[IMP] Expenses: updaitng out of date information and images

closes odoo/documentation#4553

closes odoo/documentation#4666

X-original-commit: 01f40f24ba
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>

content/applications/finance/expenses.rst

@@ -4,231 +4,533 @@
 Expenses
 ========
 
-**Odoo Expenses** streamlines the management of expenses. Employees can submit their expenses;
-managers can approve them; accountants can record them and process the payments.
+Odoo **Expenses** streamlines the management of expenses.  After an employee submits their expenses
+in Odoo, the expenses are reviewed by management and accounting teams. Once approved, payments can
+then be processed and disbursed back to the employee for reimbursement(s).
 
 .. seealso::
-   - `Odoo Expenses: product page <https://www.odoo.com/app/expenses>`_
+   `Odoo Expenses: product page <https://www.odoo.com/app/expenses>`_
 
-How to set expense types
-========================
+Set expense types
+=================
 
-The first step to track expenses is to configure the expense types (managed as products in Odoo)
-that your company allows, from the *Configuration* menu.
-When a specific expense is reimbursed at a fixed price, set a cost on the product.
-Otherwise keep the cost at 0.0 and employees will report the real cost per expense.
+The first step to track expenses is to configure the different *expense types* for the company
+(managed as *products* in Odoo). Each "product" can be as specific or generalized as needed. Go to
+:menuselection:`Expenses app --> Configuration --> Expense Products` to view the current expensable
+products in a default kanban view.
 
-.. image:: expenses/product.png
+.. image:: expenses/products.png
    :align: center
+   :alt: Set expense costs on products.
 
-Here are some examples:
-
-* Restaurant:
-
-  * Cost: 0.00 (the cost of the ticket will be recorded on every expense)
-* Travel with Personal Car:
-
-  * Cost: 0.30 (the price per mile reimbursed by the company is fixed)
-* Hotel:
-
-  * Cost: 0.00 (the cost of the ticket will be recorded on every expense)
-
-* Others:
-
-  * Cost: 0.0
-
-Don't forget to set an expense tax on each expense type
-(and an account if you use Odoo Accounting).
-It's usually a good practice to use a tax that is configured
-with :ref:`Tax Included in Price <taxes/included-in-price>`.
-That way, employees report expenses with
-prices including taxes, which is usually the expected behaviour.
+To create a new expense product, click :guilabel:`Create`. A product form will appear. Only two
+fields are required, the :guilabel:`Product Name` and the :guilabel:`Unit of Measure`. Enter the
+:guilabel:`Product Name` in the field, and select the :guilabel:`Unit of Measure` from the drop-down
+menu (most products will be set to :guilabel:`Units`).
 
 .. tip::
-    The *Sales* app allows you to specify units of measure for your
-    expense types (units, miles, nights, etc.).
-    Go to :menuselection:`Sales --> Configuration --> Settings` and check
-    *Some products may be sold/purchased in different units of measure (advanced)*.
+   The *Sales* app is where specification on the units of measure are created and edited (e.g.
+   units, miles, nights, etc.). Go to :menuselection:`Sales app --> Configuration --> Settings` and
+   ensure `Units of Measure` is checked off in the `Product Catalog` section. Click on the
+   :guilabel:`Units of Measure` internal link to view, create, and edit the units of measure. Refer
+   to :doc:`this document </applications/inventory_and_mrp/inventory/management/products/uom>` to
+   learn more about units of measure and how to configure them.
 
-
-How to record expenses
-======================
-
-Manually
---------
-
-As an employee (Employee in user access rights), you can record
-expenses from :menuselection:`My Expenses --> Expenses to Submit`.
-
-.. image:: expenses/submit_01.png
+.. image:: expenses/new-expense-product.png
    :align: center
+   :alt: Set expense costs on products.
 
-1. Select the related product and enter either the total amount
-   you paid (with Quantity = 1) or the unit price if Quantity is
-   countable (e.g. number of hotel nights).
-2. Enter the expense date.
-3. Choose if you paid the bill on your own (and expect to be reimbursed)
-   or if the company paid directly (e.g. if you used a company's credit card).
-4. Set the bill reference, add some notes if requested and attach a
-   photo/scan of the receipt from the discussion thread.
-   That will help the manager and the accountant validate it.
+The :guilabel:`Cost` field on the product form is populated with a value of `0.00` by default. When
+a specific expense should always be reimbursed for a particular price, enter that amount in the
+:guilabel:`Cost` field. Otherwise, leave the :guilabel:`Cost` set to `0.00`, and employees will
+report the actual cost when submitting an expense report.
 
-.. image:: expenses/submit_02.png
+.. example::
+   Here are some examples for when to set a specific :guilabel:`Cost` on a product vs. leaving the
+   :guilabel:`Cost` at `0.00`:
+
+   - **Meals**: Set the :guilabel:`Cost` to `0.00`. When an employee logs an expense for a meal, they
+     enter the actual amount of the bill and will be reimbursed for that amount. An expense for a
+     meal costing $95.23 would equal a reimbursement for $95.23.
+   - **Mileage**: Set the :guilabel:`Cost` to `0.30`. When an employee logs an expense for
+     "mileage", they enter the number of miles driven, and are reimbursed 0.30 per mile they
+     entered. An expense for 100 miles would equal a reimbursement for $30.00.
+   - **Monthly Parking**: Set the :guilabel:`Cost` to `75.00`. When an employee logs an expense for
+     "monthly parking", the reimbursement would be for $75.00.
+   - **Expenses**: Set the :guilabel:`Cost` to `0.00`. When an employee logs an expense that is not
+     a meal, mileage, or monthly parking, they use the generic :guilabel:`Expenses` product. An
+     expense for a laptop costing $350.00 would be logged as an :guilabel:`Expenses` product, and
+     the reimbursement would be for $350.00.
+
+Select an :guilabel:`Expense Account` if using the Odoo *Accounting* app. It is recommended to check
+with the accounting department to determine the correct account to reference in this field as it
+will affect reports.
+
+Set a tax on each product in the :guilabel:`Vendor Taxes` and :guilabel:`Customer Taxes` fields if
+applicable. It is considered good practice to use a tax that is configured with :ref:`Tax Included
+in Price <taxes/included-in-price>`. Taxes will be automatically configured if this is set.
+
+.. _expenses/new:
+
+Record expenses
+===============
+
+Manually create a new expense
+-----------------------------
+
+To record a new expense, begin in the main :menuselection:`Expenses` app dashboard, which presents
+the default :guilabel:`My Expenses to Report` view. This view can also be accessed from
+:menuselection:`Expenses app --> My Expenses --> My Expenses to Report`.
+
+First, click :guilabel:`Create`, and then fill out the various fields on the form.
+
+- :guilabel:`Description`: Enter a short description for the expense in the :guilabel:`Description`
+  field. This should be short and informative, such as `lunch with client` or `hotel for
+  conference`.
+- :guilabel:`Product`: Select the product from the drop-down menu that most closely corresponds to
+  the expense. For example, an airplane ticket would be appropriate for an expense
+  :guilabel:`Product` named :guilabel:`Air Travel`.
+- :guilabel:`Unit Price`: Enter the total amount paid for the expense in one of two ways:
+
+  #. If the expense is for one single item/expense, enter the cost in the :guilabel:`Unit Price`
+     field, and leave the :guilabel:`Quantity` `1.00`.
+  #. If the expense is for multiples of the same item/expense, enter the price *per unit* in the
+     :guilabel:`Unit Price` field, and enter the *quantity of units* in the :guilabel:`Quantity`
+     field.
+
+     .. example::
+        In the case of a hotel stay, for example, the :guilabel:`Unit Price` would be set as the
+        cost *per night*, and set the :guilabel:`Quantity` to the *number of nights* stayed.
+
+- :guilabel:`Taxes`: If taxes were paid on the expense, select the tax percentage using the
+  drop-down menu. Tax options are pre-configured based on the localization setting selected when the
+  database was created. Adding any new taxes should only be done when necessary.
+
+  .. note::
+     When a tax is selected, the :guilabel:`Total` value will update in real time to show the added
+     taxes.
+
+- :guilabel:`Paid By`: Click the radio button to indicate who paid for the expense and should be
+  reimbursed. If the employee paid for the expense (and should be reimbursed) select
+  :guilabel:`Employee (to reimburse)`. If the company paid directly instead (e.g. if the company
+  credit card was used to pay for the expense) select :guilabel:`Company`.
+- :guilabel:`Expense Date`: Using the calendar module, enter the date the expense was incurred. Use
+  the :guilabel:`< (left)` and :guilabel:`> (right)` arrows to navigate to the correct month, then
+  click on the specific day to enter the selection.
+- :guilabel:`Bill Reference`: If there is any reference text that should be included for the
+  expense, enter it in this field.
+- :guilabel:`Account`: Select the expense account that this expense should be logged on from the
+  drop-down menu.
+- :guilabel:`Employee`: Using the drop-down menu, select the employee this expense is for.
+- :guilabel:`Customer to Reinvoice`: If the expense is something that should be paid for by a
+  customer, select the customer that will be invoiced for this expense from the drop-down menu. For
+  example, if a customer wishes to have an on-site meeting, and agrees to pay for the expenses
+  associated with it (such as travel, hotel, meals, etc.), then all expenses tied to that meeting
+  would indicate that customer as the :guilabel:`Customer to Reinvoice`.
+- :guilabel:`Analytic Account`: Select the account the expense should be written against from the
+  drop-down menu.
+- :guilabel:`Company`: If multiple companies are set-up, select the company this expense should be
+  filed for from the drop-down menu. If there is only one company, this field will be automatically
+  populated.
+- :guilabel:`Notes...`: If any notes are needed in order to clarify the expense, enter them in the
+  notes field.
+
+Once all the fields have been filled out, click :guilabel:`Save`.
+
+.. image:: expenses/expense-filled-in.png
    :align: center
+   :alt: A filled in expense form for a client lunch.
 
-In one click from emails
-------------------------
+Attach a receipt
+~~~~~~~~~~~~~~~~
 
-Let your employees record their expenses from a simple email.
-Make a snapshot of the receipt and send it by email, or simply forward a bill!
+After the expense is saved, the next step is to attach a receipt. A new :guilabel:`Attach Receipt`
+button appears after the entry is saved, beneath the former :guilabel:`Save` button (which turns
+into an :guilabel:`Edit` button).
 
-The only thing to do is setting up an email alias in
-:menuselection:`Expenses --> Configuration --> Settings` (e.g. *expenses* @mycompany.odoo.com).
-For security purposes, only authenticated employee emails
-(cfr. *Work Email* in employee detail form) are accepted.
-
-.. tip::
-    The expense product is set automatically if the mail subject contains
-    the product's internal reference in first position.
-    Type the expense amount in the mail subject to set it on the expense too (e.g. Ref001 Food 100€).
-
-How to submit expenses to managers
-==================================
-
-When you are ready to submit your expenses to your manager
-(e.g. at the end of a business trip, or once a month),
-go to the menu :menuselection:`My Expenses --> Expenses to Submit`. Select all expenses
-from the list view and click on :menuselection:`Action --> Submit to Manager`.
-Save the newly created expense report (i.e. set of expenses),
-and wait for your manager to approve it.
-
-.. image:: expenses/submit_03.png
+.. image:: expenses/save-receipt.png
    :align: center
+   :alt: Attach a receipt after saving the record.
 
-You can also submit expenses one by one from the *Submit to Manager*
-button on the form view of an expense.
+Click the new :guilabel:`Attach Receipt` button, and a file explorer appears. Navigate to the
+receipt to be attached, and click :guilabel:`Open`. A new :guilabel:`Receipts` smart button appears
+at the top, and the new receipt is recorded in the chatter. More than one receipt can be attached to
+an individual expense, as needed. The number of receipts attached to the expense will be noted on
+the smart button.
 
-All your submitted expense reports can be found in
-:menuselection:`Expenses --> My Expenses --> Expense Reports`.
-
-
-How to approve expenses
-=======================
-
-HR and team managers get an overview of all expense reports to
-validate from the top menu :menuselection:`To Approve --> Expense Reports to Approve`.
-Such users must have at least *Officers* access rights for *Expenses*.
-
-.. image:: expenses/approval_01.png
+.. image:: expenses/receipt-smartbutton.png
    :align: center
+   :alt: Attach a receipt after saving the record.
 
-They can review expense reports, approve or reject them, as well as providing
-feedback thanks to the integrated communication tool.
+Automatically create new expenses from an email
+-----------------------------------------------
 
-.. image:: expenses/approval_02.png
+Instead of individually creating each expense in the *Expenses* app, expenses can be automatically
+created by sending an email to an email alias.
+
+To do so, first, an email alias needs to be configured. Go to :menuselection:`Expenses app -->
+Configuration --> Settings`. Ensure :guilabel:`Incoming Emails` is checked off.
+
+.. image:: expenses/email-alias.png
    :align: center
-
-As a team manager you can easily find the expense reports of your team members.
-You need to be set as manager in the detail form of those employees.
-
-.. image:: expenses/approval_03.png
-   :align: center
-
-
-How to post expenses in accounting
-==================================
-
-Once expense reports approved by managers, the accounting department
-goes to :menuselection:`Expenses --> Accountant --> Expense Reports To Post` to check
-accounts, products and taxes. They can click *Post Journal Entries*
-to post related journal entries into your books.
-To do so, the user must have following access rights:
-
-* Accounting: Accountant or Adviser
-* Expenses: Manager
+   :alt: Create the domain alias by clicking the link.
 
 .. note::
-    To post an expense, a *Home Address* must be set on the employee.
-    If you get a related blocking message when posting, click the employee,
-    go to *Personal Information* tab and select/create the contact of your employee
-    in the address book.
-    A contact has been automatically created if this person is using Odoo.
+   If the domain alias needs to be set up, :guilabel:`Setup your domain alias` will appear beneath
+   the incoming emails check box instead of the email address field. Refer to this documentation for
+   setup instructions and more information: :doc:`/administration/maintain/domain_names`. Once the
+   domain alias is configured, the email address field will be visible beneath the incoming emails
+   section.
 
-How to reimburse employees
-==========================
+Next, enter the email address to be used in the email field, then click :guilabel:`Save`. Now that
+the email address has been entered, emails can be sent to that alias to create new expenses without
+having to be in the Odoo database.
 
-You can now see all the expense reports to reimburse in
-:menuselection:`Expenses --> Accountant --> Expense Reports To Pay`.
-To record the payment or pay by check, click *Register a Payment*.
+To submit an expense via email, create a new email and enter the product's *internal reference* code
+(if available) and the amount of the expense in the email subject. Next, attach the receipt to the
+email. Odoo creates the expense by taking the information in the email subject and combining it with
+the receipt.
 
-See how you can easily manage the payment process in Odoo:
+To check an expense product's internal reference, go to :menuselection:`Expenses app -->
+Configuration --> Expense Products`. If an internal reference is listed on the product, it is
+visible in this view as :guilabel:`(Ref###)`.
 
-* :doc:`accounting/payments/pay_checks`
-* :doc:`accounting/payments/pay_sepa`
+.. image:: expenses/internal-ref-numbers.png
+   :align: center
+   :alt: Internal reference numbers are listed in the main Expense Products view.
 
+To add an internal reference on an expense product, click on the product, then click
+:guilabel:`Edit`. In edit mode, enter the :guilabel:`Internal Reference` in the field. Beneath the
+:guilabel:`Internal Reference` field, this sentence appears: :guilabel:`Use this reference as a
+subject prefix when submitting by email.`.
 
-How to re-invoice expenses to your customers
-============================================
+.. image:: expenses/meals-internal-reference.png
+   :align: center
+   :alt: Internal reference numbers are listed in the main Expense Products view.
 
-If you track expenses on customer projects, you can charge them back to
-your customers automatically.
+.. note::
+   For security purposes, only authenticated employee emails are accepted by Odoo when creating an
+   expense from an email. To confirm an authenticated employee email address, go to the employee
+   card in the :guilabel:`Employees` app, and refer to the :guilabel:`Work Email` in the main field.
+
+   .. image:: expenses/authenticated-email-address.png
+      :align: center
+      :alt: Create the domain alias by clicking the link.
+
+.. example::
+   If submitting an expense via email for a $25.00 meal during a work trip, the email subject would
+   be `Ref005 Meal $25.00`.
+
+   Explanation:
+
+   - The :guilabel:`Internal Reference` for the expense product `Meals` is `Ref005`
+   - The :guilabel:`Cost` for the expense is `$25.00`
+
+Create an expense report
+========================
+
+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. Go to the main :menuselection:`Expenses` app dashboard, which
+displays a default :guilabel:`My Expenses` view, or go to :menuselection:`Expenses app --> My
+Expenses --> My Expenses to Report`.
+
+First, each individual expense for the report must be selected by clicking the check box next to
+each entry, or quickly select all the expenses in the list by clicking the check box next to
+:guilabel:`Expense Date`.
+
+.. image:: expenses/create-report.png
+   :align: center
+   :alt: Select the expenses to submit, then create the report.
+
+Once the expenses have been selected, click the :guilabel:`Create Report` button. The new report
+appears with all the expenses listed, and the number of documents is visible in the
+:guilabel:`Documents` smart button.
+
+It is recommended to add a short summary for each report to help keep expenses organized. Click the
+:guilabel:`Edit` button, and the :guilabel:`Expense Report Summary` field appears. Enter a short
+description for the expense report (such as `Client Trip NYC`, or `Repairs for Company Car`). Next,
+select a :guilabel:`Manager` from the drop-down menu to assign a manager to review the report.
+
+.. image:: expenses/expense-report-summary.png
+   :align: center
+   :alt: Enter a short description and select a manager for the report.
+
+If some expenses are not on the report that should be, they can still be added. Click :guilabel:`Add
+a line` at the bottom of the :guilabel:`Expense` tab. Click the check box next to each expense to
+add, then click :guilabel:`Select`. The items now appear on the report that was just created.
+
+.. image:: expenses/add-an-expense-line.png
+   :align: center
+   :alt: Add more expenses to the report before submitting.
+
+.. note::
+   :guilabel:`Add a line` only appears when the document is in edit mode. It does not appear
+   otherwise.
+
+When all edits have been completed, click :guilabel:`Save`.
+
+Submit an expense report
+------------------------
+
+When an expense report is completed, the next step is to submit the report to a manager for
+approval. Reports must be individually submitted, and cannot be submitted in batches. Open the
+specific report from the list of expense reports (if the report is not already open). To view all
+expense reports, go to :menuselection:`Expenses app --> My Expenses --> My Reports`.
+
+If the list is large, grouping the results by status may be helpful since only reports that are in a
+:guilabel:`Draft` mode need to be submitted, reports with an :guilabel:`Approved` or
+:guilabel:`Submitted` status do not.
+
+.. image:: expenses/expense-status.png
+   :align: center
+   :alt: Submit the report to the manager.
+
+.. note::
+   The status of each report is shown in the :guilabel:`Status` column on the far right. If the
+   :guilabel:`Status` column is not visible, click the :guilabel:`⋮ (additional options)` icon at
+   the end of the row, and check the box next to :guilabel:`Status`.
+
+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::
+   The :ref:`expenses/approve`, :ref:`expenses/post`, and :ref:`expenses/reimburse` sections are
+   **only** for users with the *necessary rights*.
+
+.. _expenses/approve:
+
+Approve expenses
+================
+
+In Odoo, not just anyone can approve expense reports— only users with the necessary rights (or
+permissions) can. This means that a user must have at least *Team Approver* rights for the
+*Expenses* app. Employees with the necessary rights can review expense reports, and approve or
+reject them, as well as provide feedback thanks to the integrated communication tool.
+
+To see who has rights to approve, go to the main :menuselection:`Settings` app and click on
+:guilabel:`Manage Users`.
+
+.. note::
+   If the *Settings* app is not available, then certain rights are not set on the account. In the
+   :guilabel:`Access Rights` tab of a user's card in the :menuselection:`Settings` app, the
+   :guilabel:`Administration` section is set to one of three options:
+
+   - :guilabel:`None (blank)`: The user cannot access the *Settings* app at all.
+   - :guilabel:`Access Rights`: The user can only view the :guilabel:`User's & Companies` section of
+     the *Settings* app.
+   - :guilabel:`Settings`: The user has access to the entire *Settings* app with no restrictions.
+
+   Please refer to :doc:`this document </applications/general/users/manage_users>` to learn more
+   about managing users and their access rights.
+
+Click on an individual to view their card, which displays the :guilabel:`Access Rights` tab in the
+default view. Scroll down to the :guilabel:`Human Resources` section. Under :guilabel:`Expenses`,
+there are four options:
+
+- :guilabel:`None (blank)`: A blank field means the user has no rights to view or approve expense
+  reports, and can only view their own.
+- :guilabel:`Team Approver`: The user can only view and approve expense reports for their own
+  specific team.
+- :guilabel:`All Approver`: The user can view and approve any expense report.
+- :guilabel:`Administrator`: The user can view and approve any expense report as well as access the
+  reporting and configuration menus in the *Expenses* app.
+
+Users who are able to approve expense reports (typically managers) can easily view all expense
+reports to validate. Go to :menuselection:`Expenses app --> Expense Reports  --> Reports to
+Approve`. This view lists all the expense reports that have been submitted but not approved, as
+noted by the :guilabel:`Submitted` tag in the status column.
+
+.. image:: expenses/reports-to-approve.png
+   :align: center
+   :alt: Reports to validate are found on the Reports to Approve page.
+
+Reports can be approved in two ways (individually or several at once) and refused only one way. To
+approve multiple expense reports at once, remain in the list view. First, select the reports to
+approve by clicking the check box next to each report, or click the box next to :guilabel:`Employee`
+to select all reports in the list. Next, click on the :guilabel:`⚙️ Action (gear)` icon, then click
+:guilabel:`Approve Report`.
+
+.. image:: expenses/approve-report.png
+   :align: center
+   :alt: Approve multiple reports by clicking the checkboxes next to each report.
+
+To approve an individual report, click on a report to go to a detailed view of that report. In this
+view, several options are presented: :guilabel:`Approve`, :guilabel:`Refuse`, or :guilabel:`Reset to
+draft`. Click :guilabel:`Approve` to approve the report.
+
+If :guilabel:`Refuse` is clicked, a pop-up window appears. Enter a brief explanation for the refusal
+in the :guilabel:`Reason to refuse Expense` field, then click :guilabel:`Refuse`.
+
+.. image:: expenses/refuse-expense.png
+   :align: center
+   :alt: Send messages in the chatter.
+
+Team managers can easily view all the expense reports for their team members. While in the
+:guilabel:`Reports to Approve` view, click on :guilabel:`Filters`, then click :guilabel:`My Team`.
+This presents all the reports for the manager's team.
+
+.. image:: expenses/my-team-filter.png
+   :align: center
+   :alt: Select the My Team filter.
+
+.. note::
+   If more information is needed, such as a receipt is missing, communication is easy from the
+   chatter. In an individual report, simply type in a message, tagging the proper person (if
+   needed), and post it to the chatter by clicking :guilabel:`Send`. The message is posted in the
+   chatter, and the person tagged will be notified via email of the message, as well as anyone
+   following.
+
+   .. image:: expenses/chatter.png
+      :align: center
+      :alt: Send messages in the chatter.
+
+.. _expenses/post:
+
+Post expenses in accounting
+===========================
+
+Once an expense report is approved, the next step is to post the report to the accounting journal.
+To view all expense reports to post, go to :menuselection:`Expenses --> Expense Reports --> Reports
+To Post`.
+
+.. image:: expenses/post-reports.png
+   :align: center
+   :alt: View reports to post by clicking on expense reports, then reports to post.
+
+Just like approvals, expense reports can be posted in two ways (individually or several at once). To
+post multiple expense reports at once, remain in the list view. First, select the reports to post by
+clicking the check box next to each report, or click the box next to :guilabel:`Employee` to select
+all reports in the list. Next, click on the :guilabel:`⚙️ Action (gear)` icon, then click
+:guilabel:`Post Entries`.
+
+.. image:: expenses/post-entries.png
+   :align: center
+   :alt: Post multiple reports from the Post Entries view.
+
+To post an individual report, click on a report to go to the detailed view of that report. In this
+view, several options are presented: :guilabel:`Post Journal Entries`, :guilabel:`Report In Next
+Payslip`, or :guilabel:`Refuse`. Click :guilabel:`Post Journal Entries` to post the report.
+
+If :guilabel:`Refuse` is clicked, a pop-up window appears. Enter a brief explanation for the refusal
+in the :guilabel:`Reason to refuse Expense` field, then click :guilabel:`Refuse`. Refused reports
+can be viewed by going to :menuselection:`Expenses app --> Expense Reports  --> All Reports`. This
+list shows all reports, including the refused ones.
+
+.. note::
+   To post expense reports to an accounting journal, the user must have following access rights:
+
+   - Accounting: Accountant or Adviser
+   - Expenses: Manager
+
+.. _expenses/reimburse:
+
+Reimburse employees
+===================
+
+After an expense report is posted to an accounting journal, the next step is to reimburse the
+employee. To view all expense reports to pay, go to :menuselection:`Expenses --> Expense Reports -->
+Reports To Pay`.
+
+.. image:: expenses/reports-to-pay.png
+   :align: center
+   :alt: View reports to pay by clicking on expense reports, then reports to pay.
+
+Just like approvals and posting, expense reports can be paid in two ways (individually or several at
+once). To pay multiple expense reports at once, remain in the list view. First, select the reports
+to pay by clicking the check box next to each report, or click the box next to :guilabel:`Employee`
+to select all reports in the list. Next, click on the :guilabel:`⚙️ Action (gear)` icon, then click
+:guilabel:`Register Payment`.
+
+.. image:: expenses/register-payment.png
+   :align: center
+   :alt: Post multiple reports by clicking the checkboxes, clicking the gear, then post the entries.
+
+To pay an individual report, click on a report to go to a detailed view of that report. Click
+:guilabel:`Register Payment` to pay the employee.
+
+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 report, then creating a sales order with the expensed
+items on it. Then, managers approve the expense report, and the accounting department posts the
+journal entries. Finally, the customer is invoiced.
 
 Setup
 -----
 
--  Enable **Customer Billing** in the Expenses settings
+First, specify the invoicing policy for each expense product. Go to :menuselection:`Expenses app -->
+Configuration --> Expense Products`. Click on the expense product to edit, then click
+:guilabel:`Edit`. Under the :guilabel:`Invoicing` section, select the :guilabel:`Invoicing Policy`
+and :guilabel:`Re-Invoicing Policy` by clicking the radio button next to the desired selection.
 
--  Go to the product configuration menu and set the invoicing method on
-   all your Expense types:
+:guilabel:`Invoicing Policy`:
 
-   -  Ordered quantities: it will invoice expenses based on the ordered
-      quantity
+- :guilabel:`Ordered quantities`: Expense product will only invoice expenses based on the ordered
+  quantity.
+- :guilabel:`Delivered quantities`: Expense product will only invoice expenses based on the
+  delivered quantity.
 
-   -  Delivered quantities: it will invoice expenses based on the
-      expenses quantity
+:guilabel:`Re-Invoicing Policy`:
 
-   -  At cost: will invoice expenses at their real cost.
+- :guilabel:`No`: Expense product will not be re-invoiced.
+- :guilabel:`At cost`: Expense product will invoice expenses at their real cost.
+- :guilabel:`At sales price`: Expense product will invoice the price set on the sale order.
 
-   -  At sales price: will invoice based on a fixed sales price set on
-      the sale order.
+Create an expense
+-----------------
 
-.. image:: expenses/invoicing_01.png
-  :align: center
+First, when :ref:`creating a new expense <expenses/new>`, the correct information needs to be
+entered in order to re-invoice a customer. Select the :guilabel:`Customer to Reinvoice` from the
+drop-down menu. Next, select the :guilabel:`Analytic Account` the expense will be posted to.
 
-Create an order
----------------
+.. image:: expenses/reinvoice-expense.png
+   :align: center
+   :alt: Ensure the customer to be invoiced is called out on the expense.
 
--  As a salesman, create and confirm a Sales Order for the services
-   delivered to your customer. If you don't put any expense in the
-   order, it will be added automatically once posted by the
-   accountant.
+Create a quote and sales order
+------------------------------
 
--  Link the expense to the Sale Order.
+In the :menuselection:`Sales` app, create a quote for the customer being invoiced, listing the
+expense products. First, click :guilabel:`Create` to create a new quotation. Next, select the
+:guilabel:`Customer` being invoiced for the expenses from the drop-down menu.
 
-.. image:: expenses/invoicing_02.png
-  :align: center
+In the :guilabel:`Order Lines` tab, click :guilabel:`Add a product`. In the :guilabel:`Product`
+field, select the first item being invoiced from the drop-down menu, or type in the product name.
+Then, update the :guilabel:`Quantity`, the :guilabel:`Delivered` quantity, and the :guilabel:`Unit
+Price` if needed. Repeat this for all products being invoiced. When all the products have been added
+to the quote, click :guilabel:`Confirm` and the quotation becomes a sales order.
 
-Submit, validate and post expenses
-----------------------------------
+.. image:: expenses/expenses-salesorder.png
+   :align: center
+   :alt: Create and confirm the sales order with the expenses listed as products.
 
--  As a manager, make sure the analytic account is set on every expense
-   line on approving expenses reports. Click the line to add one if
-   missing. Employees are already able to set one when submitting.
+Once the quote turns into a sales order, a :guilabel:`Delivered` column appears. The delivered
+quantity must be updated for each item. Click on the `0.000` field for each product, and enter the
+delivered quantity. When all delivered quantities have been entered, click :guilabel:`Save`.
 
-.. image:: expenses/invoicing_03.png
-  :align: center
+Validate and post expenses
+--------------------------
 
--  As an accountant, post journal entries.
+Only employees with permissions (typically managers or supervisors) can :ref:`approve expenses
+<expenses/approve>`. Before approving an expense report, ensure the :guilabel:`Analytic Account` is
+set on every expense line of a report. If an :guilabel:`Analytic Account` is missing, click
+:guilabel:`Edit` and select the correct account from the drop-down menu, then click
+:guilabel:`Approve` or :guilabel:`Refuse`.
+
+The accounting department is typically responsible for :ref:`posting journal entries
+<expenses/post>`. Once an expense report is approved, it can then be posted.
 
 Invoice expenses
 ----------------
 
-Now you can invoice the order. It shows up in
-:menuselection:`Sales --> Invoicing --> Sales`
-to Invoice. The expenses have been added automatically in the order
-lines. Such items show up in blue (i.e. to invoice).
+Once the quote has turned into a sales order, and the expense report has been approved, it is time
+to invoice the customer. Go to :menuselection:`Sales app --> To Invoice --> Orders to Invoice` to
+view the sales orders ready to be invoiced.
 
-.. image:: expenses/invoicing_04.png
-  :align: center
-
-e (i.e. to invoice).
+Next, find the sales order related to the expense report, click into it, and then click
+:guilabel:`Create Invoice` and a :guilabel:`Create invoices` pop-up window appears. Select if the
+invoice is a :guilabel:`Regular invoice`, :guilabel:`Down payment (percentage)`, or :guilabel:`Down
+payment (fixed amount)` by clicking the radio button next to the selection. For either down payment
+options, enter the amount (fixed or percentage) in the :guilabel:`Down Payment Amount` field.
+Finally, click either :guilabel:`create and view invoice` or :guilabel:`create invoice`.