diff --git a/content/applications/sales/sales/invoicing/time_materials.rst b/content/applications/sales/sales/invoicing/time_materials.rst index 601a23065..58df36e5a 100644 --- a/content/applications/sales/sales/invoicing/time_materials.rst +++ b/content/applications/sales/sales/invoicing/time_materials.rst @@ -1,136 +1,370 @@ -=================================== -Invoice based on time and materials -=================================== +===================================== +Invoicing based on time and materials +===================================== -Time and Materials is generally used in projects in which it is not -possible to accurately estimate the size of the project, or when it is -expected that the project requirements would most likely change. +Invoicing based on time and/or materials is typically used when accurately estimating the size of a +project isn't possible, or when the requirements of a project may change. -This is opposed to a fixed-price contract in which the owner agrees to -pay the contractor a lump sum for the fulfillment of the contract no -matter what the contractors pay their employees, sub-contractors, and -suppliers. +This is different from a fixed-price contract, when a customer agrees to pay a specified total for +the fulfillment of the contract---no matter what needs to be paid to the employees, sub-contractors, +vendors, suppliers, and so on. -For this documentation I will use the example of a consultant, you will -need to invoice their time, their various expenses (transport, -lodging, ...) and purchases. +The Odoo *Sales* app can invoice for time and various other expenses (e.g. transport, lodging), as +well as purchases needed to fulfill an order. -Invoice time configuration -========================== +App and settings configuration +============================== -To keep track of progress in the project, you will need the *Project* -app. Go to :menuselection:`Apps --> Project` to install it. +First, in order to accurately keep track of the progress of a project, the Odoo *Project* and +*Accounting* apps **must** be installed. -In *Project* you will use timesheets, to do so go to -:menuselection:`Project --> Configuration --> Settings` and activate the -*Timesheets* feature. +To install the *Project* app, navigate to :menuselection:`Odoo main dashboard --> Apps`. Then, on +the :guilabel:`Apps` page, locate the :guilabel:`Project` app block, and click :guilabel:`Activate`. +The page automatically refreshes and returns to the main Odoo dashboard, where the *Project* app is +now available to access. -.. image:: time_materials/time_materials01.png +Repeat the same process to install the *Accounting* application. + +After installation, click the :guilabel:`Accounting` app icon from the main Odoo dashboard, and +navigate to :menuselection:`Configuration --> Settings`. On the :guilabel:`Settings` page, scroll +down to the :guilabel:`Analytics` section, and ensure the box next to :guilabel:`Analytic +Accounting` is checked. + +.. image:: time_materials/analytic-accounting-setting.png :align: center + :alt: How it looks to activate the Analytic Accounting setting in Odoo Accounting Setting page. -Invoice your time spent -======================= +Then, click :guilabel:`Save` to save all changes. -From a product page set as a service, you will find two options under -the invoicing tab, select both *Timesheets on tasks* and *Create a -task in a new project*. +Then, navigate to :menuselection:`Odoo main dashboard --> Project app --> Configuration --> +Settings`. On the :guilabel:`Settings` page, in the :guilabel:`Time Management` section, ensure the +box beside the :guilabel:`Timesheets` feature is checked. -.. image:: time_materials/time_materials02.png +Then, click :guilabel:`Save` to save all changes. + +.. image:: time_materials/timesheets-feature.png :align: center + :alt: What the Timesheets feature looks like on the Odoo Project settings page. -You could also add the task to an existing project. +.. _sales/invoicing/configured-service-product: -Once confirming a sales order, you will now see two new buttons, one for -the project overview and one for the current task. +Service product configuration +============================= -.. image:: time_materials/time_materials03.png +With the *Timesheets* feature activated in the *Project* app, it is now possible to invoice for time +spent on a project, but **only** when the following product configurations have been made. + +.. important:: + Invoicing for time spent on a project is **only** possible with products that have *Service* set + as the *Product Type* on their product form. + +To configure a service product, first navigate to :menuselection:`Sales app --> Products --> +Products`. On the :guilabel:`Products` page, select the desired service product to be configured, or +click :guilabel:`New` to create a new product. + +From the product form, in the :guilabel:`General Information` tab, set the :guilabel:`Product Type` +to :guilabel:`Service`. Then, open the drop-down menu in the :guilabel:`Invoicing Policy` field, and +select :guilabel:`Based on Timesheets`. + +Next, from the :guilabel:`Create on Order` drop-down menu, select :guilabel:`Project \& Task`. That +setting indicates that, when a sales order is created with this specific service product, a new +project and task is created in the *Project* app. + +.. image:: time_materials/service-product-general-settings.png :align: center + :alt: The correct settings for Invoicing Policy and Create on Order fields for service product. -You will directly be in the task if you click on it, you can also access -it from the *Project* app. +.. note:: + The option :guilabel:`Task` can be chosen instead from the :guilabel:`Create on Order` drop-down + menu. If :guilabel:`Task` is chosen, select an existing project that the task will appear in from + :guilabel:`Project` field, which only appears if :guilabel:`Task` is chosen in the + :guilabel:`Create on Order` field. -Under timesheets, you can assign who works on it. You can or they can -add how many hours they worked on the project so far. +Add time spent to sales order +============================= -.. image:: time_materials/time_materials04.png +After properly configuring a service product with the correct *Invoicing Policy* and *Create on +Order* options, it is possible to add time spent to a sales order. + +To see that in action, navigate to :menuselection:`Sales app --> New` to open a blank quotation +form. Then, proceed to add a :guilabel:`Customer`, and in the :guilabel:`Order Lines` tab, click +:guilabel:`Add a product`, and select the properly :ref:`configured service product +` from the drop-down menu. + +Next, click :guilabel:`Confirm` to confirm the order. + +After confirming the sales order, two smart buttons appear at the top of the order form: +:guilabel:`Projects` and :guilabel:`Tasks`. + +.. image:: time_materials/projects-tasks-smart-buttons.png :align: center + :alt: How the Projects and Tasks smart buttons look on a Sales Order in Odoo Sales. -From the sales order, you can then invoice those hours. +If the :guilabel:`Projects` smart button is clicked, it reveals the specific project related to this +sales order. If the :guilabel:`Tasks` smart button is clicked, it reveals the specific project task +related to this sales order. Both are also accessible in the *Project* app. -.. image:: time_materials/time_materials05.png - :align: center +In order to add time spent on a sales order, click the :guilabel:`Tasks` smart button. + +On the task form, select the :guilabel:`Timesheets` tab. From the :guilabel:`Timesheets` tab, +employees can be assigned to work on the project, and the time they spend working on the task can be +added by the employees or by the person who created the sales order. + +To add an employee, and the time spent working on the task, click :guilabel:`Add a line` in the +:guilabel:`Timesheets` tab. Then, select the appropriate :guilabel:`Date` and :guilabel:`Employee`. +There is also the option to add a brief description of the work done during this time in the +:guilabel:`Description` column, but it's not required. + +Lastly, enter the amount of time worked on the task in the :guilabel:`Hours Spent` column, and click +away to complete that line in the :guilabel:`Timesheets` tab. + +.. note:: + The time entered in the :guilabel:`Hours Spent` column is immediately reflected in the + :guilabel:`Allocated Time` field (located near the top of the task form) as a percentage, which + reflects how much of the total allocated work hours have been done so far. + + That same information is found as numerical hours in the :guilabel:`Hours Spent` and + :guilabel:`Remaining Hours` fields, located at the bottom of the :guilabel:`Timesheets` tab. + + .. image:: time_materials/timesheets-tab-on-task.png + :align: center + :alt: How the Timesheets tab appears on a task form in Odoo Sales and Odoo Project. + +Repeat this process for however many employees and hours have been worked on the project. + +Invoice time spent +================== + +Once all the necessary employees and time spent have been added to the project task, return to the +sales order to invoice the customer for those hours. To do that, either click the :guilabel:`Sales +Order` smart button at the top of the task form, or return to the sales order via the breadcrumb +links, located in the upper-left of the screen. + +Back on the sales order form, the time that was added to the task is reflected in the +:guilabel:`Order Lines` tab (in the :guilabel:`Delivered` column) and in the new :guilabel:`Recorded +Hours` smart button at the top of the sales order. + +To invoice the customer for time spent on the project, click :guilabel:`Create Invoice`, and select +:guilabel:`Regular invoice` from the :guilabel:`Create invoices` pop-up window. Then, click +:guilabel:`Create Draft Invoice`. + +Doing so reveals a :guilabel:`Customer Invoice Draft`, clearly showing all the work that's been done +in the :guilabel:`Invoice Lines` tab. + +.. tip:: + Pay attention to the :guilabel:`Analytic Distribution` column in the :guilabel:`Customer + Invoice`, as that information is necessary to ensure other time/material invoicing tasks are + completed properly and accurately. + + .. image:: time_materials/invoice-lines-time.png + :align: center + :alt: Invoice draft showing time spent on sales order in Odoo Sales. + +Click :guilabel:`Confirm` to confirm the invoice and continue with the invoicing process. + +.. seealso:: + :doc:`invoicing_policy` Expenses configuration ====================== -To track & invoice expenses, you will need the expenses app. Go to -:menuselection:`Apps --> Expenses` to install it. +In order to track and invoice expenses related to a sales order, the Odoo *Expenses* app **must** be +installed. -You should also activate the analytic accounts feature to link expenses -to the sales order, to do so, go to :menuselection:`Accounting --> -Configuration --> Settings` and activate *Analytic Accounting*. +To install the *Expenses* app, navigate to :menuselection:`Odoo main dashboard --> Apps`. Then, on +the :guilabel:`Apps` page, locate the :guilabel:`Expenses` app block, and click +:guilabel:`Activate`. -Add expenses to your sales order -================================ +The page automatically refreshes and returns to the main Odoo dashboard, where the +:guilabel:`Expenses` app is now available to access. -From the expense app, you or your consultant can create a new one, e.g. -the hotel for the first week on the site of your customer. +.. _sales/invoicing/add-expenses-sales-order: -You can then enter a relevant description and select an existing product -or create a new one from right there. +Add expenses to sales order +=========================== -.. image:: time_materials/time_materials06.png +To add an expense to a sales order, first navigate to the :menuselection:`Expenses` app. Then, from +the main *Expenses* dashboard, click :guilabel:`New`, which reveals a blank expense form. + +On the expense form, add a :guilabel:`Description` of the expense (e.g. `Hotel Stay`, `Plane +Ticket`). Next, in the :guilabel:`Category` field, select the appropriate option from the drop-down +menu (e.g. :guilabel:`Meals`, :guilabel:`Miles`, :guilabel:`Travel \& Accommodation`). + +.. note:: + Expense categories can be added and modified by navigating to :menuselection:`Expenses app --> + Configuration --> Expense Categories`. + +Then, enter the total amount of the expense in the :guilabel:`Total` field, as well as any +:guilabel:`Included Taxes` that may apply. Next, ensure that the correct :guilabel:`Employee` is +selected, and designate who paid for the expense in the :guilabel:`Paid By` field: the +:guilabel:`Employee (to reimburse)` or the :guilabel:`Company`. + +Next, in the :guilabel:`Customer to Reinvoice` field, select the appropriate sales order from the +drop-down menu. Then, select that same sales order information from the :guilabel:`Analytic +Distribution` field, as well. + +.. note:: + The :guilabel:`Analytic Distribution` field will **only** have the corresponding sales order as + an option if the sales order contains a service product that is billed based on *Timesheets*, + *Milestones*, or *Delivered Quantities*. + +.. image:: time_materials/expense-detail-form.png :align: center + :alt: How to properly fill out an expense form that's attached to a sales order in Odoo. -Here, we are creating a *Hotel* product: +If there are any receipts that should be uploaded and attached to the expense, click the +:guilabel:`Attach Receipt` button, and upload the necessary documents to the expense. This is +**not** required, but it may affect whether or not an expense is approved. -.. image:: time_materials/time_materials07.png +When all the information has been entered, click :guilabel:`Create Report` to create an expense +report detailing all the expense information that was just entered. + +.. image:: time_materials/expense-report-summary.png :align: center + :alt: How an Expense Report Summary looks in Odoo Expenses. -under the invoicing tab, select *Delivered quantities* and either *At -cost* or *Sales price* as well depending if you want to invoice the -cost of your expense or a previously agreed on sales price. +Then, there's the option to :guilabel:`Submit to Manager` for approval. Once approved, the +:guilabel:`Report in Next Payslip` appears. -.. image:: time_materials/time_materials08.png +To showcase a complete flow in this example, select :guilabel:`Submit to Manager`. Then, the manager +would click :guilabel:`Approve` to approve this expense, and click :guilabel:`Post Journal Entries` +to post this expense to the accounting journal. + +Invoice expenses +================ + +To invoice a customer for an :ref:`expense on a sales order +`, navigate to the related sales order, either from the +:menuselection:`Sales` app or from the expense report in the :menuselection:`Expenses` app. From the +expense report, click the :guilabel:`Sales Orders` smart button at the top of the page. + +If the expense report was linked to the sales order, the newly-configured expense now has its own +line in the :guilabel:`Order Lines` tab, and can be invoiced to the customer. + +.. image:: time_materials/invoice-expense-from-sales-order.png :align: center + :alt: An expense appearing on Order Lines tab of a Sales Order in Odoo Sales application. -To modify or create more products go to :menuselection:`Expenses --> -Configuration --> Expense products`. +To invoice the customer for the expense on the sales order, click :guilabel:`Create Invoice`, select +:guilabel:`Regular Invoice` from the :guilabel:`Create invoices` pop-up window, then click +:guilabel:`Create Draft Invoice`. -Back on the expense, add the original sale order in the expense to -submit. +Doing so reveals a :guilabel:`Customer Invoice Draft` for the expense. Then, the invoicing process +can be completed as usual. -.. image:: time_materials/time_materials09.png +.. image:: time_materials/customer-invoice-for-expense.png :align: center + :alt: Sample customer invoice for an expense generated from a sales order in Odoo Sales. -It can then be submitted to the manager, approved and finally posted. +Purchase configuration +====================== -.. image:: time_materials/time_materials10.png +In order to invoice a customer for purchases made on a sales order, the *Purchase* application +**must** be installed. + +To install the *Purchase* application, navigate to :menuselection:`Odoo main dashboard --> Apps`. +Then, on the :guilabel:`Apps` page, locate the :guilabel:`Purchase` app block, and click +:guilabel:`Activate`. The page automatically refreshes and returns to the main Odoo dashboard, where +the :guilabel:`Purchase` app is now available to access. + +.. _sales/invoicing/add-purchase-to-sales-order: + +Add purchase to sales order +=========================== + +To add a purchase to a sales order, a purchase order must first be created. To create a purchase +order, navigate to :menuselection:`Purchase app --> New` to reveal a blank purchase order form. + +First, add a :guilabel:`Vendor` to the purchase order. Then, under the :guilabel:`Products` tab, +click the :guilabel:`extra column options` drop-down menu, represented by two horizontal lines with +dots on them, located to the far-right of the column headers. From that drop-down menu, select +:guilabel:`Analytic Distribution`. + +.. image:: time_materials/extra-column-analytic-distribution-option.png :align: center + :alt: How to add analytic distribution column on purchase order form in Odoo Purchase. -.. image:: time_materials/time_materials11.png +After adding the :guilabel:`Analytic Distribution` column to the headers on the :guilabel:`Products` +tab of the purchase order form, proceed to add the product(s) to the purchase order. To do that, +click :guilabel:`Add a product`, and select the desired product from the drop-down menu. Repeat for +all the products to add. + +.. important:: + In order for a purchase to be properly invoiced on a sales order, the product on the purchase + order **must** be marked as :guilabel:`Can be Expensed`, have an :guilabel:`Invoicing Policy` set + to :guilabel:`Delivered quantities`, and have the :guilabel:`At cost` option selected in the + :guilabel:`Re-Invoice Expenses` field on its product form. + + .. image:: time_materials/product-form-settings-invoice-purchase.png + :align: center + :alt: Product settings for a purchase order to be invoiced on a sales order in Odoo. + +Then, select the appropriate :guilabel:`Analytic Distribution` associated with the sales order to +which this purchase order is related. To do that, click the empty :guilabel:`Analytic Distribution` +field to reveal an :guilabel:`Analytic` pop-up window. + +Then, from the :guilabel:`Departments` drop-down menu, select the analytic distribution associated +with the desired sales order to be invoiced for the purchase. + +.. image:: time_materials/analytic-drop-down-distribution.png :align: center + :alt: How to select the Analytic Distribution department from a purchase order in Odoo. -.. image:: time_materials/time_materials12.png +Once all the information is entered in the :guilabel:`Products` tab of the purchase order, confirm +the order by clicking :guilabel:`Confirm Order`. Then, click :guilabel:`Receive Products` when the +products have been received. This creates a receipt form. + +.. note:: + If any serial/lot numbers must be entered before validating the receipt of products, then on the + receipt form, click the :guilabel:`details` icon represented by four horizontal lines located to + the far-right of the product line. + + This reveals a :guilabel:`Detailed Operations` tab, in which the necessary :guilabel:`Lot/Serial + Number(s)` and :guilabel:`Done` quantity can be added. When ready, click :guilabel:`Confirm` to + confirm the data. + +Then, click :guilabel:`Validate` to validate the purchase order. + +Next, return to the purchase order, via the breadcrumb links at the top of the page, and click +:guilabel:`Create Bill` to create a vendor bill that can be invoiced to the customer on the attached +sales order. + +.. image:: time_materials/vendor-bill-draft.png :align: center + :alt: Vendor bill draft for a purchase order to be invoiced to a customer in Odoo. -It will then be in the sales order and ready to be invoiced. +.. note:: + Make sure to enter a :guilabel:`Bill Date` on the :guilabel:`Vendor Bill Draft` before + confirming. If a :guilabel:`Bill Date` is *not* entered, an error window appears, requesting that + information to be entered before confirmation can occur. -Invoice purchases -================= +Then, click :guilabel:`Confirm` to confirm the vendor bill, which is then automatically added to the +sales order, where it can be invoiced directly to the customer attached to it. -The last thing you might need to add to the sale order is purchases made -for it. +Invoice purchase +================ -You will need the *Purchase Analytics* feature, to activate it, go to -:menuselection:`Invoicing --> Configuration --> Settings` and select -*Purchase Analytics*. +To invoice a customer for a purchase on a sales order, first :ref:`add the purchase to the sales +order `, then navigate to the desired sales order in +the :menuselection:`Sales` app. -While making the purchase order don't forget to add the right analytic -account. +On the sales order that was attached to the purchase order, the purchased product now has its own +product line under the :guilabel:`Order Lines` tab, and it is ready to be invoiced. -.. image:: time_materials/time_materials08.png +.. image:: time_materials/purchase-order-on-sales-order.png :align: center + :alt: Purchase order product on sales order to be invoiced to customer via Odoo Sales. -Once the PO is confirmed and received, you can create the vendor bill, -this will automatically add it to the SO where you can invoice it. +To invoice the customer for the purchase, simply click :guilabel:`Create Invoice`, select +:guilabel:`Regular Invoice` from the :guilabel:`Create invoices` pop-up window, then click +:guilabel:`Create Draft Invoice`. + +Doing so reveals a :guilabel:`Customer Invoice Draft` with the newly-added purchase order product in +the :guilabel:`Invoice Lines` tab. + +.. image:: time_materials/draft-invoice-with-purchase-product.png + :align: center + :alt: Customer invoice draft with purchase product attached to sales order in Odoo. + +To complete 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