[IMP] Expenes: Updating expense reports

closes odoo/documentation#15160

X-original-commit: 3f2dc4a038
Signed-off-by: Felicia Kuan (feku) <feku@odoo.com>

content/applications/finance/expenses/expense_reports.rst

@@ -2,13 +2,13 @@
 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 :menuselection:`Expenses app` dashboard, which
-displays the :guilabel:`My Expenses` dashboard, by default. Alternatively, navigate to
-:menuselection:`Expenses app --> My Expenses --> My Expenses`.
+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`.
 
-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) is shown in blue text. All other statuses
+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:
@@ -16,16 +16,10 @@ that still need to be added to an expense report) is shown in blue text. All oth
 Create expense reports
 ======================
 
-First, select each desired expense to be added to the report on the :guilabel:`My Expenses`
-dashboard, by ticking the checkbox next to each entry, or quickly select all the expenses in the
-list by ticking the checkbox next to the :guilabel:`Expense Date` column title, if needed.
-
-Another way to quickly add all expenses that are not on a 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.
+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
-   :align: center
    :alt: Select the expenses to submit, then create the report.
 
 .. note::
@@ -36,59 +30,60 @@ all expenses with a status of :guilabel:`To Submit` that are not already on a re
    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 appears in the newly-created expense
+   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. The new report
-appears 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 between the
-:guilabel:`Customer to Reinvoice` and :guilabel:`Analytic Distribution` columns.
+Once the expenses have been selected, click the :guilabel:`Create Report` button.
 
-When the report is created, the date range for the expenses appears in the :guilabel:`Expense Report
-Summary` field, by default. It is recommended to edit this field with a short 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.
+.. 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 :guilabel:`Employee`, :guilabel:`Paid By`, and :guilabel:`Company` fields autopoulate with the
+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.
+If needed, update the :guilabel:`Journal` field using the drop-down menu.
 
 .. image:: expense_reports/expense-report-summary.png
-   :align: center
    :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.
+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.
 
-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.
 
-Tick the checkbox next to each expense being added, then click :guilabel:`Select`.
-
-Doing so removes the pop-up window, and the items now appear on the report.
-
-.. image:: expense_reports/add-an-expense-line.png
-   :align: center
-   :alt: Add more expenses to the report before submitting.
-
-.. note::
-   Expense reports can be created in one of three places:
+.. 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`)
-   #. Navigate to :menuselection:`Expenses app --> My Expenses --> My Reports`
-   #. Navigate to :menuselection:`Expenses app --> Expense Reports`
-
-   In any of these views, click :guilabel:`New` to create a new expense report.
+      :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:
 
@@ -104,26 +99,22 @@ My Reports`. Open the specific report from the list of expense reports.
 
 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.
+: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.
 
-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/expense-status.png
-   :align: center
+.. 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.
 
-Click on a report to open it, then click :guilabel:`Submit To Manager`. After submitting a report,
-the next step is to wait for the manager to approve it.
-
 .. 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 documentation
-   </applications/general/users>`.
+   are **only** for users with the appropriate :doc:`access rights </applications/general/users>`.