diff --git a/content/applications/finance/expenses.rst b/content/applications/finance/expenses.rst index cad1923f0..e8184c5c6 100644 --- a/content/applications/finance/expenses.rst +++ b/content/applications/finance/expenses.rst @@ -84,105 +84,13 @@ Set a tax on each product in the :guilabel:`Vendor Taxes` and :guilabel:`Custome applicable. It is considered good practice to use a tax that is configured with :ref:`Tax Included in Price `. Taxes will be automatically configured if this is set. -Re-invoice expenses to customers -================================ - -If expenses are tracked on customer projects, expenses can be automatically charged back to the -customer. This is done by creating an expense, referencing the :abbr:`SO (Sales Order)` the expense -should be added to, and then creating the expense report. Next, managers approve the expense report, -and the accounting department posts the journal entries. Finally, once the expense report is posted -to a journal, the expenses appear on the :abbr:`SO (Sales Order)` that was referenced. The sales -order can then be invoiced, thus invoicing the customer for the expense. - -Setup ------ - -First, specify the invoicing policy for each expense category. Go to :menuselection:`Expenses app ---> Configuration --> Expense Categories`. Click on the expense category to open the expense -category form. Under the :guilabel:`Invoicing` section, click the radio button next to the desired -selection for :guilabel:`Re-Invoicing Expenses`. Options are :guilabel:`None`, :guilabel:`At cost`, -and :guilabel:`Sales price`. - -:guilabel:`Re-Invoicing Expenses`: - -- :guilabel:`None`: Expense category will not be re-invoiced. -- :guilabel:`At cost`: Expense category will invoice expenses at their real cost. -- :guilabel:`At sales price`: Expense category will invoice the price set on the sale order. - -Create an expense ------------------ - -First, when :doc:`creating a new expense `, the correct information needs to -be entered in order to re-invoice a customer. Select the *sales order* the expense will appear on in -the :guilabel:`Customer to Reinvoice` section, from the drop-down menu. Next, select the -:guilabel:`Analytic Account` the expense will be posted to. After the expense(s) are created, the -expense report needs to be :doc:`created ` and :ref:`submitted -` as usual. - -.. image:: expenses/reinvoice-expense.png - :align: center - :alt: Ensure the customer to be invoiced is called out on the expense. - -.. important:: - Selecting a :guilabel:`Customer to Reinvoice` when creating an expense is critical, since this is - what causes the expenses to be automatically invoiced after an expense report is approved. - - The :guilabel:`Customer to Reinvoice` field can be modified *until an expense report is* - **approved**, then the field is no longer able to be modified. - -Validate and post expenses --------------------------- - -Only employees with permissions (typically, managers or supervisors) can :doc:`approve expenses -`. Before approving an expense report, ensure the :guilabel:`Analytic -Distribution` is set on every expense line of a report. If an :guilabel:`Analytic Distribution` is -missing, assign the correct accounts from the drop-down menu, and click :guilabel:`Approve` or -:guilabel:`Refuse`. - -The accounting department is typically responsible for :doc:`posting 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)`. - -Invoice expenses ----------------- - -Once the :abbr:`SO (Sales Order)` has been updated, it is time to invoice the customer. After the -expense report has been approved and the journal entries have been posted, click the -:guilabel:`Sales Orders` smart button to open the :abbr:`SO (Sales Order)`. The expenses to be -re-invoiced are now on the :abbr:`SO (Sales Order)`. - -.. image:: expenses/sales-order.png - :align: center - :alt: After the expense report is posted to the journal entry, the sales order can be called up - by clicking on the sales order number. - -.. 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, the :guilabel:`Sales Orders` smart button will list the - number of :abbr:`SO (Sales Order)`'s. If multiple :abbr:`SO (Sales Order)`'s are listed, the - :guilabel:`Sales Orders` smart button opens a list view of all the :abbr:`SO (Sales Order)`'s on - the expense report. Click on a :abbr:`SO (Sales Order)` to open the individual :abbr:`SO (Sales - Order)`. - -The expenses are listed in the :abbr:`SO (Sales Order)` :guilabel:`Order Lines` tab. - -.. image:: 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 select if the invoice is for a :guilabel:`Regular -invoice`, a :guilabel:`Down payment (percentage)`, or a :guilabel:`Down payment (fixed amount)` by -clicking the radio button next to it. Then, click :guilabel:`Create Invoice`. The customer has now -been invoiced for the expenses. - - .. seealso:: - :doc:`expenses/log_expenses` - :doc:`expenses/expense_reports` - :doc:`expenses/approve_expenses` - :doc:`expenses/post_expenses` - :doc:`expenses/reimburse` + - :doc:`expenses/reinvoice_expenses` .. toctree:: :titlesonly: @@ -192,3 +100,4 @@ been invoiced for the expenses. expenses/approve_expenses expenses/post_expenses expenses/reimburse + expenses/reinvoice_expenses diff --git a/content/applications/finance/expenses/expense_reports.rst b/content/applications/finance/expenses/expense_reports.rst index e1896a178..c7ec5877e 100644 --- a/content/applications/finance/expenses/expense_reports.rst +++ b/content/applications/finance/expenses/expense_reports.rst @@ -11,6 +11,8 @@ Expenses are color-coded by status. Any expense with a status of :guilabel:`To R that still need to be added to an expense report) is shown in blue text. All other statuses (:guilabel:`To Submit`, :guilabel:`Submitted`, and :guilabel:`Approved`) the text appears in black. +.. _expenses/create_report: + Create expense reports ====================== diff --git a/content/applications/finance/expenses/post_expenses.rst b/content/applications/finance/expenses/post_expenses.rst index 57ef1b9b9..aa8869967 100644 --- a/content/applications/finance/expenses/post_expenses.rst +++ b/content/applications/finance/expenses/post_expenses.rst @@ -17,7 +17,7 @@ expense reports, navigate to :menuselection:`Expenses app --> Expense Reports`. **only** approved expense reports that need to be posted, adjust the filters on the left side, so only the :guilabel:`Approved` checkbox is ticked. -.. image:: post-expenses/post-reports.png +.. image:: post_expenses/post-reports.png :align: center :alt: View reports to post by clicking on expense reports, then reports to post. @@ -70,6 +70,6 @@ checkbox next to each report being approved. Next, click the :guilabel:`Post Entries` button. -.. image:: post-expenses/post-entries.png +.. image:: post_expenses/post-entries.png :align: center :alt: Post multiple reports at a time from the Expense Reports view, with the Approved filter. diff --git a/content/applications/finance/expenses/post-expenses/post-entries.png b/content/applications/finance/expenses/post_expenses/post-entries.png similarity index 100% rename from content/applications/finance/expenses/post-expenses/post-entries.png rename to content/applications/finance/expenses/post_expenses/post-entries.png diff --git a/content/applications/finance/expenses/post-expenses/post-reports.png b/content/applications/finance/expenses/post_expenses/post-reports.png similarity index 100% rename from content/applications/finance/expenses/post-expenses/post-reports.png rename to content/applications/finance/expenses/post_expenses/post-reports.png diff --git a/content/applications/finance/expenses/reinvoice-expense.png b/content/applications/finance/expenses/reinvoice-expense.png deleted file mode 100644 index 55d37dbab..000000000 Binary files a/content/applications/finance/expenses/reinvoice-expense.png and /dev/null differ diff --git a/content/applications/finance/expenses/reinvoice_expenses.rst b/content/applications/finance/expenses/reinvoice_expenses.rst new file mode 100644 index 000000000..bd54154f6 --- /dev/null +++ b/content/applications/finance/expenses/reinvoice_expenses.rst @@ -0,0 +1,151 @@ +=================== +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 `, referencing the +sales order the expense is added to, and then :ref:`creating an expense report +`. + +Next, managers :ref:`approve the expense report `, before the accounting +department :ref:`posts the journal entries `. + +Finally, once the expense report is posted to a journal, the expenses appears on the specified +:abbr:`SO (Sales Order)`. The :abbr:`SO (Sales Order)` is then :ref:`invoiced `, +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 + <../../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: + + - :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>` + +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`: + +- :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. + +.. _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. + +Next, select the :guilabel:`Analytic Distribution` the expense is posted to. Multiple accounts can +be selected, if desired. + +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%`. + +.. example:: + A painting company agrees to paint an office building that houses two different companies. During + the estimate, a meeting is held at the office location to discuss the project. + + Both companies agree to pay for the travel expenses for the painting company employees. When + creating the expenses for the mileage and hotels, **both companies** are listed in the + :guilabel:`Analytic Distribution` line, for 50% each. + +.. _expenses/reinvoice-report: + +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. + +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. + +.. 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. + +.. _expenses/reinvoice-approve: + +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. + +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 + `. + +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. + +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 +================ + +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. + +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)`. + +.. 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. + +.. 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. +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. diff --git a/content/applications/finance/expenses/reinvoice_expenses/analytic-dist.png b/content/applications/finance/expenses/reinvoice_expenses/analytic-dist.png new file mode 100644 index 000000000..0317ccab7 Binary files /dev/null and b/content/applications/finance/expenses/reinvoice_expenses/analytic-dist.png differ diff --git a/content/applications/finance/expenses/reinvoice_expenses/reinvoice-expense.png b/content/applications/finance/expenses/reinvoice_expenses/reinvoice-expense.png new file mode 100644 index 000000000..7a595b6f6 Binary files /dev/null and b/content/applications/finance/expenses/reinvoice_expenses/reinvoice-expense.png differ diff --git a/content/applications/finance/expenses/reinvoice_expenses/so-details.png b/content/applications/finance/expenses/reinvoice_expenses/so-details.png new file mode 100644 index 000000000..b7aa586b0 Binary files /dev/null and b/content/applications/finance/expenses/reinvoice_expenses/so-details.png differ diff --git a/content/applications/finance/expenses/sales-order.png b/content/applications/finance/expenses/sales-order.png deleted file mode 100644 index dd7ac9195..000000000 Binary files a/content/applications/finance/expenses/sales-order.png and /dev/null differ diff --git a/content/applications/finance/expenses/so-details.png b/content/applications/finance/expenses/so-details.png deleted file mode 100644 index e67671f3f..000000000 Binary files a/content/applications/finance/expenses/so-details.png and /dev/null differ