diff --git a/content/applications/finance/expenses.rst b/content/applications/finance/expenses.rst index f5ae913a0..550868532 100644 --- a/content/applications/finance/expenses.rst +++ b/content/applications/finance/expenses.rst @@ -84,50 +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 will be automatically configured if this is set. -.. _expenses/reimburse: - -Reimburse employees -=================== - -After an expense report is posted to an accounting journal, the next step is to reimburse the -employee. To view all the expense reports to pay, go to :menuselection:`Expenses app --> Expense -Reports --> Reports To Pay`. - -.. image:: expenses/reports-to-pay.png - :align: center - :alt: View reports to pay by clicking on expense reports, then reports to pay. - -Just like approvals and posting, expense reports can be paid in two ways (individually or several at -once). To pay multiple expense reports at once, remain in the list view. First, select the reports -to pay by 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:`Register -Payment`. - -.. image:: expenses/register-payment.png - :align: center - :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 ================================ @@ -220,11 +176,13 @@ invoice`, a :guilabel:`Down payment (percentage)`, or a :guilabel:`Down payment clicking the radio button next to it. Then, click :guilabel:`Create Invoice`. The customer has now been invoiced for the expenses. + .. seealso:: - - :doc:`expenses/post_expenses` + - :doc:`expenses/log_expenses` - :doc:`expenses/expense_reports` - :doc:`expenses/approve_expenses` - :doc:`expenses/post_expenses` + - :doc:`expenses/reimburse` .. toctree:: :titlesonly: @@ -233,3 +191,4 @@ been invoiced for the expenses. expenses/expense_reports expenses/approve_expenses expenses/post_expenses + expenses/reimburse diff --git a/content/applications/finance/expenses/expense_reports.rst b/content/applications/finance/expenses/expense_reports.rst index 91f792c14..e1896a178 100644 --- a/content/applications/finance/expenses/expense_reports.rst +++ b/content/applications/finance/expenses/expense_reports.rst @@ -121,6 +121,7 @@ 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>`, :doc:`posting <../expenses/post_expenses>`, and - :ref:`reimbursing ` expenses are **only** for users with the appropriate - :doc:`access rights <../../general/users/access_rights>`. + :doc:`Approving <../expenses/approve_expenses>` expenses, :doc:`posting + <../expenses/post_expenses>` expenses, and :doc:`reimbursing <../expenses/reimburse>` expenses + are **only** for users with the appropriate :doc:`access rights documentation + `. diff --git a/content/applications/finance/expenses/register-payment.png b/content/applications/finance/expenses/register-payment.png deleted file mode 100644 index 843d197e3..000000000 Binary files a/content/applications/finance/expenses/register-payment.png and /dev/null differ diff --git a/content/applications/finance/expenses/reimburse.rst b/content/applications/finance/expenses/reimburse.rst new file mode 100644 index 000000000..c0f2c90f2 --- /dev/null +++ b/content/applications/finance/expenses/reimburse.rst @@ -0,0 +1,140 @@ +=================== +Reimburse employees +=================== + +After an expense report is :doc:`posted to an accounting journal <../expenses/post_expenses>`, the +next step is to reimburse the employee. Just like approving and posting expenses, employees can be +reimbursed in two ways: with cash, check, or direct deposit (:ref:`individually +` or :ref:`in bulk `), or :ref:`reimbursed in a +payslip `. + +Settings +======== + +Reimbursements can be paid via paycheck, check, cash, or bank transfer. To set up payment options, +first configure the various settings by navigating to :menuselection:`Expenses app --> +Configuration --> Settings`. + +To reimburse employees for expenses :ref:`in their paychecks `, tick the +checkbox beside the :guilabel:`Reimburse in Payslip` option in the :guilabel:`Expenses` section. + +Next, set how payments are made in the :guilabel:`Accounting` section. Click the drop-down menu +under :guilabel:`Payment Methods`, and select the desired payment option. Default options include +paying by :guilabel:`Manual (Cash)`, :guilabel:`Checks (Bank)`, :guilabel:`NACHA (Bank)`, and +others. Leaving this field blank allows for **all** available payment options to be used. + +When all desired configurations are complete, click :guilabel:`Save` to activate the settings. + +.. _expenses/reimburse-single: + +Reimburse individually +====================== + +To reimburse an individual expense report, first navigate to :menuselection:`Expenses app --> +Expense Reports`. All expense reports are presented in a default list view. Click on the expense +report being reimbursed to view the report details. + +.. important:: + **Only** expense reports with a status of :guilabel:`Posted` can be reimbursed. + +Click the :guilabel:`Register Payment` button in the top-left corner of the expense report, and a +:guilabel:`Register Payment` pop-up window appears. Enter the following information in the pop-up +window: + +- :guilabel:`Journal`: Select the accounting journal to post the payment to using the drop-down + menu. The default options are :guilabel:`Bank` or :guilabel:`Cash`. +- :guilabel:`Payment Method`: Select how the payment is made using the drop-down menu. If + :guilabel:`Cash` is selected for the :guilabel:`Journal`, the only option available is + :guilabel:`Manual`. If :guilabel:`Bank` is selected for the :guilabel:`Journal`, the default + options are :guilabel:`Manual` or :guilabel:`Checks`. +- :guilabel:`Recipient Bank Account`: Select the employee's bank account the payment is being sent + to. If the employee has a bank account on file in the :ref:`Private Information tab + ` of their employee form in the **Employees** app, that bank account + populates this field, by default. +- :guilabel:`Amount`: The total amount being reimbursed populates this field, by default. The + currency, located to the right of the field, can be modified using the drop-down menu. +- :guilabel:`Payment Date`: Enter the date the payments are issued in this field. The current date + populates this field, by default. +- :guilabel:`Memo`: The text entered in the :doc:`Expense Report Summary + <../expenses/expense_reports>` field of the expense report populates this field, by default. + +.. image:: reimburse/payment.png + :align: center + :alt: The Register Payment pop-up window filled out for an individual expense report + reimbursement. + +When the fields of the pop-up window are completed, click the :guilabel:`Create Payment` button to +register the payment, and reimburse the employee. + +.. _expenses/reimburse-bulk: + +Reimburse in bulk +================= + +To reimburse multiple expense reports at once, navigate to :menuselection:`Expenses app --> Expense +Reports` to view all expense reports in a list view. Next, adjust the :guilabel:`STATUS` filters on +the left side to only present expense reports with a status of :guilabel:`Posted`. + +.. tip:: + Adjusting the :guilabel:`STATUS` filters to only show :guilabel:`Posted` expense reports is not + necessary, but removes the step of selecting each individual report in the list. + +Tick the checkbox next to the :guilabel:`Employee` column title to select all the reports in the +list. Once ticked, the number of selected expense reports appears at the top of the page +(:guilabel:`(#) Selected`). Additionally, a :guilabel:`Register Payment` button also appears in the +upper-left corner. + +.. image:: reimburse/multiple-reports.png + :align: center + :alt: Expense reports filtered by the status Posted, making the Register Payment button visible. + +Click the :guilabel:`Register Payment` button, and a :guilabel:`Register Payment` pop-up window +appears. Enter the following information in the pop-up window: + +- :guilabel:`Journal`: Select the accounting journal the payment should be posted to, using the + drop-down menu. The default options are :guilabel:`Bank` or :guilabel:`Cash`. +- :guilabel:`Payment Method`: Select how the payment is made using the drop-down menu. If + :guilabel:`Cash` is selected for the :guilabel:`Journal`, the only option available is + :guilabel:`Manual`. If :guilabel:`Bank` is selected for the :guilabel:`Journal`, the default + options are :guilabel:`Manual` or :guilabel:`Checks`. +- :guilabel:`Group Payments`: When multiple expense reports are selected for the same employee, this + option appears. Tick the checkbox to have only one payment made, rather than issuing multiple + payments to the same employee. +- :guilabel:`Payment Date`: Enter the date the payments are issued. The current date populates this + field, by default. + +.. image:: reimburse/register.png + :align: center + :alt: The Register Payment pop-up window filled out. + +When the fields on the pop-up window are completed, click the :guilabel:`Create Payments` button to +register the payments, and reimburse the employees. + +.. _expenses/reimburse-payslip: + +Report in next payslip +====================== + +If the *Reimburse in Payslip* option is activated on the *Settings* page, payments can be added to +their next payslip, instead of issued manually. + +.. important:: + Reimbursing expenses on payslips can **only** be done individually, on an expense report with a + status of *Approved*. Once an expense report has a status of *Posted*, the option to reimburse in + the following payslip does **not** appear. + +Navigate to :menuselection:`Expenses app --> Expense Reports`, and click on the individual expense +report being reimbursed on the following paycheck. Click the :guilabel:`Report in Next Payslip` +smart button, and the expenses are added to the next payslip issued for that employee. Additionally, +a message is logged in the chatter stating the expense is added to the following payslip. + +.. image:: reimburse/pay-via-payslip.png + :align: center + :alt: The Report in Next Payslip button, visible with an expense report status of Approved. + +The status for the expense report remains :guilabel:`Approved`. 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