenses app --> Configuration --> Expense Categories`. Click on an expense category
+to view the expense category form.
+
+Under the :guilabel:`INVOICING` section, click the radio button next to the desired selection for
+:guilabel:`Re-Invoice Expenses`:
 
 - :guilabel:`No`: The expense category cannot be re-invoiced.
-- :guilabel:`At cost`: The expense category invoices expenses at the cost set on the expense
+- :guilabel:`At cost`: The expense category invoices expenses at the price set on the expense
   category form.
 - :guilabel:`Sales price`: The expense category invoices at the sales price set on the expense form.
 
+The default expense categories have the following re-invoicing policies:
+
++-------------+---------------------------------------------------------------------------+-----------------------------------------------------------+--------------------------------------+
+|             |                                 *At cost*                                 |                       *Sales price*                       |             *Not enabled*            |
++=============+===========================================================================+===========================================================+======================================+
+|  *Category* |                                  **COMM**                                 |                          **FOOD**                         |             **EXP_GEN**              |
++-------------+---------------------------------------------------------------------------+-----------------------------------------------------------+--------------------------------------+
+|*Description*|         Communication expenses such as phone bills, postage, etc.         |  Meal expenses such as restaurants, business lunches, etc |                Others                |
++-------------+---------------------------------------------------------------------------+-----------------------------------------------------------+--------------------------------------+
+|  *Category* |                              **TRANS & ACCT**                             |                          **MIL**                          |              **GIFT**                |
++-------------+---------------------------------------------------------------------------+-----------------------------------------------------------+--------------------------------------+
+|*Description*| Travel and accommodation expenses such as hotel, plane ticket, taxi, etc. |                          Mileage.                         |    Gifts to customers or vendors.    |
++-------------+---------------------------------------------------------------------------+-----------------------------------------------------------+--------------------------------------+
+
+Set the re-invoicing policy
+---------------------------
+
+To set a re-invoicing policy on an expense category, navigate to :menuselection:`Expenses app -->
+Configuration --> Expense Categories`. Either open the desired expense category, or :ref:`create a
+new one <expenses/expense-categories>`.
+
+In the :guilabel:`INVOICING` section, select either :guilabel:`At cost` or :guilabel:`Sales price`
+for the :guilabel:`Re-invoice Costs` field.
+
+.. image:: reinvoice_expenses/expense-category-form.png
+   :alt: Sample of the Expense Category form in the Expense app.
+
 .. _expenses/reinvoice-create:
 
 Create an expense
 =================
 
-First, when :doc:`creating a new expense <../expenses/log_expenses>`, the correct information needs
+To re-invoice an expense, first :doc:`create an expense record <log_expenses>`. In the
-to be entered to re-invoice the expense to a customer. Using the drop-down menu, select the
+:guilabel:`Customer to Reinvoice` field, use the drop-down menu to select the :abbr:`SO (Sales
-:abbr:`SO (Sales Order)` to add the expense to in the :guilabel:`Customer to Reinvoice` field.
+Order)` to add the expense to.
+
+.. important::
+   Selecting the proper :abbr:`SO (Sales Order)` in the :guilabel:`Customer to Reinvoice` field is
+   **critical**, since this is how expenses are automatically invoiced after an expense report is
+   approved.
+
+.. seealso::
+   To see detailed instructions on completing an expense form, refer to the :doc:`Log expenses
+   <log_expenses>` page.
+
+Optional: Analytic Distribution
+-------------------------------
+
+.. important::
+   For the :guilabel:`Analytic Distribution` field to be visible the **Accounting** app must be
+   installed, :guilabel:`Analytic Accounting`, and :guilabel:`Analytic Plans` must be configured.
+   Refer to :doc:`Analytics accounting <../accounting/reporting/analytic_accounting>` for more
+   information.
 
 Next, select the :guilabel:`Analytic Distribution` the expense is posted to. Multiple accounts can
 be selected, if desired.
 
+.. image:: reinvoice_expenses/sample-expense-form-hotel.png
+   :alt: Sample of a complete expense form in the Expense app.
+
 To add another :guilabel:`Analytic Distribution`, click on the line to reveal the
 :guilabel:`Analytic` pop-over window. Click :guilabel:`Add a line`, then select the desired
-:guilabel:`Analytic Distribution` from the drop-down field. If selecting more than one
+:guilabel:`Analytic Distribution` from the drop-down field.
-:guilabel:`Analytic Distribution`, the :guilabel:`Percentage` fields **must** be modified. By
+
-default, both fields are populated with `100%`. Adjust the percentages for all the fields, so the
+If selecting more than one :guilabel:`Analytic Distribution`, the :guilabel:`Percentage` fields
-total of all selected accounts equals `100%`.
+**must** be modified. By default, both fields are populated with `100%`. Adjust the percentages for
+all the fields, so the total of all selected accounts equals `100%`.
 
 .. example::
    A painting company agrees to paint an office building that houses two different companies. During
@@ -74,39 +126,35 @@ total of all selected accounts equals `100%`.
 Create an expense report
 ========================
 
-After the expenses are created, the expense report must be :ref:`created <expenses/create_report>`
+After the expenses are created, click :guilabel:`Create report`. Once the expense report is
-and :ref:`submitted <expenses/submit>`, in the same manner as all other expenses.
+submitted, the :icon:`fa-money` :guilabel:`Sales Orders` and :icon:`fa-file-text-o`
+:guilabel:`Expenses` smart buttons appear at the top of the expense report. The smart buttons will
+display the number of :abbr:`SOs (Sales Orders)` and expenses linked to the expense report.
 
-Once the expense report is submitted, a :icon:`fa-money` :guilabel:`Sales Orders` smart button
+Next, click :guilabel:`Submit to Manager` to request approval from the assigned Manager.
-appears at the top-center of both the expense report, and each individual expense record being
-reinvoiced.
-
-.. image:: reinvoice_expenses/reinvoice-expense.png
-   :align: center
-   :alt: Ensure the customer to be invoiced is called out on the expense.
 
 .. important::
-   Selecting the proper :abbr:`SO (Sales Order)` in the :guilabel:`Customer to Reinvoice` field is
-   **critical**, since this is how expenses are automatically invoiced after an expense report is
-   approved.
-
    The :guilabel:`Customer to Reinvoice` field can be modified *only* until an expense report is
    **approved**. After an expense report is approved, the :guilabel:`Customer to Reinvoice` field is
    no longer able to be modified.
 
+.. image:: reinvoice_expenses/reinvoice-expense-report.png
+   :alt: Sample of an expense report in the Expense app.
+
+.. seealso::
+   For detailed instructions to create and submit an expense report, refer to the :doc:`Expense
+   reports <expense_reports>` page.
+
+
 .. _expenses/reinvoice-approve:
 
 Approve and post expenses
 =========================
 
-Before :doc:`approving an expense report <../expenses/approve_expenses>`, ensure the
+Before approving an expense report, ensure all the information for every expense line is correct,
-:guilabel:`Analytic Distribution` section is populated for every expense line.
+then click :guilabel:`Approve`.
-
-If an :guilabel:`Analytic Distribution` entry is missing, assign the correct accounts from the
-drop-down menu, then click :guilabel:`Approve`.
 
 .. image:: reinvoice_expenses/analytic-dist.png
-   :align: center
    :alt: The expense report with all the Analytic Distribution lines populated.
 
 .. note::
@@ -114,38 +162,108 @@ drop-down menu, then click :guilabel:`Approve`.
    <expenses/submit>`.
 
 The accounting department is typically responsible for :doc:`posting journal entries
-<../expenses/post_expenses>`. To post expenses to an accounting journal, click :guilabel:`Post
+<post_expenses>`. To post expenses to an accounting journal, click :guilabel:`Post Journal Entries`.
-Journal Entries`. Once an expense report is approved, it can then be posted.
+Once an expense report is approved, it can then be posted.
 
 The :abbr:`SO (Sales Order)` is **only** updated *after* the journal entries are posted. Once the
 journal entries are posted, the expenses now appear on the referenced :abbr:`SO (Sales Order)`.
 
+.. seealso::
+   For detailed instructions to approve an expense report, refer to the :doc:`Approve expenses
+   <approve_expenses>` page.
+
 .. _expenses/reinvoice:
 
-Invoice expenses
+Invoice expenses to the customer
-================
+================================
 
-After the expense report has been approved, and the journal entries have been posted, the :abbr:`SO
+Once the expense report is approved and the corresponding journal entries are posted, the :abbr:`SO
-(Sales Order)` is updated, and the customer can be invoiced.
+(Sales Order)` is automatically updated, allowing the customer to be invoiced. The accounting
+department is typically responsible for generating the final invoice.
 
-Select the expense report, and click the :icon:`fa-money` :guilabel:`Sales Orders` smart button to
+Select the desired expense report, and click the :icon:`fa-money` :guilabel:`Sales Orders` smart
-open the :abbr:`SO (Sales Order)`. The expenses to be re-invoiced now appear on the :abbr:`SO (Sales
+button to open the :abbr:`SO (Sales Order)`. The expenses to be re-invoiced now appear on the
-Order)`.
+:abbr:`SO (Sales Order)`.
 
 .. note::
    More than one :abbr:`SO (Sales Order)` can be referenced on an expense report. If more than one
-   :abbr:`SO (Sales Order)` is referenced, clicking the :guilabel:`Sales Orders` smart button opens
+   :abbr:`SO (Sales Order)` is referenced, clicking the :icon:`fa-money` :guilabel:`Sales Orders`
-   a list displaying all the :abbr:`SOs (Sales Order)` associated with that expense report. Click on
+   smart button opens a list displaying all the :abbr:`SOs (Sales Order)` associated with that
-   a :abbr:`SO (Sales Order)` to open the individual :abbr:`SO (Sales Order)` details.
+   expense report. Click on a :abbr:`SO (Sales Order)` to open the individual :abbr:`SO (Sales
+   Order)` details.
 
-The expenses are listed in the :abbr:`SO (Sales Order)` :guilabel:`Order Lines` tab.
+.. example::
+   A electronics repair company has a large customer base. Their service charges vary depending on
+   the product they service. A technician uses different components depending on the product they
+   service and services five customers per day on average.
+
+   After each job the technician submits an expense and associates the appropriate :abbr:`SO (Sales
+   Order)` for each. At the end of the day, the technician selects all of the expenses and creates
+   an expense report for the manager to review and approve.
+
+   When the expense report gets created, several :abbr:`SOs (Sales Order)` are linked to it. The
+   :icon:`fa-file-text-o` :guilabel:`Expenses` and :icon:`fa-money` :guilabel:`Sales Orders` smart
+   buttons display the number of linked records on the top of the expense report.
+
+   .. image:: reinvoice_expenses/expense-report-multi-so.png
+      :alt: See the expenses listed on the sales order after clicking into it.
+
+On the :abbr:`SO (Sales Order)` form, the expenses are now line items in the :guilabel:`Order Lines`
+tab, with their :guilabel:`Delivered` column filled in, and ready to be invoiced.
 
 .. image:: reinvoice_expenses/so-details.png
-   :align: center
    :alt: See the expenses listed on the sales order after clicking into it.
 
-Next, click :guilabel:`Create Invoice`, and a :guilabel:`Create invoices` pop-up window appears.
+Click :guilabel:`Create Invoice`, and a :guilabel:`Create invoices` pop-up window appears.
+
 Select if the invoice is a :guilabel:`Regular invoice`, a :guilabel:`Down payment (percentage)`, or
-a :guilabel:`Down payment (fixed amount)`. Then, click :guilabel:`Create Draft Invoice`. Doing so
+a :guilabel:`Down payment (fixed amount)`, and click :guilabel:`Create Draft Invoice`. A customer
-creates a draft invoice for the customer. Click :guilabel:`Confirm` to confirm the invoice, and the
+invoice draft window displays the products and expenses in the :guilabel:`Invoice Lines` tab.
-customer is invoiced for the expenses.
+
+.. note::
+   For an :abbr:`SO (Sales Order)` with a product and a expense, if the product has not been
+   delivered to the customer, only the expense is listed in the :guilabel:`Invoice Lines` tab of the
+   invoice. Creating two invoices for one :abbr:`SO (Sales Order)` is possible.
+
+Click :guilabel:`Confirm` to change the invoice status from :guilabel:`Draft` to :guilabel:`Posted`.
+
+To email the invoice to the customer, click :guilabel:`Send & Print`. A document layout
+configuration pop-up window appears for layout customization.
+
+Click :guilabel:`Save`, and a pop-up window with a pre-configured email message and a PDF invoice in
+its body displays. The message can be reviewed and modified, if needed.
+
+Click :guilabel:`Send & Print` to email the invoice to the customer. The pop-up window disappears,
+and Odoo sends the invoice to the customer. Additionally, a PDF of the invoice is automatically
+downloaded for record-keeping and printing purposes.
+
+Invoice payment
+===============
+
+Depending on the payment configuration in the **Accounting** app, there are several ways to process
+payment for an invoice. This workflow incorporates the customer portal and manual verification. The
+customer is responsible for submitting the invoice payment and the accounting department is
+responsible for verification.
+
+.. note::
+   For online payments through the customer portal, the :doc:`Invoice Online Payment
+   <../../finance/payment_providers>` feature must be enabled on the **Accounting** app. Also a
+   payment method must be set up.
+
+Navigate to the invoice by clicking the :menuselection:`Expenses app --> Expense Reports` and select
+the desired expense report.
+
+Click the :icon:`fa-money` :guilabel:`Sales Orders` smart button, then select the desired :abbr:`SO
+(Sales Order)`. Click the :icon:`fa-pencil-square-o` :guilabel:`Invoices` smart button.
+
+After clicking :guilabel:`Send & Print`, the invoice is emailed to the customer and published online
+on the customer portal. Click :guilabel:`Preview` to see the customer's view of the invoice and
+payment methods.
+
+Once the customer pays online, the invoice gets an :guilabel:`In Payment` banner. The
+:icon:`fa-bars` :guilabel:`Payments` and :icon:`fa-money` :guilabel:`Payment Transaction` smart
+buttons display at the top of the invoice form.
+
+Click the :icon:`fa-bars` :guilabel:`Payments` smart button to go to the :guilabel:`Pay` form. Click
+:guilabel:`Validate` to confirm that the invoice payment has been received. The Pay form is
+automatically updated to :guilabel:`Paid`.