[IMP] expenses: reinvoice expenses

content/applications/finance/expenses/reinvoice_expenses.rst

@@ -4,7 +4,7 @@ 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
@@ -16,50 +16,107 @@ 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
-   posting of expenses. For fully-detailed instructions for any of these steps, refer to the
-   following documentation:
+   This document provides lower-level instructions to create, submit, approve, and post expenses.
+   For fully-detailed instructions for any of these steps, refer to the following documentation:
 
-   - :doc:`Log expenses <../expenses/log_expenses>`
-   - :doc:`Expense reports <../expenses/expense_reports>`
-   - :doc:`Approving expenses <../expenses/approve_expenses>`
-   - :doc:`Posting expenses in accounting <../expenses/post_expenses>`
+   - :doc:`Log expenses <log_expenses>`
+   - :doc:`Expense reports <expense_reports>`
+   - :doc:`Approving expenses <approve_expenses>`
+   - :doc:`Posting expenses in accounting <post_expenses>`
 
 Setup
 =====
 
 First, specify the invoicing policy for each expense category. Navigate to :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`:
+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
   category form.
 - :guilabel:`Sales price`: The expense category invoices at the sales price set on the expense form.
 
+.. important::
+
+   By default, the :guilabel:`Customer to Reinvoice` field is enabled for the :guilabel:`[TRANS &
+   ACC] Travel & Accommodation`, :guilabel:`[COMM] Communication`, :guilabel:`[FOOD] Meals`, and
+   :guilabel:`[MIL] Mileage` expense categories.
+
+   It should be noted that **not** all default expense categories installed with the **Expenses**
+   application have reinvoicing policies activated. The setting may have to be manually activated.
+
+   To do that, navigate to ::menuselection:`Expenses app --> Configuration --> Expenses Categories`
+   to view a list of all expense categories in the database.
+
+   Look in the :guilabel:`Re-Invoice Expenses` column to see which selections have been made for
+   each expense category.
+
+   .. image:: reinvoice_expenses/reinvoice-expenses-column.png
+      :alt: Sample of Reinvoice Expenses column in the Expenses Categories window.
+
 .. _expenses/reinvoice-create:
 
 Create an expense
 =================
 
-First, when :doc:`creating a new expense <../expenses/log_expenses>`, the correct information needs
-to be entered to re-invoice the expense to a customer. Using the drop-down menu, select the
-:abbr:`SO (Sales Order)` to add the expense to in the :guilabel:`Customer to Reinvoice` field.
+To see detailed instructions on completing an expense form, refer to the :doc:`Log expenses
+<log_expenses>` page. This section focuses on the information required to reinvoice an expense to an
+:abbr:`SO (Sales Order)`.
+
+Navigate to the :guilabel:`Expense app` and click :guilabel:`New` to reveal a blank expense form. On
+the expenses form, add a :guilabel:`Description` to reference the expense.
+
+Then, for the :guilabel:`Category` field, select one of the following options from the drop-down
+menu:
+
+- **Communication:** any form of communication related to a project/order.
+- **Others:** expense that does not fit into any other categories.
+- **Meals:** any form of meal costs related to a project/order.
+- **Gifts:** any form of gift costs related to a project/order.
+- **Mileage:** any form of mileage (gas) costs related to project/order.
+- **Travel & Accommodation:** any travel or accommodation costs related to a project/order.
+
+Next, fill in the correct information for the following fields:
+
+- :guilabel:`Total`
+- :guilabel:`Included Taxes`
+- :guilabel:`Employee`
+- :guilabel:`Paid By`
+- Optional: :guilabel:`Bill Reference`
+
+The :guilabel:`Expense Date` and :guilabel:`Account` fields are auto-populated, but can be modified
+if needed. In the :guilabel:`Customer to Reinvoice` field, use the drop-down menu to select the
+:abbr:`SO (Sales 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.
+
+   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 cannot
+   be modified.
 
 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`, the :guilabel:`Percentage` fields **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%`.
+:guilabel:`Analytic Distribution` from the drop-down field.
+
+If selecting more than one :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 total of all selected accounts equals `100%`.
 
 .. example::
    A painting company agrees to paint an office building that houses two different companies. During
@@ -74,16 +131,17 @@ 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>`
-and :ref:`submitted <expenses/submit>`, in the same manner as all other expenses.
+For detailed instructions to create and submit a expense report, refer to the :doc:`Expense reports
+<expense_reports>` page.
 
-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
-reinvoiced.
+After the expenses are created, click :guilabel:`Create report`. 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 reinvoiced.
 
-.. image:: reinvoice_expenses/reinvoice-expense.png
-   :align: center
-   :alt: Ensure the customer to be invoiced is called out on the expense.
+.. image:: reinvoice_expenses/reinvoice-expense-report.png
+   :alt: Sample of a expense report in the Expense app.
+
+Next, click :guilabel:`Submit to Manager` to request approval from the assigned Manager.
 
 .. important::
    Selecting the proper :abbr:`SO (Sales Order)` in the :guilabel:`Customer to Reinvoice` field is
@@ -99,53 +157,88 @@ reinvoiced.
 Approve and post expenses
 =========================
 
-Before :doc:`approving an expense report <../expenses/approve_expenses>`, ensure the
-:guilabel:`Analytic Distribution` section is populated for every expense line.
+For detailed instructions to approve a expense report, refer to the :doc:`Approve expenses
+<approve_expenses>` page.
 
-If an :guilabel:`Analytic Distribution` entry is missing, assign the correct accounts from the
-drop-down menu, then click :guilabel:`Approve`.
+Before approving an expense report, ensure the :guilabel:`Analytic Distribution` section is
+populated for every expense line. 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::
    The :guilabel:`Approve` button **only** appears after an expense report has been :ref:`submitted
    <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
-Journal Entries`. Once an expense report is approved, it can then be posted.
+<post_expenses>`. To post expenses to an accounting journal, click :guilabel:`Post Journal Entries`.
+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)`.
 
 .. _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
-(Sales Order)` is updated, and the customer can be invoiced.
+Once the expense report is approved and the corresponding journal entries are posted, the :abbr:`SO
+(Sales Order)` is automatically updated, allowing the customer can be invoiced. The account
+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
-open the :abbr:`SO (Sales Order)`. The expenses to be re-invoiced now appear on the :abbr:`SO (Sales
-Order)`.
+Select the desired expense report, and click the :icon:`fa-money` :guilabel:`Sales Orders` smart
+button to open the :abbr:`SO (Sales Order)`. The expenses to be re-invoiced now appear on the
+: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
    a list displaying all the :abbr:`SOs (Sales Order)` associated with that 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.
+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
-creates a draft invoice for the customer. Click :guilabel:`Confirm` to confirm the invoice, and the
-customer is invoiced for the expenses.
+a :guilabel:`Down payment (fixed amount)`, and click :guilabel:`Create Draft Invoice`. A customer
+invoice draft window displays with the products and expensees in the :guilabel:`Invoice Lines` tab.
+
+.. note::
+   If the product has not been delivered, then when creating an invoice draft, only the expense is
+   listed in the :guilabel:`Invoice Lines` tab. 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 preconfigured 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/or printing purposes.
+
+Invoice payment
+===============
+
+On the :guilabel:`Customer Invoice`, click :guilabel:`Register Payment` when the customer pays for
+the invoiced expense.`
+
+A :guilabel:`Pay` pop-up window appears, and the necessary fields are auto-populated with the
+correct information. After reviewing the information, click :guilabel:`Create Payment`.
+
+A green :guilabel:`In Payment` banner appears in the upper-right corner of the invoice, indicating
+that the invoice is paid in full.
+
+A :guilabel:`Payments` smart button displays at the top of the form. Click :guilabel:`Payments` to
+go to the :guilabel:`Pay` form. Click :guilabel:`Validate` to confirm the invoice is paid for in
+full. Thus, completing the workflow.
+