[IMP] Expenses: updating for new 16 design

closes odoo/documentation#4847

X-original-commit: 0433e84a0c
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>

content/applications/finance/expenses.rst

@@ -4,34 +4,42 @@
 Expenses
 ========
 
-Odoo **Expenses** streamlines the management of expenses.  After an employee submits their expenses
+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>`_
 
-Set expense types
+Set expense categories
-=================
+======================
 
-The first step to track expenses is to configure the different *expense types* for the company
+The first step to track expenses is to configure the different types of expenses for the company
-(managed as *products* in Odoo). Each "product" can be as specific or generalized as needed. Go to
+(managed as *expense categories* in Odoo). Each category can be as specific or generalized as
-:menuselection:`Expenses app --> Configuration --> Expense Products` to view the current expensable
+needed. Go to :menuselection:`Expenses app --> Configuration --> Expense Categories` to view the
-products in a default kanban view.
+current expensable categories in a default list view.
 
-.. image:: expenses/products.png
+.. image:: expenses/categories.png
    :align: center
    :alt: Set expense costs on products.
 
-To create a new expense product, click :guilabel:`Create`. A product form will appear. Only two
+To create a new expense category, click :guilabel:`New`. A product form will appear, with the
-fields are required, the :guilabel:`Product Name` and the :guilabel:`Unit of Measure`. Enter the
+description field labeled :guilabel:`Product Name`.
-: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`).
+.. note::
+   Expense categories are managed like products in Odoo. The expense category form follows the
+   standard product form in Odoo, and the information entered is similar. Expense products will be
+   referred to as expense categories throughout this document since the main menu refers to these as
+   :guilabel:`Expense Categories`.
+
+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 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
+   ensure `Units of Measure` is enabled 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.
@@ -45,16 +53,23 @@ a specific expense should always be reimbursed for a particular price, enter tha
 :guilabel:`Cost` field. Otherwise, leave the :guilabel:`Cost` set to `0.00`, and employees will
 report the actual cost when submitting an expense report.
 
+.. note::
+   The :guilabel:`Cost` field is always visible on the expense category form, but the
+   :guilabel:`Sales Price` field is *only* visible if the :guilabel:`Sales Price` is selected under
+   the :guilabel:`Re-Invoice Expenses` section. Otherwise, the :guilabel:`Sales Price` field is
+   hidden.
+
 .. 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
+   - **Meals**: Set the :guilabel:`Cost` to `0.00`. When an employee logs an expense for a meal,
-     enter the actual amount of the bill and will be reimbursed for that amount. An expense for a
+     they enter the actual amount of the bill and will be reimbursed for that amount. An expense for
-     meal costing $95.23 would equal a reimbursement for $95.23.
+     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
+     "mileage", they enter the number of miles driven in the :guilabel:`Quantity` field, and are
-     entered. An expense for 100 miles would equal a reimbursement for $30.00.
+     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
@@ -66,7 +81,7 @@ Select an :guilabel:`Expense Account` if using the Odoo *Accounting* app. It is
 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
+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.
 
@@ -79,64 +94,74 @@ 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
+the default :guilabel:`My Expenses` view. This view can also be accessed from
-:menuselection:`Expenses app --> My Expenses --> My Expenses to Report`.
+:menuselection:`Expenses app --> My Expenses --> My Expenses`.
 
-First, click :guilabel:`Create`, and then fill out the various fields on the form.
+First, click :guilabel:`New`, 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
+- :guilabel:`Category`: Select the expense category from the drop-down menu that most closely
-  the expense. For example, an airplane ticket would be appropriate for an expense
+  corresponds to the expense. For example, an airplane ticket would be appropriate for an expense
-  :guilabel:`Product` named :guilabel:`Air Travel`.
+  :guilabel:`Category` named :guilabel:`Air Travel`.
-- :guilabel:`Unit Price`: Enter the total amount paid for the expense in one of two ways:
+- :guilabel:`Total`: 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`
+  #. If the expense is for one single item/expense, and the category selected was for a single item,
-     field, and leave the :guilabel:`Quantity` `1.00`.
+     enter the cost in the :guilabel:`Total` field (the :guilabel:`Quantity` field is hidden).
-  #. If the expense is for multiples of the same item/expense, enter the price *per unit* in the
+  #. If the expense is for multiples of the same item/expense with a fixed price, the
-     :guilabel:`Unit Price` field, and enter the *quantity of units* in the :guilabel:`Quantity`
+     :guilabel:`Unit Price` is displayed. Enter the quantity in the :guilabel:`Quantity` field, and
-     field.
+     the total cost is automatically updated with the correct total (the :guilabel:`Unit Price` x
+     the :guilabel:`Quantity` = the total). Be advised, the word "total" does not appear, the total
+     cost simply appears below the :guilabel:`Quantity`.
 
      .. example::
-        In the case of a hotel stay, for example, the :guilabel:`Unit Price` would be set as the
+        For example, in the case of mileage driven, the :guilabel:`Unit Price` is populated as the
-        cost *per night*, and set the :guilabel:`Quantity` to the *number of nights* stayed.
+        cost *per mile*. Set the :guilabel:`Quantity` to the *number of miles* driven, and the total
+        is calculated.
 
-- :guilabel:`Taxes`: If taxes were paid on the expense, select the tax percentage using the
+- :guilabel:`Included Taxes`: If taxes were configured on the expense category, the tax percentage
-  drop-down menu. Tax options are pre-configured based on the localization setting selected when the
+  and amount appear automatically after entering either the :guilabel:`Total` or the
-  database was created. Adding any new taxes should only be done when necessary.
+  :guilabel:`Quantity`.
 
   .. note::
-     When a tax is selected, the :guilabel:`Total` value will update in real time to show the added
+     When a tax is configured on an expense category, the :guilabel:`Included Taxes` value will
-     taxes.
+     update in real time as the :guilabel:`Total` or :guilabel:`Quantity` is updated.
 
+- :guilabel:`Employee`: Using the drop-down menu, select the employee this expense is for.
 - :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`.
+  credit card was used to pay for the expense) select :guilabel:`Company`. Depending on the expense
+  category selected, this field may not appear.
+- :guilabel:`Bill Reference`: If there is any reference text that should be included for the
+  expense, enter it in this field.
 - :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
+  customer, select the :abbr:`SO (Sales Order)` and customer that will be invoiced for this expense
-  example, if a customer wishes to have an on-site meeting, and agrees to pay for the expenses
+  from the drop-down menu. All sales orders in the drop-down menu list both the :abbr:`SO (Sales
-  associated with it (such as travel, hotel, meals, etc.), then all expenses tied to that meeting
+  Order)` as well as the company the sales order is written for, but after the expense is saved, the
-  would indicate that customer as the :guilabel:`Customer to Reinvoice`.
+  customer name disappears and only the :abbr:`SO (Sales Order)` is visible on the expense.
-- :guilabel:`Analytic Account`: Select the account the expense should be written against from the
+
-  drop-down menu.
+  .. example::
-- :guilabel:`Company`: If multiple companies are set-up, select the company this expense should be
+     A customer wishes to have an on-site meeting for a custom garden (design and installation) and
-  filed for from the drop-down menu. If there is only one company, this field will be automatically
+     agrees to pay for the expenses associated with it (such as travel, hotel, meals, etc.). All
-  populated.
+     expenses tied to that meeting would indicate the sales order for the custom garden (which also
+     references the customer) as the :guilabel:`Customer to Reinvoice`.
+
+- :guilabel:`Analytic Distribution`: Select the account(s) the expense should be written against
+  from the drop-down menu for either :guilabel:`Projects`, :guilabel:`Departments`, or both.
+  Multiple accounts can be listed for each category if needed. Adjust the percentage for each
+  analytic account by typing in the percentage value next to the account.
+- :guilabel:`Company`: If multiple companies are set up, select the company this expense should be
+  filed for from the drop-down menu. The current company will automatically populate this field.
 - :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.
@@ -144,23 +169,37 @@ Once all the fields have been filled out, click :guilabel:`Save`.
 Attach a receipt
 ~~~~~~~~~~~~~~~~
 
-After the expense is saved, the next step is to attach a receipt. A new :guilabel:`Attach Receipt`
+After the expense is created, the next step is to attach a receipt. Click the :guilabel:`Attach
-button appears after the entry is saved, beneath the former :guilabel:`Save` button (which turns
+Receipt` button, and a file explorer appears. Navigate to the receipt to be attached, and click
-into an :guilabel:`Edit` button).
+:guilabel:`Open`. The new receipt is recorded in the chatter, and the number of receipts will appear
+next to the :guilabel:`📎 (paperclip)` icon beneath the expense form. 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 paperclip icon.
 
-.. image:: expenses/save-receipt.png
+.. image:: expenses/receipt-icon.png
    :align: center
-   :alt: Attach a receipt after saving the record.
+   :alt: Attach a receipt and it appears in the chatter.
 
-Click the new :guilabel:`Attach Receipt` button, and a file explorer appears. Navigate to the
+Create new expenses from a scanned receipt
-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.
 
-.. image:: expenses/receipt-smartbutton.png
+Rather than manually inputting all of the information for an expense, expenses can be created by
+scanning a PDF receipt.
+
+First, in the main :guilabel:`Expenses` app dashboard view (this view can also be accessed from
+:menuselection:`Expenses app --> My Expenses --> My Expenses`), click :guilabel:`Scan`, and a file
+explorer pops up. Navigate to the receipt to be uploaded, click on it to select it, and then click
+:guilabel:`Open`.
+
+.. image:: expenses/scan.png
    :align: center
-   :alt: Attach a receipt after saving the record.
+   :alt: Create an expense by scanning a receipt. Click Scan at the top of the Expenses dashboard
+         view.
+
+The receipt is scanned, and a new entry is created with today's date as the :guilabel:`Expense
+Date`, and any other fields it can populate based on the scanned data, such as the total. Click on
+the new entry to open the individual expense form, and make any changes needed. The scanned receipt
+appears in the chatter.
 
 Automatically create new expenses from an email
 -----------------------------------------------
@@ -169,7 +208,7 @@ Instead of individually creating each expense in the *Expenses* app, expenses ca
 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.
+Configuration --> Settings`. Ensure :guilabel:`Incoming Emails` is enabled.
 
 .. image:: expenses/email-alias.png
    :align: center
@@ -182,36 +221,35 @@ Configuration --> Settings`. Ensure :guilabel:`Incoming Emails` is checked off.
    domain alias is configured, the email address field will be visible beneath the incoming emails
    section.
 
-Next, enter the email address to be used in the email field, then click :guilabel:`Save`. Now that
+Next, enter the email address to be used in the email field, and then click :guilabel:`Save`. Now
-the email address has been entered, emails can be sent to that alias to create new expenses without
+that the email address has been entered, emails can be sent to that alias to create new expenses
-having to be in the Odoo database.
+without having to be in the Odoo database.
 
 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.
 
-To check an expense product's internal reference, go to :menuselection:`Expenses app -->
+To check an expense categories internal reference, go to :menuselection:`Expenses app -->
-Configuration --> Expense Products`. If an internal reference is listed on the product, it is
+Configuration --> Expense Categories`. If an internal reference is listed on the expense category,
-visible in this view as :guilabel:`(Ref###)`.
+it is listed in the :guilabel:`Internal Reference` column.
 
-.. image:: expenses/internal-ref-numbers.png
+.. image:: expenses/ref.png
    :align: center
-   :alt: Internal reference numbers are listed in the main Expense Products view.
+   :alt: Internal reference numbers are listed in the main Expense Categories view.
 
-To add an internal reference on an expense product, click on the product, then click
+To add an internal reference on an expense category, click on the category to open the form. Enter
-:guilabel:`Edit`. In edit mode, enter the :guilabel:`Internal Reference` in the field. Beneath the
+the internal reference in the field. Beneath the :guilabel:`Internal Reference` field, this sentence
-:guilabel:`Internal Reference` field, this sentence appears: :guilabel:`Use this reference as a
+appears: :guilabel:`Use this reference as a subject prefix when submitting by email.`
-subject prefix when submitting by email.`.
 
-.. image:: expenses/meals-internal-reference.png
+.. image:: expenses/mileage-internal-reference.png
    :align: center
    :alt: Internal reference numbers are listed in the main Expense Products view.
 
 .. 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.
+   card in the :menuselection:`Employees` app, and refer to the :guilabel:`Work Email`
 
    .. image:: expenses/authenticated-email-address.png
       :align: center
@@ -219,55 +257,85 @@ subject prefix when submitting by email.`.
 
 .. 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`.
+   be `FOOD $25.00`.
 
    Explanation:
 
-   - The :guilabel:`Internal Reference` for the expense product `Meals` is `Ref005`
+   - The :guilabel:`Internal Reference` for the expense category `Meals` is `FOOD`
    - The :guilabel:`Cost` for the expense is `$25.00`
 
+.. _expenses/report:
+
 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`.
+Expenses --> My Expenses`.
 
-First, each individual expense for the report must be selected by clicking the check box next to
+Expenses are color coded by status. Any expense with a status of :guilabel:`To Report` (expenses
-each entry, or quickly select all the expenses in the list by clicking the check box next to
+that still need to be added to an expense report) the text appears in blue. All other statuses
-:guilabel:`Expense Date`.
+(:guilabel:`To Submit`, :guilabel:`Submitted`, and :guilabel:`Approved`) the text appears in black.
+
+First, select each individual expense for the report 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`.
+
+Another way to quickly add all expenses that are not on an expense report is to click
+:guilabel:`Create Report` without selecting any expenses, and Odoo will select all expenses with a
+status of :guilabel:`To Submit` that are not already on a report.
 
 .. 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
+.. note::
-appears with all the expenses listed, and the number of documents is visible in the
+   Any expense can be selected from the :guilabel:`My Expenses` list, regardless of status. The
-:guilabel:`Documents` smart button.
+   :guilabel:`Create Report` button is visible as long as there is a minimum of 1 expense with a
+   status of :guilabel:`To Report` selected. When the :guilabel:`Create Report` button is clicked,
+   only expenses with a status of :guilabel:`To Submit` that are *not* currently on another expense
+   report will appear in the newly created expense report.
 
-It is recommended to add a short summary for each report to help keep expenses organized. Click the
+Once the expenses have been selected, click the :guilabel:`Create Report` button. The new report
-:guilabel:`Edit` button, and the :guilabel:`Expense Report Summary` field appears. Enter a short
+appears with all the expenses listed in the :guilabel:`Expense` tab. If there is a receipt attached
-description for the expense report (such as `Client Trip NYC`, or `Repairs for Company Car`). Next,
+to an individual expense, a :guilabel:`📎 (paperclip)` icon appears next to the :guilabel:`Customer
-select a :guilabel:`Manager` from the drop-down menu to assign a manager to review the report.
+to Reinvoice` and :guilabel:`Analytic Distribution` columns.
+
+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 short description for the expense report (such as `Client
+Trip NYC`, or `Repairs for Company Car`) in the :guilabel:`Expense Report Summary` field. Next,
+select a :guilabel:`Manager` from the drop-down menu to assign a manager to review the report. If
+needed, the :guilabel:`Journal` can be changed. Use the drop-down menu to select a different
+:guilabel:`Journal`.
 
 .. 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
+a line` at the bottom of the :guilabel:`Expense` tab. A pop up appears with all the available
-add, then click :guilabel:`Select`. The items now appear on the report that was just created.
+expenses that can be added to the report (with a status of :guilabel:`To Submit`). 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. If a new expense needs to be added that does *not* appear on the list, click
+:guilabel:`New` to create a new expense and add it to the report.
 
 .. 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
+   Expense reports can be created in one of three places:
-   otherwise.
 
-When all edits have been completed, click :guilabel:`Save`.
+   #. Go to the main :menuselection:`Expenses` app dashboard (also accessed by going to
+      :menuselection:`Expenses app --> My Expenses --> My Expenses`)
+   #. Go to :menuselection:`Expenses app --> My Expenses --> My Reports`
+   #. Go to :menuselection:`Expenses app --> Expense Reports`
+
+   In any of these views, click :guilabel:`New` to create a new expense report.
+
+.. _expenses/submit:
 
 Submit an expense report
 ------------------------
@@ -277,18 +345,21 @@ approval. Reports must be individually submitted, and cannot be submitted in bat
 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
+If the list is large, grouping the results by status may be helpful since only reports that have a
-:guilabel:`Draft` mode need to be submitted, reports with an :guilabel:`Approved` or
+:guilabel:`To Submit` status need to be submitted, reports with an :guilabel:`Approved` or
 :guilabel:`Submitted` status do not.
 
+The :guilabel:`To Submit` expenses are easily identifiable not just from the :guilabel:`To Submit`
+status, but the text appears in blue, while the other expenses text appears in black.
+
 .. 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
+   The status of each report is shown in the :guilabel:`Status` column on the right. If the
-   :guilabel:`Status` column is not visible, click the :guilabel:`⋮ (additional options)` icon at
+   :guilabel:`Status` column is not visible, click the :guilabel:`Additional Options (two dots)`
-   the end of the row, and check the box next to :guilabel:`Status`.
+   icon at the end of the row, and enable :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.
@@ -304,16 +375,17 @@ 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
+*Expenses* app. Employees with the necessary rights can review expense reports, approve or reject
-reject them, as well as provide feedback thanks to the integrated communication tool.
+them, and 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
+   If the *Settings* app is not available, then certain rights are not set on the account. Check the
-   :guilabel:`Access Rights` tab of a user's card in the :menuselection:`Settings` app, 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:`Administration` section (bottom right of the :guilabel:`Access Rights` tab) 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
@@ -332,53 +404,75 @@ there are four options:
 - :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
+- :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
+reports they have access rights to. Go to :menuselection:`Expenses app --> Expense Reports`, and a
-Approve`. This view lists all the expense reports that have been submitted but not approved, as
+list appears with all expense reports that have a status of either :guilabel:`To Submit`,
-noted by the :guilabel:`Submitted` tag in the status column.
+:guilabel:`Submitted`, :guilabel:`Approved`, :guilabel:`Posted`, or :guilabel:`Done`. Expense
+reports with a status of :guilabel:`Refused` are hidden in the default view.
 
-.. image:: expenses/reports-to-approve.png
+.. image:: expenses/expense-reports-list.png
    :align: center
    :alt: Reports to validate are found on the Reports to Approve page.
 
+When viewing expense reports, there is a panel of filters that can be enabled or disabled on the
+left side. The three categories that filters can be applied on are :guilabel:`Status`,
+:guilabel:`Employee`, and :guilabel:`Company`. To view only expense reports with a particular
+status, enable the specific status filter to display the expense reports with only that status.
+Disable the specific status filter to hide the reports with that status. To view expense reports for
+a particular employee and/or company, enable the specific employee name filter and/or company filter
+in the :guilabel:`Employee` and :guilabel:`Company` sections.
+
 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
+to select all the reports in the list.
-:guilabel:`Approve Report`.
+
+.. important::
+   Only reports with a status of :guilabel:`Submitted` can be approved. It is recommended to only
+   display the submitted reports by adjusting the status filter on the left side by only having the
+   :guilabel:`Submitted` filter enabled.
+
+   If a report is selected that is unable to be approved, the :guilabel:`Approve Report` button
+   **will not appear**, indicating there is a problem with the selected report(s).
+
+Next, click the :guilabel:`Approve Report` button.
 
 .. 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
+view, several options are presented: :guilabel:`Approve`, :guilabel:`Report in Next Payslip`,
-draft`. Click :guilabel:`Approve` to approve the report.
+: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`.
+in the :guilabel:`Reason to Refuse Expense` field, and 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`.
+:guilabel:`Expense Reports` view, click the drop-down arrow in the right-side of the search box, and
-This presents all the reports for the manager's team.
+click on :guilabel:`My Team` in the :guilabel:`Filters` section. 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::
+.. tip::
-   If more information is needed, such as a receipt is missing, communication is easy from the
+   If more information is needed, such as a missing receipt, communication is easy from the chatter.
-   chatter. In an individual report, simply type in a message, tagging the proper person (if
+   In an individual report, simply click :guilabel:`Send message` to open the message text box. Type
-   needed), and post it to the chatter by clicking :guilabel:`Send`. The message is posted in the
+   in a message, tagging the proper person (if needed), and post it to the chatter by clicking
-   chatter, and the person tagged will be notified via email of the message, as well as anyone
+   :guilabel:`Send`. The message is posted in the chatter, and the person tagged will be notified
-   following.
+   via email of the message, as well as any followers.
+
+   The only people that can be tagged in a message are *followers*. To see who is a follower, click
+   on the :guilabel:`👤 (person)` icon to display the followers of the expense.
 
    .. image:: expenses/chatter.png
       :align: center
@@ -390,8 +484,9 @@ 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 view all expense reports, go to :menuselection:`Expenses app --> Expense Reports`. To view only the
-To Post`.
+expense reports that have been approved and need to be posted, adjust the filters on the left side
+so that only the :guilabel:`Approved` status is enabled.
 
 .. image:: expenses/post-reports.png
    :align: center
@@ -400,23 +495,24 @@ 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
+all the reports in the list. Next, click :guilabel:`Post Entries`.
-:guilabel:`Post Entries`.
 
 .. image:: expenses/post-entries.png
    :align: center
-   :alt: Post multiple reports from the Post Entries view.
+   :alt: Post multiple reports at a time from the Expense Reports view, with the Approved filter.
 
 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.
+Payslip`, :guilabel:`Refuse`, or :guilabel:`Reset to Draft`. 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
+in the :guilabel:`Reason to Refuse Expense` field, and then click :guilabel:`Refuse`. Refused
-can be viewed by going to :menuselection:`Expenses app --> Expense Reports  --> All Reports`. This
+reports can be viewed by going to :menuselection:`Expenses app --> Expense Reports`, then adjusting
-list shows all reports, including the refused ones.
+the filters on the left so that only :guilabel:`Refused` is selected. This will only show the
+refused expense reports.
 
-.. note::
+.. important::
    To post expense reports to an accounting journal, the user must have following access rights:
 
    - Accounting: Accountant or Adviser
@@ -428,8 +524,8 @@ 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 -->
+employee. To view all the expense reports to pay, go to :menuselection:`Expenses app --> Expense
-Reports To Pay`.
+Reports --> Reports To Pay`.
 
 .. image:: expenses/reports-to-pay.png
    :align: center
@@ -438,99 +534,121 @@ 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
+to select all the reports in the list. Next, click :guilabel:`Register Payment`.
-: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.
+   :alt: Post multiple reports by selecting them, clicking the gear, and 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.
 
+A :guilabel:`Register Payment` pop-up appears, and the :guilabel:`Journal`, :guilabel:`Payment
+Method`, and :guilabel:`Payment Date` can be modified, if needed. When the selections are correct,
+click :guilabel:`Create Payment` to send the payment to the employee.
+
+To pay an individual report, click on a report in the list view to go to a detailed view of that
+report. Click :guilabel:`Register Payment` to pay the employee. A :guilabel:`Register Payment`
+pop-up appears, but when paying an individual expense report instead of several at once, more
+options appear in the pop-up. In addition to the :guilabel:`Journal`, :guilabel:`Payment Method`,
+and :guilabel:`Payment Date` fields, a :guilabel:`Recipient Bank Account`, :guilabel:`Amount`, and
+:guilabel:`Memo` field appear. Select the employee's bank account from the drop-down menu to
+directly deposit the payment to their account. When all other selections are correct, click
+:guilabel:`Create Payment` to send the payment to the employee.
+
+.. image:: expenses/two-payment-posting-options.png
+   :align: center
+   :alt: Different options appear when registering an individual expense report versus multiple
+         expense reports at once.
+
 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
+customer. This is done by creating an expense, referencing the :abbr:`SO (Sales Order)` the expense
-items on it. Then, managers approve the expense report, and the accounting department posts the
+should be added to, and then creating the expense report. Next, managers approve the expense report,
-journal entries. Finally, the customer is invoiced.
+and the accounting department posts the journal entries. Finally, once the expense report is posted
+to a journal, the expense(s) appears 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 product. Go to :menuselection:`Expenses app -->
+First, specify the invoicing policy for each expense category. Go to :menuselection:`Expenses app
-Configuration --> Expense Products`. Click on the expense product to edit, then click
+--> Configuration --> Expense Categories`. Click on the expense category to open the expense
-:guilabel:`Edit`. Under the :guilabel:`Invoicing` section, select the :guilabel:`Invoicing Policy`
+category form. Under the :guilabel:`Invoicing` section, click the radio button next to the desired
-and :guilabel:`Re-Invoicing Policy` by clicking the radio button next to the desired selection.
+selection for :guilabel:`Re-Invoicing Expenses`. Options are :guilabel:`None`, :guilabel:`At cost`,
+and :guilabel:`Sales price`.
 
-:guilabel:`Invoicing Policy`:
+:guilabel:`Re-Invoicing Expenses`:
 
-- :guilabel:`Ordered quantities`: Expense product will only invoice expenses based on the ordered
+- :guilabel:`None`: Expense category will not be re-invoiced.
-  quantity.
+- :guilabel:`At cost`: Expense category will invoice expenses at their real cost.
-- :guilabel:`Delivered quantities`: Expense product will only invoice expenses based on the
+- :guilabel:`At sales price`: Expense category will invoice the price set on the sale order.
-  delivered quantity.
-
-:guilabel:`Re-Invoicing Policy`:
-
-- :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.
 
 Create an expense
 -----------------
 
 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
+entered in order to re-invoice a customer. Select the *sales order* the expense will appear on in
-drop-down menu. Next, select the :guilabel:`Analytic Account` the expense will be posted to.
+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 :ref:`created <expenses/report>` and :ref:`submitted <expenses/submit>`
+as usual.
 
 .. image:: expenses/reinvoice-expense.png
    :align: center
    :alt: Ensure the customer to be invoiced is called out on the expense.
 
-Create a quote and sales order
+.. 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.
 
-In the :menuselection:`Sales` app, create a quote for the customer being invoiced, listing the
+   The :guilabel:`Customer to Reinvoice` field can be modified *until an expense report is*
-expense products. First, click :guilabel:`Create` to create a new quotation. Next, select the
+   **approved**, then the field is no longer able to be modified.
-:guilabel:`Customer` being invoiced for the expenses from the drop-down menu.
-
-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.
-
-.. image:: expenses/expenses-salesorder.png
-   :align: center
-   :alt: Create and confirm the sales order with the expenses listed as products.
-
-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`.
 
 Validate and post expenses
 --------------------------
 
 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
+<expenses/approve>`. Before approving an expense report, ensure the :guilabel:`Analytic
-set on every expense line of a report. If an :guilabel:`Analytic Account` is missing, click
+Distribution` is set on every expense line of a report. If an :guilabel:`Analytic Distribution` is
-:guilabel:`Edit` and select the correct account from the drop-down menu, then click
+missing, assign the correct account(s) from the drop-down menu, and then click :guilabel:`Approve`
-:guilabel:`Approve` or :guilabel:`Refuse`.
+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.
+<expenses/post>`. 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*. One the journal entries are
+posted, the expenses now appear on the referenced :abbr:`SO (Sales Order)`.
 
 Invoice expenses
 ----------------
 
-Once the quote has turned into a sales order, and the expense report has been approved, it is time
+Once the :abbr:`SO (Sales Order)` has been updated, it is time to invoice the customer. After the
-to invoice the customer. Go to :menuselection:`Sales app --> To Invoice --> Orders to Invoice` to
+expense report has been approved and the journal entries have been posted, click the
-view the sales orders ready to be invoiced.
+: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)`.
 
-Next, find the sales order related to the expense report, click into it, and then click
+.. image:: expenses/sales-order.png
-:guilabel:`Create Invoice` and a :guilabel:`Create invoices` pop-up window appears. Select if the
+   :align: center
-invoice is a :guilabel:`Regular invoice`, :guilabel:`Down payment (percentage)`, or :guilabel:`Down
+   :alt: After the expense report is posted to the journal entry, the sales order can be called up
-payment (fixed amount)` by clicking the radio button next to the selection. For either down payment
+         by clicking on the sales order number.
-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`.
+.. 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.