diff --git a/content/applications/finance/expenses.rst b/content/applications/finance/expenses.rst index 2f06efb88..8bbedb7d3 100644 --- a/content/applications/finance/expenses.rst +++ b/content/applications/finance/expenses.rst @@ -4,8 +4,8 @@ Expenses ======== -Odoo *Expenses* streamlines the management of expenses. After an employee submits their expenses in -Odoo, they are reviewed by management and accounting teams. Once approved, payments can then be +Odoo **Expenses** streamlines the management of expenses. After an employee submits their expenses +in Odoo, they are reviewed by management and accounting teams. Once approved, payments can then be processed, and disbursed back to the employee for reimbursement. .. seealso:: @@ -372,46 +372,6 @@ the manager's team. :align: center :alt: Send messages in the chatter. -.. _expenses/post: - -Post expenses in accounting -=========================== - -Once an expense report is approved, the next step is to post the report to the accounting journal. -To view all expense reports, go to :menuselection:`Expenses app --> Expense Reports`. To view only -the 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 - :alt: View reports to post by clicking on expense reports, then reports to post. - -Just like approvals, expense reports can be posted in two ways (individually or several at once). To -post multiple expense reports at once, remain in the list view. First, select the reports to post by -ticking the checkbox next to each report, or tick the checkbox next to :guilabel:`Employee` to -select all the reports in the list. Next, click :guilabel:`Post Entries`. - -.. image:: expenses/post-entries.png - :align: center - :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`, :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, and then click :guilabel:`Refuse`. Refused -reports can be viewed by going to :menuselection:`Expenses app --> Expense Reports`, then adjusting -the filters on the left so that only :guilabel:`Refused` is selected. This will only show the -refused expense reports. - -.. important:: - To post expense reports to an accounting journal, the user must have following access rights: - - - Accounting: Accountant or Adviser - - Expenses: Manager - .. _expenses/reimburse: Reimburse employees @@ -511,10 +471,10 @@ Distribution` is set on every expense line of a report. If an :guilabel:`Analyti missing, assign the correct accounts from the drop-down menu, and click :guilabel:`Approve` or :guilabel:`Refuse`. -The accounting department is typically responsible for :ref:`posting journal entries -`. Once an expense report is approved, it can then be posted. The :abbr:`SO (Sales -Order)` is **only** updated *after the journal entries are posted*. One the journal entries are -posted, the expenses now appear on the referenced :abbr:`SO (Sales Order)`. +The accounting department is typically responsible for :doc:`posting journal entries +`. Once an expense report is approved, it can then be posted. The :abbr:`SO +(Sales Order)` is **only** updated *after* the journal entries are posted. Once the journal entries +are posted, the expenses now appear on the referenced :abbr:`SO (Sales Order)`. Invoice expenses ---------------- @@ -549,9 +509,11 @@ clicking the radio button next to it. Then, click :guilabel:`Create Invoice`. Th been invoiced for the expenses. .. seealso:: - :doc:`expenses/expense_reports` + - :doc:`expenses/post_expenses` + - :doc:`expenses/expense_reports` .. toctree:: :titlesonly: + expenses/post_expenses expenses/expense_reports diff --git a/content/applications/finance/expenses/expense_reports.rst b/content/applications/finance/expenses/expense_reports.rst index 62e7f7c21..5706309f6 100644 --- a/content/applications/finance/expenses/expense_reports.rst +++ b/content/applications/finance/expenses/expense_reports.rst @@ -121,5 +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:: - The :ref:`expenses/approve`, :ref:`expenses/post`, and :ref:`expenses/reimburse` sections are - **only** for users with the appropriate *access rights*. + :ref:`Approving `, :doc:`posting <../expenses/post_expenses>`, and + :ref:`reimbursing ` expenses are **only** for users with the appropriate + :doc:`access rights <../../general/users/access_rights>`. diff --git a/content/applications/finance/expenses/post-entries.png b/content/applications/finance/expenses/post-entries.png deleted file mode 100644 index d6d421497..000000000 Binary files a/content/applications/finance/expenses/post-entries.png and /dev/null differ diff --git a/content/applications/finance/expenses/post-expenses/post-entries.png b/content/applications/finance/expenses/post-expenses/post-entries.png new file mode 100644 index 000000000..a3841f8ef Binary files /dev/null and b/content/applications/finance/expenses/post-expenses/post-entries.png differ diff --git a/content/applications/finance/expenses/post-expenses/post-reports.png b/content/applications/finance/expenses/post-expenses/post-reports.png new file mode 100644 index 000000000..4c4841bf4 Binary files /dev/null and b/content/applications/finance/expenses/post-expenses/post-reports.png differ diff --git a/content/applications/finance/expenses/post-reports.png b/content/applications/finance/expenses/post-reports.png deleted file mode 100644 index ad2692756..000000000 Binary files a/content/applications/finance/expenses/post-reports.png and /dev/null differ diff --git a/content/applications/finance/expenses/post_expenses.rst b/content/applications/finance/expenses/post_expenses.rst new file mode 100644 index 000000000..5543ea99a --- /dev/null +++ b/content/applications/finance/expenses/post_expenses.rst @@ -0,0 +1,75 @@ +============= +Post expenses +============= + +Once an expense report is :ref:`approved `, the next step is to post the expense +report to the proper accounting journal. + +.. important:: + To post expense reports to an accounting journal, the user **must** have the following + :doc:`access rights <../../general/users/access_rights>`: + + - Accounting: *Accountant* or *Adviser* + - Expenses: *Manager* + +Only expense reports with an *Approved* status can post the expenses to a journal. To view all +expense reports, navigate to :menuselection:`Expenses app --> Expense Reports`. Next, to view +**only** approved expense reports that need to be posted, adjust the filters on the left side, so +only the :guilabel:`Approved` checkbox is ticked. + +.. image:: post-expenses/post-reports.png + :align: center + :alt: View reports to post by clicking on expense reports, then reports to post. + +.. note:: + The default :guilabel:`All Reports` dashboard displays all expense reports, except reports with a + status of :guilabel:`Refused`. + +Expense reports can be posted to accounting journals in two ways: :ref:`individually +` or :ref:`in bulk `. + +.. _expenses/individual: + +Post individual reports +----------------------- + +To post an individual report, navigate to :menuselection:`Expenses app --> Expense Reports`, and +click on an individual report with a :guilabel:`Status` of :guilabel:`Approved`, to view the report +form. In this view, several options are presented: :guilabel:`Post Journal Entries`, +:guilabel:`Report In Next Payslip`, :guilabel:`Refuse`, or :guilabel:`Reset to Draft`. + +Click :guilabel:`Post Journal Entries` to post the report. + +The accounting journal the expenses are posted to is listed in the :guilabel:`Journal` field of the +expense report. + +After posting the expenses to an accounting journal, a :guilabel:`Journal Entry` smart button +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: + +Post multiple reports +--------------------- + +To post multiple expense reports at once, navigate to :menuselection:`Expenses app --> Expense +Reports` to view a list of expense reports. Next, select the reports to approve by ticking the +checkbox next to each report being approved. + +.. note:: + Only expense reports with a status of :guilabel:`Approved` are able to post the expenses to an + accounting journal. If an expense report is selected that **cannot** be posted, such as an + unapproved report, or the report has already been posted to a journal, the :guilabel:`Post + Entries` button is **not** visible. + +.. tip:: + To select **only** approved expense reports, adjust the filters on the left side, so that only + the :guilabel:`Approved` checkbox is ticked. Next, tick the checkbox next to the + :guilabel:`Employee` column title to select **all** the :guilabel:`Approved` reports in the list + at once. + +Next, click the :guilabel:`Post Entries` button. + +.. image:: post-expenses/post-entries.png + :align: center + :alt: Post multiple reports at a time from the Expense Reports view, with the Approved filter.