[ADD] Expenses: new log expenses doc

closes odoo/documentation#10611

X-original-commit: eb8643ba88
Signed-off-by: Samuel Lieber (sali) <sali@odoo.com>
Signed-off-by: Lara Martini (larm) <larm@odoo.com>

content/applications/finance/expenses.rst

@@ -84,186 +84,6 @@ Set a tax on each product in the :guilabel:`Vendor Taxes` and :guilabel:`Custome
 applicable. It is considered good practice to use a tax that is configured with :ref:`Tax Included
 in Price <taxes/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` view. This view can also be accessed from
-:menuselection:`Expenses app --> My Expenses --> My Expenses`.
-
-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:`Category`: select the expense category from the drop-down menu that most closely
-  corresponds to the expense. For example, an airplane ticket would be appropriate for an expense
-  :guilabel:`Category` named :guilabel:`Air Travel`.
-- :guilabel:`Total`: Enter the total amount paid for the expense in one of two ways:
-
-  #. If the expense is for one single item/expense, and the category selected was for a single item,
-     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 with a fixed price, the
-     :guilabel:`Unit Price` is displayed. Enter the quantity in the :guilabel:`Quantity` field, and
-     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::
-        For example, in the case of mileage driven, the :guilabel:`Unit Price` is populated as the
-        cost *per mile*. Set the :guilabel:`Quantity` to the *number of miles* driven, and the total
-        is calculated.
-
-- :guilabel:`Included Taxes`: if taxes were configured on the expense category, the tax percentage
-  and amount appear automatically after entering either the :guilabel:`Total` or the
-  :guilabel:`Quantity`.
-
-  .. note::
-     When a tax is configured on an expense category, the :guilabel:`Included Taxes` value will
-     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`. 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:`Account`: select the expense account that this expense should be logged on from the
-  drop-down menu.
-- :guilabel:`Customer to Reinvoice`: if the expense is something that should be paid for by a
-  customer, select the :abbr:`SO (Sales Order)` and customer that will be invoiced for this expense
-  from the drop-down menu. All sales orders in the drop-down menu list both the :abbr:`SO (Sales
-  Order)` as well as the company the sales order is written for, but after the expense is saved, the
-  customer name disappears and only the :abbr:`SO (Sales Order)` is visible on the expense.
-
-  .. example::
-     A customer wishes to have an on-site meeting for a custom garden (design and installation) and
-     agrees to pay for the expenses associated with it (such as travel, hotel, meals, etc.). All
-     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 accounts 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 automatically populates this field.
-- :guilabel:`Notes...`: if any notes are needed to clarify the expense, enter them in this field.
-
-.. image:: expenses/expense-filled-in.png
-   :align: center
-   :alt: A filled in expense form for a client lunch.
-
-Attach a receipt
-~~~~~~~~~~~~~~~~
-
-After the expense is created, the next step is to attach a receipt. Click the :guilabel:`Attach
-Receipt` button, and a file explorer appears. Navigate to the receipt to be attached, and click
-: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/receipt-icon.png
-   :align: center
-   :alt: Attach a receipt and it appears in the chatter.
-
-Create new expenses from a scanned receipt
-------------------------------------------
-
-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: 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.
-
-.. _expenses/email_expense:
-
-Automatically create new expenses from an email
------------------------------------------------
-
-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 enabled.
-
-.. image:: expenses/email-alias.png
-   :align: center
-   :alt: Create the domain alias by clicking the link.
-
-.. note::
-   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:`/applications/websites/website/configuration/domain_names`. Once the 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, and 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.
-
-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 categories internal reference, go to :menuselection:`Expenses app -->
-Configuration --> Expense Categories`. If an internal reference is listed on the expense category,
-it is listed in the :guilabel:`Internal Reference` column.
-
-.. image:: expenses/ref.png
-   :align: center
-   :alt: Internal reference numbers are listed in the main Expense Categories view.
-
-To add an internal reference on an expense category, click on the category to open the form. Enter
-the 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.`
-
-.. 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 :menuselection:`Employees` app, and refer to the :guilabel:`Work Email`
-
-   .. 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 `FOOD $25.00`.
-
-   Explanation:
-
-   - The :guilabel:`Internal Reference` for the expense category `Meals` is `FOOD`
-   - The :guilabel:`Cost` for the expense is `$25.00`
-
 .. _expenses/reimburse:
 
 Reimburse employees
@@ -336,12 +156,12 @@ and :guilabel:`Sales price`.
 Create an expense
 -----------------
 
-First, when :ref:`creating a new expense <expenses/new>`, the correct information needs to be
-entered to re-invoice a customer. Select the sales order the expense should appear on in the
-:guilabel:`Customer to Reinvoice` section, from the drop-down menu. Next, select the
-:guilabel:`Analytic Account` the expense should be posted to. After the expenses are created, the
-expense report needs to be :doc:`created <expenses/expense_reports>`, and :ref:`submitted
-<expenses/submit>`, as usual.
+First, when :doc:`creating a new expense <expenses/log_expenses>`, the correct information needs to
+be entered in order to re-invoice a customer. Select the *sales order* the expense will appear on in
+the :guilabel:`Customer to Reinvoice` section, from the drop-down menu. Next, select the
+:guilabel:`Analytic Account` the expense will be posted to. After the expense(s) are created, the
+expense report needs to be :doc:`created <expenses/expense_reports>` and :ref:`submitted
+<expenses/submit>` as usual.
 
 .. image:: expenses/reinvoice-expense.png
    :align: center
@@ -357,7 +177,7 @@ expense report needs to be :doc:`created <expenses/expense_reports>`, and :ref:`
 Validate and post expenses
 --------------------------
 
-Only employees with permissions (typically managers or supervisors) can :doc:`approve expenses
+Only employees with permissions (typically, managers or supervisors) can :doc:`approve expenses
 <expenses/approve_expenses>`. Before approving an expense report, ensure the :guilabel:`Analytic
 Distribution` is set on every expense line of a report. If an :guilabel:`Analytic Distribution` is
 missing, assign the correct accounts from the drop-down menu, and click :guilabel:`Approve` or
@@ -401,13 +221,15 @@ clicking the radio button next to it. Then, click :guilabel:`Create Invoice`. Th
 been invoiced for the expenses.
 
 .. seealso::
-   - :doc:`expenses/approve_expenses`
    - :doc:`expenses/post_expenses`
    - :doc:`expenses/expense_reports`
+   - :doc:`expenses/approve_expenses`
+   - :doc:`expenses/post_expenses`
 
 .. toctree::
    :titlesonly:
 
+   expenses/log_expenses
+   expenses/expense_reports
    expenses/approve_expenses
    expenses/post_expenses
-   expenses/expense_reports

content/applications/finance/expenses/approve_expenses.rst

@@ -1,5 +1,5 @@
 ================
-Approve Expenses
+Approve expenses
 ================
 
 In Odoo, not just anyone can approve expense reports, only users with the necessary rights (or

content/applications/finance/expenses/expense_reports.rst

@@ -68,7 +68,7 @@ An :guilabel:`Add: Expense Lines` pop-up window appears, displaying all the avai
 a :guilabel:`To Submit` status) that can be added to the report.
 
 If a new expense needs to be added that does **not** appear on the list, click :guilabel:`New` to
-:ref:`create a new expense <expenses/new>` and add it to the report.
+:doc:`create a new expense <../expenses/log_expenses>` and add it to the report.
 
 Tick the checkbox next to each expense being added, then click :guilabel:`Select`.
 
@@ -121,7 +121,6 @@ Click on a report to open it, then click :guilabel:`Submit To Manager`. After su
 the next step is to wait for the manager to approve it.
 
 .. important::
-   :doc:`Approving <../expenses/approve_expenses>` expenses, :doc:`posting
-   <../expenses/post_expenses>` expenses, and :ref:`reimbursing <expenses/reimburse>` expenses are
-   **only** for users with the appropriate :doc:`access rights documentation
-   </applications/general/users>`.
+   :doc:`Approving <../expenses/approve_expenses>`, :doc:`posting <../expenses/post_expenses>`, and
+   :ref:`reimbursing <expenses/reimburse>` expenses are **only** for users with the appropriate
+   :doc:`access rights <../../general/users/access_rights>`.

content/applications/finance/expenses/log_expenses.rst

@@ -0,0 +1,230 @@
+============
+Log expenses
+============
+
+Before expenses can be reimbursed, each individual expense needs to be logged in the database.
+Expense records can be created in three different ways: :ref:`manually enter an expense record
+<expenses/manual_expense>`, :ref:`upload a receipt <expenses/upload_receipt>`, or :ref:`email a
+receipt <expenses/email_expense>` to a preconfigured email address.
+
+.. _expenses/manual_expense:
+
+Manually enter expenses
+=======================
+
+To record a new expense, open the :menuselection:`Expenses app`, which displays the :guilabel:`My
+Expenses` page, by default.
+
+.. tip::
+   This view can also be accessed from :menuselection:`Expenses app --> My Expenses --> My
+   Expenses`.
+
+Then, click :guilabel:`New`, and then fill out the following fields on the form that appears:
+
+- :guilabel:`Description`: Enter a short description for the expense. This should be concise and
+  informative, such as `lunch with client` or `hotel for conference`.
+- :guilabel:`Category`: Select the expense category from the drop-down menu that most closely
+  corresponds to the expense.
+- :guilabel:`Total`: Enter the total amount paid for the expense in one of two ways:
+
+  #. If the expense is for a single item/expense, and the category selected was for a single item,
+     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 with a fixed price, the
+     :guilabel:`Unit Price` is displayed. Enter the quantity in the :guilabel:`Quantity` field, and
+     the total cost is automatically updated with the correct total. The total cost appears below
+     the :guilabel:`Quantity`.
+
+     .. example::
+        In the case of mileage driven, the :guilabel:`Unit Price` is populated as the cost *per
+        mile*. Set the :guilabel:`Quantity` to the *number of miles driven*, and the total is
+        calculated.
+
+- :guilabel:`Included Taxes`: If taxes were configured on the expense category, the tax percentage
+  and amount appear automatically after entering either the :guilabel:`Total` or the
+  :guilabel:`Quantity`.
+
+  .. note::
+     When a tax is configured on an expense category, the :guilabel:`Included Taxes` value updates
+     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. Select either :guilabel:`Employee (to reimburse)` or :guilabel:`Company`. Depending on
+  the expense category selected, this field may not appear.
+- :guilabel:`Expense Date`: Using the calendar popover window that appears when this field is
+  clicked, enter the date the expense was incurred.
+- :guilabel:`Account`: Using the drop-down menu, select the expense account the expense should be
+  logged in.
+- :guilabel:`Customer to Reinvoice`: If the expense is something that should be paid for by a
+  customer, select the :abbr:`SO (Sales Order)` and customer that should be invoiced for this
+  expense from the drop-down menu. All sales orders in the drop-down menu list both the :abbr:`SO
+  (Sales Order)`, as well as the company the sales order is written for. After the expense is saved,
+  the customer name disappears, and only the :abbr:`SO (Sales Order)` is visible on the expense.
+
+  .. example::
+     A customer wishes to have an on-site meeting for the design and installation of a custom
+     garden, and agrees to pay for the expenses associated with it (such as travel, hotel, meals,
+     etc). All 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 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 each account.
+- :guilabel:`Company`: If multiple companies are set up, select the company the expense should be
+  filed for from the drop-down menu. The current company automatically populates this field.
+- :guilabel:`Notes...`: If any notes are needed to clarify the expense, enter them in the notes
+  field.
+
+.. image:: log_expenses/expense-filled-in.png
+   :align: center
+   :alt: A filled in expense form for a client lunch.
+
+Attach receipts
+---------------
+
+After the expense record is created, the next step is to attach a receipt. Click the
+:guilabel:`Attach Receipt` button, and a file explorer appears. Navigate to the receipt to be
+attached, and click :guilabel:`Open`.
+
+The new receipt is recorded in the *chatter*, and the number of receipts appears next to the
+:icon:`fa-paperclip` :guilabel:`(paperclip)` icon. Multiple receipts can be attached to an
+individual expense record, as needed.
+
+.. image:: log_expenses/receipt-icon.png
+   :align: center
+   :alt: Attach a receipt and it appears in the chatter.
+
+.. _expenses/upload_receipt:
+
+Upload expenses
+===============
+
+It is possible to have expense records created automatically, by uploading a PDF receipt. This
+feature requires the enabling of a setting, and the purchasing of :abbr:`IAP (in-app purchases)`
+credits.
+
+Digitalization settings
+-----------------------
+
+To enable receipt scanning, navigate to :menuselection:`Expenses app --> Configuration -->
+Settings`, and tick the checkbox beside the :guilabel:`Expense Digitization (OCR)` option. Then,
+click :guilabel:`Save`. When enabled, additional options appear. Click on the corresponding radio
+button to select one of the following options:
+
+- :guilabel:`Do not digitize`: turns off receipt digitization.
+- :guilabel:`Digitize on demand only`: only digitizes receipts when requested. A
+  :guilabel:`Digitize document` button appears on expense records. When clicked, the receipt is
+  scanned and the expense record is updated.
+- :guilabel:`Digitize automatically`: automatically digitizes all receipts when they are uploaded.
+
+Beneath these options are two additional links. Click the :icon:`fa-arrow-right` :guilabel:`Buy
+credits` link to purchase credits for receipt digitization. Click the :icon:`fa-arrow-right`
+:guilabel:`View My Services` link to view a list of all current services, and their remaining credit
+balances.
+
+For more information on document digitization and :abbr:`IAPs (in-app purchases)`, refer to the
+:doc:`In-app purchase (IAP) <../../essentials/in_app_purchase>` documentation.
+
+.. note::
+   When the :guilabel:`Expense Digitization (OCR)` option is enabled, a necessary module is
+   installed, so receipts can be scanned. Disabling this option uninstalls the module.
+
+   If, at some point, there is a desire to temporarily stop digitizing receipts, select the
+   :guilabel:`Do not digitize` option. The reason this option is available is so the module is not
+   uninstalled, allowing for digitization to be enabled in the future by selecting one of the other
+   two options.
+
+Upload receipts
+---------------
+
+Open the :guilabel:`Expenses app`, and from the :guilabel:`My Expenses` dashboard, click
+:guilabel:`Upload`, and a file explorer appears. Navigate to the desired receipt, select it, then
+click :guilabel:`Open`.
+
+.. image:: log_expenses/upload.png
+   :align: center
+   :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 expense record is created. The :guilabel:`Expense Date` field is
+populated with today's date, along with any other fields based on the scanned data, such as the
+:guilabel:`Total`.
+
+Click on the new entry to open the individual expense form, and make any changes, if needed. The
+scanned receipt appears in the *chatter*.
+
+.. _expenses/email_expense:
+
+Email expenses
+==============
+
+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, an email alias must first be configured. Navigate to :menuselection:`Expenses app -->
+Configuration --> Settings`. Ensure the checkbox beside :guilabel:`Incoming Emails` is ticked. The
+default email alias is *expense@(domain).com*. Change the email alias by entering the desired email
+in the field to the right of :guilabel:`Alias`. Then, click :guilabel:`Save`.
+
+.. image:: log_expenses/alias-email.png
+   :align: center
+   :alt: Te default email that populates the expenses email alias.
+
+.. note::
+   If the domain alias needs to be set up, :icon:`fa-arrow-right` :guilabel:`Setup your domain
+   alias` appears beneath the :guilabel:`Incoming Emails` checkbox, instead of the email address
+   field.
+
+   .. image:: log_expenses/email-alias.png
+      :align: center
+      :alt: Create the domain alias by clicking the link.
+
+   Refer to the :doc:`/applications/websites/website/configuration/domain_names` documentation for
+   setup instructions and more information.
+
+   Once the domain alias is configured, the email address field is visible beneath the
+   :guilabel:`Incoming Emails` feature on the :guilabel:`Settings` page in the **Expenses** app.
+
+Once 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.
+
+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 as the subject of the email. 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 category's internal reference, go to :menuselection:`Expenses app -->
+Configuration --> Expense Categories`. If an internal reference is listed on the expense category,
+it is listed in the :guilabel:`Internal Reference` column.
+
+.. image:: log_expenses/ref.png
+   :align: center
+   :alt: Internal reference numbers are listed in the main Expense Categories view.
+
+To add an internal reference on an expense category, click on the category to open the expense
+category form. Enter the :guilabel:`Internal Reference` in the corresponding field. Beneath the
+:guilabel:`Internal Reference` field, this sentence appears: :guilabel:`Use this reference as a
+subject prefix when submitting by email.`
+
+.. image:: log_expenses/mileage-internal-reference.png
+   :align: center
+   :alt: Internal reference numbers are listed in the main Expense Products view.
+
+.. example::
+   If submitting an expense, via email, for a $25.00 meal during a work trip, the email subject
+   would be `FOOD $25.00`.
+
+   Explanation:
+
+   - The :guilabel:`Internal Reference` for the expense category `Meals` is `FOOD`
+   - The :guilabel:`Cost` for the expense is `$25.00`
+
+.. 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 :menuselection:`Employees app`, and refer to the :guilabel:`Work Email` field.
+
+   .. image:: log_expenses/authenticated-email-address.png
+      :align: center
+      :alt: Create the domain alias by clicking the link.

content/applications/finance/expenses/post_expenses.rst

@@ -26,9 +26,9 @@ only the :guilabel:`Approved` checkbox is ticked.
    status of :guilabel:`Refused`.
 
 Expense reports can be posted to accounting journals in two ways: :ref:`individually
-<expenses/individual-reports>` or :ref:`in bulk <expenses/multiple-reports>`.
+<expenses/post-individual>` or :ref:`in bulk <expenses/post-multiple>`.
 
-.. _expenses/individual-reports:
+.. _expenses/post-individual:
 
 Post individual reports
 -----------------------
@@ -47,7 +47,7 @@ After posting the expenses to an accounting journal, a :guilabel:`Journal Entry`
 appears at the top of the screen. Click the :guilabel:`Journal Entry` smart button, and the details
 for the journal entry appear, with a status of :guilabel:`Posted`.
 
-.. _expenses/multiple-reports:
+.. _expenses/post-multiple:
 
 Post multiple reports
 ---------------------