[IMP] sales: reinvoice expenses to customers

closes odoo/documentation#5590

Signed-off-by: Zachary Straub (zst) <zst@odoo.com>

content/applications/sales/sales/invoicing/expense.rst

@@ -1,65 +1,228 @@
-================================
-Re-invoice expenses to customers
-================================
+===============================
+Reinvoice expenses to customers
+===============================
 
-It often happens that your employees have to spend their personal money
-while working on a project for your client. Let's take the example of a
-consultant paying for a hotel to work on the site of your client. As a
-company, you would like to be able to invoice that expense to your
-client.
+While working on a project for a client, employees often have to spend their own money on various
+expenses related to the project.
 
-Expenses configuration
-======================
+For example, an employee may need to use their own money to pay for a hotel, while they provide an
+on-site service for a client. As a company, this expense should be reinvoiced to the customer. With
+Odoo, these kinds of expenses can quickly be reinvoiced to the customer related to the project.
 
-To track & invoice expenses, you will need the expenses app. Go to
-:menuselection:`Apps --> Expenses` to install it.
+Expenses application
+====================
 
-You should also activate the analytic accounts feature to link expenses
-to the sales order, to do so, go to :menuselection:`Invoicing -->
-Configuration --> Settings` and activate *Analytic Accounting*.
+To be able to reinvoice a customer for an expense, the *Expenses* application **must** be installed.
 
-Add expenses to your sales order
-================================
+To install the *Expenses* application, navigate to :menuselection:`main Odoo dashboard --> Apps`,
+and click :guilabel:`Install` on the *Expenses* application block. When clicked, Odoo installs the
+application, refreshes the page, and returns to the main Odoo dashboard.
 
-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.
+Add expenses to sales orders
+============================
 
-You can then enter a relevant description and select an existing product
-or create a new one from right there.
+To begin, have a sales order confirmed in the *Sales* app to which a reinvoiced expense can be
+added. Or, create a new sales order from scratch. To do that, navigate to the :menuselection:`Sales
+app --> New`. Doing so reveals a blank quotation form.
 
-.. image:: expense/expense01.png
+Then, add a :guilabel:`Customer`, and add a product to the :guilabel:`Order Lines` tab, by clicking
+:guilabel:`Add a product`. Next, select a product from the drop-down menu.
+
+Lastly, click :guilabel:`Confirm` to confirm the sales order.
+
+.. image:: expense/confirmed-sales-order.png
    :align: center
+   :alt: This is how a confirmed sales order looks in the Odoo Sales application.
 
-Here, we are creating a *Hotel* product:
+With the sales order confirmed, it's time to create an expense.
 
-.. image:: expense/expense02.png
+To do that, navigate to the *Expenses* application, by going to :menuselection:`main Odoo dashboard
+--> Expenses`.
+
+Then, from the *Expenses* dashboard, click :guilabel:`New` to reveal a blank expenses form.
+
+.. image:: expense/blank-expenses-form.png
    :align: center
+   :alt: A blank expenses form in the Odoo Expenses application.
 
-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.
+On the expenses form, add a :guilabel:`Description` to easily reference the expense.
 
-.. image:: expense/expense03.png
+Then, in the :guilabel:`Category` field, select one of the following options from the drop-down
+menu:
+
+- :guilabel:`Communication`: any form of communication related to a project/order.
+- :guilabel:`Others`: expense that doesn't fit into any other categories.
+- :guilabel:`Meals`: any form of meal costs related to a project/order.
+- :guilabel:`Gifts`: any form of gift costs related to a project/order.
+- :guilabel:`Mileage`: any form of mileage (gas) costs related to project/order.
+- :guilabel:`Travel \& Accommodation`: any travel or accommodation costs related to a project/order.
+
+.. tip::
+   New expense categories can be created from an expense form, by clicking the :guilabel:`Category`
+   field drop-down menu, selecting :guilabel:`View All`, and clicking :guilabel:`New` from the
+   :guilabel:`Search:Category` pop-up window.
+
+   .. image:: expense/expense-category-pop-up.png
+      :align: center
+      :alt: The Search:Category expenses pop-up window from a blank expenses form in Odoo Expenses.
+
+For this sample workflow, which will reinvoice a customer for a brief hotel stay, the
+:guilabel:`Category` for this example is :guilabel:`[TRANS \& ACC] Travel \& Accommodation`.
+
+.. note::
+   The following example requires the *Sales*, *Accounting*, and *Expense* apps to view/modify all
+   the fields mentioned during the workflow.
+
+Beneath the :guilabel:`Category` field, enter in the amount to be expensed in the :guilabel:`Total`
+field.
+
+Next, designate if there are any :guilabel:`Included taxes` in the :guilabel:`Total`. If a
+preconfigured tax amount is selected from the :guilabel:`Included taxes` field, Odoo auto-calculates
+the taxed amount, based on the amount entered in the :guilabel:`Total` field.
+
+Then, choose which :guilabel:`Employee` was responsible for the expense, and choose an option in the
+:guilabel:`Paid By` field: :guilabel:`Employee (to reimburse)` or :guilabel:`Company`.
+
+In this case, our employee paid for the hotel with their own money, so the :guilabel:`Employee (to
+reimburse)` option is chosen.
+
+On the right-hand side of the expenses form, the option to add a :guilabel:`Bill Reference` is
+available. Beneath that, the auto-populated :guilabel:`Expense Date` and :guilabel:`Account` fields
+are available.
+
+.. note::
+   The :guilabel:`Expense Date` and :guilabel:`Account` field can be modified, if needed.
+
+Next, in the :guilabel:`Customer to Reinvoice` field, click the blank field to reveal a drop-down
+menu. From this drop-down menu, select the appropriate sales order to which this expense should be
+attached. This field **must** be filled, in order to reinvoice a customer for an expense.
+
+Lastly, the option to modify the :guilabel:`Analytic Distribution` and :guilabel:`Company` fields
+are available. These fields are *not* required to complete a reinvoiced expense to a customer, but
+are available to modify, if needed.
+
+Also, at the bottom of the expense form, there is a :guilabel:`Notes...` section, wherein any notes
+related to this expense can be added, if needed.
+
+.. image:: expense/filled-in-expense-form.png
    :align: center
+   :alt: A filled out expenses form in the Odoo Expenses application.
 
-To modify or create more products go to :menuselection:`Expenses -->
-Configuration --> Expense products`.
+At the top of the expense form, there are buttons to :guilabel:`Attach Receipt`, :guilabel:`Create
+Report`, and :guilabel:`Split Expense`.
 
-Back on the expense, add the original sale order in the expense to
-submit.
+If there is a physical or digital receipt that should be attached to the expense, click
+:guilabel:`Attach Receipt`.
 
-.. image:: expense/expense04.png
+If the cost of this expense needs to be split, click :guilabel:`Split Expense`. This feature can be
+used for a number of reasons (spitting expense with another employee, to accommodate different tax
+rates, etc.).
+
+If neither of these options are necessary, click :guilabel:`Create Report` to lock in the expense
+report that was just configured.
+
+Doing so reveals an :guilabel:`Expense Report Summary` for the new expense.
+
+.. image:: expense/expense-report-summary-form.png
    :align: center
+   :alt: An expense report summary in the Odoo Expenses application.
 
-It can then be submitted to the manager, approved and finally posted.
+Here, once the details related to the expense have been confirmed, click :guilabel:`Submit to
+Manager`. This sends the expense report to the approving manager, who will review the expense.
 
-.. image:: expense/expense05.png
+The manager in charge of reviewing and approving the expense will inspect the details related to
+the expense, and if there are no issues, they will click the :guilabel:`Approve` button — which
+*only* appears on the manager's view of the :guilabel:`Expense Report Summary` that's been submitted
+to the manager by the employee.
+
+.. image:: expense/expense-report-summary-manager-approve.png
    :align: center
+   :alt: An expense report summary that a manager will approve with an Approve button.
 
-.. image:: expense/expense06.png
+Once approved, the buttons at the top of the :guilabel:`Expense Report Summary` change once again.
+At this point, the buttons at the top of the :guilabel:`Expense Report Summary` are: :guilabel:`Post
+Journal Entries`, :guilabel:`Report in Next Payslip`, :guilabel:`Refuse`, and :guilabel:`Reset to
+Draft`.
+
+.. image:: expense/expense-report-summary-manager-post-journal.png
    :align: center
+   :alt: An expense report summary with post journal entries button at the top of the form.
 
-.. image:: expense/expense07.png
+When the manager is satisfied with the :guilabel:`Expense Report Summary`, they'll click
+:guilabel:`Post Journal Entries`.
+
+Upon clicking :guilabel:`Post Journal Entries`, that button disappears, and the :guilabel:`Analytic
+Distribution` column in the :guilabel:`Expense` tab is filled with the sales order that was
+initially configured to the expense in the :guilabel:`Customer to Reinvoice` field.
+
+Reinvoice expense
+=================
+
+With those steps completed, it's time to return to the sales order to complete the reinvoice of the
+expense to the customer.
+
+To do that, navigate to :menuselection:`main Odoo dashboard --> Sales app`, and select the
+appropriate sales order that should be reinvoiced for the expense.
+
+On the sales form, the newly-configured expense is now in the :guilabel:`Order Lines` tab, with its
+:guilabel:`Delivered` column filled in, and ready to be invoiced.
+
+.. image:: expense/sales-order-with-expense-order-lines.png
    :align: center
+   :alt: A sales order with the configured expense ready to be invoiced in the Order Lines tab.
 
-It will then be in the sales order and ready to be invoiced.
+After confirming the details of the expense, click :guilabel:`Create Invoice` at the top of the
+sales order. When clicked, a :guilabel:`Create invoices` pop-up window appears.
+
+.. image:: expense/create-invoices-popup.png
+   :align: center
+   :alt: A create invoices pop-up window that appears when the Create Invoice is clicked.
+
+From this pop-up window, leave the :guilabel:`Create Invoice` field on the default
+:guilabel:`Regular invoice` option, and click :guilabel:`Create Draft Invoice`.
+
+Doing so reveals a :guilabel:`Customer Invoice Draft` showing *only* the expense in the
+:guilabel:`Invoice Lines` tab.
+
+.. image:: expense/customer-invoice-draft-with-expense.png
+   :align: center
+   :alt: A customer invoice draft with the expense in the Invoice Lines tab of the form.
+
+If all the information related to the expense is correct, click :guilabel:`Confirm` to confirm the
+invoice. Doing so moves the status of the invoice from :guilabel:`Draft` to :guilabel:`Posted`.
+
+To send the invoice to the customer, click :guilabel:`Send \& Print`. Doing so reveals a
+:guilabel:`Send` pop-up window, with a preconfigured message and PDF invoice in the body of the
+message. The message can be reviewed and modified, if needed.
+
+Once ready, click :guilabel:`Send \& Print` to send the invoice to the customer. When clicked, the
+pop-up window disappears, and Odoo sends the message/invoice to the customer. Additionally, a PDF of
+the invoice is automatically downloaded for record-keeping and/or printing purposes.
+
+Back on the :guilabel:`Customer Invoice`, click the :guilabel:`Register Payment` button when the
+customer pays for the invoiced expense.
+
+.. image:: expense/customer-invoice-register-payment.png
+   :align: center
+   :alt: A customer invoice with the register payment button ready to be clicked.
+
+When :guilabel:`Register Payment` is clicked, a :guilabel:`Register Payment` pop-up window appears.
+In this pop-up window, the necessary fields are auto-populated with the correct information. After
+reviewing the information, click :guilabel:`Create Payment`.
+
+.. image:: expense/register-payment-popup.png
+   :align: center
+   :alt: A register payment pop-up window on a customer invoice in Odoo Sales.
+
+Once :guilabel:`Create Payment` is clicked, the pop-up window disappears, and a green :guilabel:`In
+Payment` banner is in the upper-right corner of the invoice, signifying this invoice is paid for in
+full. Thus, completing the workflow.
+
+.. image:: expense/expense-invoice-in-payment-banner.png
+   :align: center
+   :alt: A register payment pop-up window on a customer invoice in Odoo Sales.
+
+.. seealso::
+   - :doc:`invoicing_policy`
+   - :doc:`time_materials`
+   - :doc:`milestone`