[ADD] Expenses: reinvoicing expenses

closes odoo/documentation#10712

X-original-commit: 297fb0e28c
Signed-off-by: Lara Martini (larm) <larm@odoo.com>

content/applications/finance/expenses.rst

@@ -84,105 +84,13 @@ 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.
 
-Re-invoice expenses to customers
-================================
-
-If expenses are tracked on customer projects, expenses can be automatically charged back to the
-customer. This is done by creating an expense, referencing the :abbr:`SO (Sales Order)` the expense
-should be added to, and then creating the expense report. Next, managers approve the expense report,
-and the accounting department posts the journal entries. Finally, once the expense report is posted
-to a journal, the expenses appear on the :abbr:`SO (Sales Order)` that was referenced. The sales
-order can then be invoiced, thus invoicing the customer for the expense.
-
-Setup
------
-
-First, specify the invoicing policy for each expense category. Go to :menuselection:`Expenses app
---> Configuration --> Expense Categories`. Click on the expense category to open the expense
-category form. Under the :guilabel:`Invoicing` section, click the radio button next to the desired
-selection for :guilabel:`Re-Invoicing Expenses`. Options are :guilabel:`None`, :guilabel:`At cost`,
-and :guilabel:`Sales price`.
-
-:guilabel:`Re-Invoicing Expenses`:
-
-- :guilabel:`None`: Expense category will not be re-invoiced.
-- :guilabel:`At cost`: Expense category will invoice expenses at their real cost.
-- :guilabel:`At sales price`: Expense category will invoice the price set on the sale order.
-
-Create an expense
------------------
-
-First, when :doc:`creating a new expense <expenses/log_expenses>`, the correct information needs to
-be entered in order to re-invoice a customer. Select the *sales order* the expense will appear on in
-the :guilabel:`Customer to Reinvoice` section, from the drop-down menu. Next, select the
-:guilabel:`Analytic Account` the expense will be posted to. After the expense(s) are created, the
-expense report needs to be :doc:`created <expenses/expense_reports>` and :ref:`submitted
-<expenses/submit>` as usual.
-
-.. image:: expenses/reinvoice-expense.png
-   :align: center
-   :alt: Ensure the customer to be invoiced is called out on the expense.
-
-.. important::
-   Selecting a :guilabel:`Customer to Reinvoice` when creating an expense is critical, since this is
-   what causes the expenses to be automatically invoiced after an expense report is approved.
-
-   The :guilabel:`Customer to Reinvoice` field can be modified *until an expense report is*
-   **approved**, then the field is no longer able to be modified.
-
-Validate and post expenses
---------------------------
-
-Only employees with permissions (typically, managers or supervisors) can :doc:`approve expenses
-<expenses/approve_expenses>`. Before approving an expense report, ensure the :guilabel:`Analytic
-Distribution` is set on every expense line of a report. If an :guilabel:`Analytic Distribution` is
-missing, assign the correct accounts from the drop-down menu, and click :guilabel:`Approve` or
-:guilabel:`Refuse`.
-
-The accounting department is typically responsible for :doc:`posting journal entries
-<expenses/post_expenses>`. 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
-----------------
-
-Once the :abbr:`SO (Sales Order)` has been updated, it is time to invoice the customer. After the
-expense report has been approved and the journal entries have been posted, click the
-:guilabel:`Sales Orders` smart button to open the :abbr:`SO (Sales Order)`. The expenses to be
-re-invoiced are now on the :abbr:`SO (Sales Order)`.
-
-.. image:: expenses/sales-order.png
-   :align: center
-   :alt: After the expense report is posted to the journal entry, the sales order can be called up
-         by clicking on the sales order number.
-
-.. note::
-   More than one :abbr:`SO (Sales Order)` can be referenced on an expense report. If more than one
-   :abbr:`SO (Sales Order)` is referenced, the :guilabel:`Sales Orders` smart button will list the
-   number of :abbr:`SO (Sales Order)`'s. If multiple :abbr:`SO (Sales Order)`'s are listed, the
-   :guilabel:`Sales Orders` smart button opens a list view of all the :abbr:`SO (Sales Order)`'s on
-   the expense report. Click on a :abbr:`SO (Sales Order)` to open the individual :abbr:`SO (Sales
-   Order)`.
-
-The expenses are listed in the :abbr:`SO (Sales Order)` :guilabel:`Order Lines` tab.
-
-.. image:: expenses/so-details.png
-   :align: center
-   :alt: See the expenses listed on the sales order after clicking into it.
-
-Next, click :guilabel:`Create Invoice`, and select if the invoice is for a :guilabel:`Regular
-invoice`, a :guilabel:`Down payment (percentage)`, or a :guilabel:`Down payment (fixed amount)` by
-clicking the radio button next to it. Then, click :guilabel:`Create Invoice`. The customer has now
-been invoiced for the expenses.
-
-
 .. seealso::
    - :doc:`expenses/log_expenses`
    - :doc:`expenses/expense_reports`
    - :doc:`expenses/approve_expenses`
    - :doc:`expenses/post_expenses`
    - :doc:`expenses/reimburse`
+   - :doc:`expenses/reinvoice_expenses`
 
 .. toctree::
    :titlesonly:
@@ -192,3 +100,4 @@ been invoiced for the expenses.
    expenses/approve_expenses
    expenses/post_expenses
    expenses/reimburse
+   expenses/reinvoice_expenses

content/applications/finance/expenses/expense_reports.rst

@@ -11,6 +11,8 @@ Expenses are color-coded by status. Any expense with a status of :guilabel:`To R
 that still need to be added to an expense report) is shown in blue text. All other statuses
 (:guilabel:`To Submit`, :guilabel:`Submitted`, and :guilabel:`Approved`) the text appears in black.
 
+.. _expenses/create_report:
+
 Create expense reports
 ======================
 

content/applications/finance/expenses/post_expenses.rst

@@ -17,7 +17,7 @@ expense reports, navigate to :menuselection:`Expenses app --> Expense Reports`.
 **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
+.. image:: post_expenses/post-reports.png
    :align: center
    :alt: View reports to post by clicking on expense reports, then reports to post.
 
@@ -70,6 +70,6 @@ checkbox next to each report being approved.
 
 Next, click the :guilabel:`Post Entries` button.
 
-.. image:: post-expenses/post-entries.png
+.. image:: post_expenses/post-entries.png
    :align: center
    :alt: Post multiple reports at a time from the Expense Reports view, with the Approved filter.

content/applications/finance/expenses/reinvoice_expenses.rst

@@ -0,0 +1,151 @@
+===================
+Re-invoice expenses
+===================
+
+If expenses are tracked on customer projects, they can be automatically charged back to the
+customer. This is done by :ref:`creating an expense <expenses/reinvoice-create>`, referencing the
+sales order the expense is added to, and then :ref:`creating an expense report
+<expenses/reinvoice-report>`.
+
+Next, managers :ref:`approve the expense report <expenses/reinvoice-approve>`, before the accounting
+department :ref:`posts the journal entries <expenses/reinvoice-approve>`.
+
+Finally, once the expense report is posted to a journal, the expenses appears on the specified
+:abbr:`SO (Sales Order)`. The :abbr:`SO (Sales Order)` is then :ref:`invoiced <expenses/reinvoice>`,
+thus charging the customer for the expenses.
+
+.. important::
+   Approving expenses, posting expenses to accounting, and reinvoicing expenses on :abbr:`SOs (Sales
+   Orders)` is **only** possible for users with the appropriate :doc:`access rights
+   <../../general/users/access_rights>`.
+
+.. seealso::
+   This document provides lower-level instructions for the creation, submission, approval, and
+   posting of expenses. For fully-detailed instructions for any of these steps, refer to the
+   following documentation:
+
+   - :doc:`Log expenses <../expenses/log_expenses>`
+   - :doc:`Expense reports <../expenses/expense_reports>`
+   - :doc:`Approving expenses <../expenses/approve_expenses>`
+   - :doc:`Posting expenses in accounting <../expenses/post_expenses>`
+
+Setup
+=====
+
+First, specify the invoicing policy for each expense category. Navigate to :menuselection:`Expenses
+app --> Configuration --> Expense Categories`. Click on an expense category to view the expense
+category form. Under the :guilabel:`INVOICING` section, click the radio button next to the desired
+selection for :guilabel:`Re-Invoice Expenses`:
+
+- :guilabel:`No`: The expense category cannot be re-invoiced.
+- :guilabel:`At cost`: The expense category invoices expenses at the cost set on the expense
+  category form.
+- :guilabel:`Sales price`: The expense category invoices at the sales price set on the expense form.
+
+.. _expenses/reinvoice-create:
+
+Create an expense
+=================
+
+First, when :doc:`creating a new expense <../expenses/log_expenses>`, the correct information needs
+to be entered to re-invoice the expense to a customer. Using the drop-down menu, select the
+:abbr:`SO (Sales Order)` to add the expense to in the :guilabel:`Customer to Reinvoice` field.
+
+Next, select the :guilabel:`Analytic Distribution` the expense is posted to. Multiple accounts can
+be selected, if desired.
+
+To add another :guilabel:`Analytic Distribution`, click on the line to reveal the
+:guilabel:`Analytic` pop-over window. Click :guilabel:`Add a line`, then select the desired
+:guilabel:`Analytic Distribution` from the drop-down field. If selecting more than one
+:guilabel:`Analytic Distribution`, the :guilabel:`Percentage` fields **must** be modified. By
+default, both fields are populated with `100%`. Adjust the percentages for all the fields, so the
+total of all selected accounts equals `100%`.
+
+.. example::
+   A painting company agrees to paint an office building that houses two different companies. During
+   the estimate, a meeting is held at the office location to discuss the project.
+
+   Both companies agree to pay for the travel expenses for the painting company employees. When
+   creating the expenses for the mileage and hotels, **both companies** are listed in the
+   :guilabel:`Analytic Distribution` line, for 50% each.
+
+.. _expenses/reinvoice-report:
+
+Create an expense report
+========================
+
+After the expenses are created, the expense report must be :ref:`created <expenses/create_report>`
+and :ref:`submitted <expenses/submit>`, in the same manner as all other expenses.
+
+Once the expense report is submitted, a :icon:`fa-money` :guilabel:`Sales Orders` smart button
+appears at the top-center of both the expense report, and each individual expense record being
+reinvoiced.
+
+.. image:: reinvoice_expenses/reinvoice-expense.png
+   :align: center
+   :alt: Ensure the customer to be invoiced is called out on the expense.
+
+.. important::
+   Selecting the proper :abbr:`SO (Sales Order)` in the :guilabel:`Customer to Reinvoice` field is
+   **critical**, since this is how expenses are automatically invoiced after an expense report is
+   approved.
+
+   The :guilabel:`Customer to Reinvoice` field can be modified *only* until an expense report is
+   **approved**. After an expense report is approved, the :guilabel:`Customer to Reinvoice` field is
+   no longer able to be modified.
+
+.. _expenses/reinvoice-approve:
+
+Approve and post expenses
+=========================
+
+Before :doc:`approving an expense report <../expenses/approve_expenses>`, ensure the
+:guilabel:`Analytic Distribution` section is populated for every expense line.
+
+If an :guilabel:`Analytic Distribution` entry is missing, assign the correct accounts from the
+drop-down menu, then click :guilabel:`Approve`.
+
+.. image:: reinvoice_expenses/analytic-dist.png
+   :align: center
+   :alt: The expense report with all the Analytic Distribution lines populated.
+
+.. note::
+   The :guilabel:`Approve` button **only** appears after an expense report has been :ref:`submitted
+   <expenses/submit>`.
+
+The accounting department is typically responsible for :doc:`posting journal entries
+<../expenses/post_expenses>`. To post expenses to an accounting journal, click :guilabel:`Post
+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)`.
+
+.. _expenses/reinvoice:
+
+Invoice expenses
+================
+
+After the expense report has been approved, and the journal entries have been posted, the :abbr:`SO
+(Sales Order)` is updated, and the customer can be invoiced.
+
+Select the expense report, and click the :icon:`fa-money` :guilabel:`Sales Orders` smart button to
+open the :abbr:`SO (Sales Order)`. The expenses to be re-invoiced now appear on the :abbr:`SO (Sales
+Order)`.
+
+.. note::
+   More than one :abbr:`SO (Sales Order)` can be referenced on an expense report. If more than one
+   :abbr:`SO (Sales Order)` is referenced, clicking the :guilabel:`Sales Orders` smart button opens
+   a list displaying all the :abbr:`SOs (Sales Order)` associated with that expense report. Click on
+   a :abbr:`SO (Sales Order)` to open the individual :abbr:`SO (Sales Order)` details.
+
+The expenses are listed in the :abbr:`SO (Sales Order)` :guilabel:`Order Lines` tab.
+
+.. image:: reinvoice_expenses/so-details.png
+   :align: center
+   :alt: See the expenses listed on the sales order after clicking into it.
+
+Next, click :guilabel:`Create Invoice`, and a :guilabel:`Create invoices` pop-up window appears.
+Select if the invoice is a :guilabel:`Regular invoice`, a :guilabel:`Down payment (percentage)`, or
+a :guilabel:`Down payment (fixed amount)`. Then, click :guilabel:`Create Draft Invoice`. Doing so
+creates a draft invoice for the customer. Click :guilabel:`Confirm` to confirm the invoice, and the
+customer is invoiced for the expenses.