[ADD] Expenses: reimburse employees doc

closes odoo/documentation#10666

X-original-commit: 2f228153b0
Signed-off-by: Lara Martini (larm) <larm@odoo.com>

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/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

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
+   :doc:`Approving <../expenses/approve_expenses>` expenses, :doc:`posting
-   :ref:`reimbursing <expenses/reimburse>` expenses are **only** for users with the appropriate
+   <../expenses/post_expenses>` expenses, and :doc:`reimbursing <../expenses/reimburse>` expenses
-   :doc:`access rights <../../general/users/access_rights>`.
+   are **only** for users with the appropriate :doc:`access rights documentation
+   </applications/general/users>`.

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
+<expenses/reimburse-single>` or :ref:`in bulk <expenses/reimburse-bulk>`), or :ref:`reimbursed in a
+payslip <expenses/reimburse-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 <expenses/reimburse-payslip>`, 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
+  <employees/private-info>` 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`. The status only changes to
+:guilabel:`Posted` (and then :guilabel:`Done`), when the paycheck is processed.
+
+.. seealso::
+   Refer to the :doc:`Payslips <../../hr/payroll/payslips>` documentation for more information about
+   processing paychecks.