[ADD] expense: Overall flow documentation

applications.rst

@@ -8,16 +8,17 @@ Applications
    accounting
    crm
    sales
+   website
    ecommerce
    discuss/getting_started
    purchase
    inventory
    point_of_sale
    project
+   expense/expense
+   general
    getting_started/documentation
    db_management/documentation
-   website
-   general
    legal
 ..   expenses
 ..   recruitment

expense.rst

@@ -0,0 +1,11 @@
+:banner: banners/expense.jpg
+
+=======
+Expenses
+=======
+
+.. toctree::
+   :titlesonly:
+
+   expense/expense
+

expense/expense.rst

@@ -0,0 +1,222 @@
+:banner: banners/expense.jpg
+
+========
+Expenses
+========
+
+How to set expense types
+========================
+The first step to track expenses is to configure the expense types (managed as products in Odoo)
+that your company allows, from the *Configuration* menu. 
+When a specific expense is reimbursed at a fixed price, set a cost on the product.
+Otherwise keep the cost at 0.0 and employees will report the real cost per expense.
+
+.. image:: ./media/expense_product.png
+   :align: center
+
+Here are some examples to configure:
+
+* Restaurant:
+
+  * Cost: 0.00 (the cost of the ticket will be recorded on every expense)
+* Travel with Personal Car:
+
+  * Cost: 0.30 (the price per mile reimbursed by the company is fixed)
+* Hotel:
+
+  * Cost: 0.00 (the cost of the ticket will be recorded on every expense)
+
+* Others:
+
+  * Cost: 0.0
+
+Don’t forget to set an expense tax on each expense type 
+(and an account if you use Odoo Accounting). 
+It’s usually a good practice to use a tax that is configured 
+with *Tax Included in Price* (see: :doc:`../accounting/others/taxes/tax_included`).
+That way, employees report expenses with 
+prices including taxes, which is usually the expected behaviour.
+
+.. tip:: 
+    The *Sales* app allows you to specify unit of measures for your 
+    expense types (units, miles, nights, etc.). 
+    Go to :menuselection:`Sales --> Configuration --> Settings` and check
+    *Some products may be sold/purchased in different units of measure (advanced)*.
+
+
+How to record expenses
+======================
+
+Manually
+--------
+
+As an employee (Employee in user access rights), you can record 
+expenses from :menuselection:`My Expenses --> Expenses to Submit`.
+
+.. image:: ./media/expense_submit_01.png
+   :align: center
+
+1. Select the related product and enter either the total amount 
+   you paid (with Quantity = 1) or the unit price if Quantity is 
+   countable (e.g. number of hotel nights).
+2. Enter the expense date.
+3. Choose if you paid the bill on your own (and expect to be reimbursed) 
+   or if the company paid directly (e.g. if you used a company's credit card).
+4. Set the bill reference, add some notes if requested and attach a 
+   photo/scan of the receipt from the discussion thread. 
+   That will help the manager and the accountant validate it.
+
+.. image:: ./media/expense_submit_02.png
+   :align: center
+
+In one click from emails
+------------------------
+Let your employees record their expenses from a simple email. 
+Make a snapshot of the receipt and send it by email, or simply forward a bill!
+
+The only thing to do is setting up an email alias in 
+:menuselection:`Expenses --> Configuration --> Settings` (e.g. *expenses* @mycompany.odoo.com). 
+For security purposes, only authenticated employee emails 
+(cfr. *Work Email* in employee detail form) are accepted.
+
+.. tip::
+    The expense product is set automatically if the mail subject contains 
+    the product's internal reference between brackets (e.g. [Food]). 
+    Type the expense amount in the mail subject to set it on the expense too.
+
+How to submit expenses to managers
+==================================
+
+When you are ready to submit your expenses to your manager 
+(e.g. at the end of a business trip, or once a month), 
+go to the menu :menuselection:`My Expenses --> Expenses to Submit`. Select all expenses 
+from the list view and click on :menuselection:`Action > Submit to Manager`. 
+Save the newly created expense report (i.e. set of expenses), 
+and wait for your manager to approve it.
+
+.. image:: ./media/expense_submit_03.png
+   :align: center
+
+You can also submit expenses one by one from the *Submit to Manager* 
+button on the form view of an expense.
+
+All your submitted expense reports can be found in 
+:menuselection:`Expenses --> My Expenses --> Expense Reports`.
+
+
+How to approve expenses
+=======================
+
+HR and team managers get an overview of all expense reports to 
+validate from the top menu :menuselection:`To Approve --> Expense Reports to Approve`. 
+Such users must have at least *Officers* access rights for *Expenses*.
+
+.. image:: ./media/expense_approval_01.png
+   :align: center
+
+They can review expense reports, approve or reject them, as well as providing 
+feedback thanks to the integrated communication tool.
+
+.. image:: ./media/expense_approval_02.png
+   :align: center
+
+As a team manager you can easily find the expense reports of your team members. 
+You need to be set as manager in the detail form of those employees.
+
+.. image:: ./media/expense_approval_03.png
+   :align: center
+
+
+How to post expenses in accounting
+==================================
+
+Once expense reports approved by managers, the accounting department 
+goes to :menuselection:`Expenses --> Accountant --> Expense Reports To Post` to check 
+accounts, products and taxes. They can click *Post Journal Entries* 
+to post related journal entries into your books. 
+To do so, the user must have following access rights:
+
+* Accounting: Accountant or Adviser
+* Expenses: Manager
+
+.. note::
+    To post an expense, a *Home Address* must be set on the employee. 
+    If you get a related blocking message when posting, click the employee, 
+    go to *Personal Information* tab and select/create the contact of your employee 
+    in the address book. 
+    A contact has been automatically created if this person is using Odoo.
+
+How to reimburse employees
+==========================
+
+You can now see all the expense reports to reimburse in 
+:menuselection:`Expenses --> Accountant --> Expense Reports To Pay`. 
+To record the payment or pay by check, click *Register a Payment*.
+
+See how you can easily manage the payment process in Odoo:
+
+* :doc:`../accounting/payables/pay/check`
+* :doc:`../accounting/payables/pay/sepa`
+
+
+How to reinvoice expenses to your customers
+===========================================
+
+If you track expenses on customer projects, you can charge them 
+back to your customers automatically.
+
+Setup
+-----
+
+* Install *Sales* app if not yet done.
+* Go to :menuselection:`Accounting --> Configuration --> Settings` and install 
+  Analytic Accounting* (in Recommended Features).
+
+* Go to :menuselection:`Sales --> Sales --> Products` and set the invoicing method 
+  on all your Expense types:
+
+  * At cost: will invoice expenses at their real cost.
+  * At sales price: will invoice based on a fixed sales price 
+    defined in the product form. 
+
+.. image:: ./media/expense_invoicing_01.png
+   :align: center
+
+Create an order
+---------------
+* As a salesman, create and confirm a Sales Order for the services 
+  delivered to your customer. Don’t put any expense in the order. 
+  They will be added automatically once posted by the accountant.
+
+* Link this order to an analytic account dedicated to the customer project. 
+  You can create it on the fly.
+
+.. image:: ./media/expense_invoicing_02.png
+   :align: center
+
+.. tip::
+    If you track *Timesheets* on customer projects, Odoo can create 
+    an analytic account automatically once the order confirmed. 
+    It's useful if your employees must record timesheets on customer-specific projects. 
+    To do so, open your order product (service item) and make sure *Track Service* 
+    is set on *Timesheets on project*.
+
+Submit, validate and post expenses
+----------------------------------
+* As a manager, make sure the analytic account is set on every expense line 
+  on approving expenses reports. Click the line to add one if missing. 
+  Employees are already able to set one when submitting.
+
+.. image:: ./media/expense_invoicing_03.png
+   :align: center
+
+* As an accountant, post journal entries.
+
+Invoice expenses
+----------------
+Now you can invoice the order.It shows up in :menuselection:`Sales --> Invoicing --> Sales to Invoice`. 
+The expenses have been added automatically in the order lines. 
+Such items show up in blue (i.e. to invoice). 
+
+.. image:: ./media/expense_invoicing_04.png
+   :align: center