From b6372019d6288e6abab5f3bf3d684ac2c30f26dd Mon Sep 17 00:00:00 2001 From: "Lara Martini (larm)" Date: Thu, 25 Jul 2024 13:52:26 -0400 Subject: [PATCH] [ADD] Expenses: approve expense reports closes odoo/documentation#10360 Signed-off-by: Samuel Lieber (sali) --- content/applications/finance/expenses.rst | 116 +---------------- .../finance/expenses/approve_expenses.rst | 119 ++++++++++++++++++ .../{ => approve_expenses}/approve-report.png | Bin .../{ => approve_expenses}/chatter.png | Bin .../expense-reports-list.png | Bin .../{ => approve_expenses}/my-team-filter.png | Bin .../{ => approve_expenses}/refuse-expense.png | Bin .../finance/expenses/expense_reports.rst | 7 +- .../finance/expenses/post_expenses.rst | 10 +- .../applications/hr/employees/departments.rst | 6 +- 10 files changed, 135 insertions(+), 123 deletions(-) create mode 100644 content/applications/finance/expenses/approve_expenses.rst rename content/applications/finance/expenses/{ => approve_expenses}/approve-report.png (100%) rename content/applications/finance/expenses/{ => approve_expenses}/chatter.png (100%) rename content/applications/finance/expenses/{ => approve_expenses}/expense-reports-list.png (100%) rename content/applications/finance/expenses/{ => approve_expenses}/my-team-filter.png (100%) rename content/applications/finance/expenses/{ => approve_expenses}/refuse-expense.png (100%) diff --git a/content/applications/finance/expenses.rst b/content/applications/finance/expenses.rst index 8bbedb7d3..dcbe3f2dd 100644 --- a/content/applications/finance/expenses.rst +++ b/content/applications/finance/expenses.rst @@ -262,116 +262,6 @@ appears: :guilabel:`Use this reference as a subject prefix when submitting by em - The :guilabel:`Internal Reference` for the expense category `Meals` is `FOOD` - The :guilabel:`Cost` for the expense is `$25.00` -.. _expenses/approve: - -Approve expenses -================ - -In Odoo, not just anyone can approve expense reports— only users with the necessary rights (or -permissions) can. This means that a user must have at least *Team Approver* rights for the -*Expenses* app. Employees with the necessary rights can review expense reports, approve or reject -them, and provide feedback thanks to the integrated communication tool. - -To see who has rights to approve, go to the main :menuselection:`Settings` app and click on -:guilabel:`Manage Users`. - -.. note:: - If the *Settings* app is not available, then certain rights are not set on the account. Check the - :guilabel:`Access Rights` tab of a user's card in the :menuselection:`Settings` app. the - :guilabel:`Administration` section (bottom right of the :guilabel:`Access Rights` tab) is set to - one of three options: - - - :guilabel:`None (blank)`: the user cannot access the *Settings* app at all. - - :guilabel:`Access Rights`: the user can only view the :guilabel:`User's & Companies` section of - the *Settings* app. - - :guilabel:`Settings`: the user has access to the entire *Settings* app with no restrictions. - - Please refer to :doc:`this document ` to learn more about managing - users and their access rights. - -Click on an individual to view their card, which displays the :guilabel:`Access Rights` tab in the -default view. Scroll down to the :guilabel:`Human Resources` section. Under :guilabel:`Expenses`, -there are four options: - -- :guilabel:`None (blank)`: a blank field means the user has no rights to view or approve expense - reports, and can only view their own. -- :guilabel:`Team Approver`: the user can only view and approve expense reports for their own - specific team. -- :guilabel:`All Approver`: the user can view and approve any expense report. -- :guilabel:`Administrator`: the user can view and approve any expense report, as well as access the - reporting and configuration menus in the *Expenses* app. - -Users who are able to approve expense reports (typically managers) can easily view all expense -reports they have access rights to. Go to :menuselection:`Expenses app --> Expense Reports`, and a -list appears with all expense reports that have a status of either :guilabel:`To Submit`, -:guilabel:`Submitted`, :guilabel:`Approved`, :guilabel:`Posted`, or :guilabel:`Done`. Expense -reports with a status of :guilabel:`Refused` are hidden in the default view. - -.. image:: expenses/expense-reports-list.png - :align: center - :alt: Reports to validate are found on the Reports to Approve page. - -When viewing expense reports, there is a panel of filters that can be enabled (or disabled) on the -left side. The three categories where filters can be applied on are :guilabel:`Status`, -:guilabel:`Employee`, and :guilabel:`Company`. To view only expense reports with a particular -status, enable the specific status filter to display the expense reports with only that status. -Disable the specific status filter to hide the reports with that status. To view expense reports for -a particular employee and/or company, enable the specific employee name filter and/or company filter -in the :guilabel:`Employee` and :guilabel:`Company` sections. - -Reports can be approved in two ways (individually or several at once), and refused only one way. To -approve multiple expense reports at once, remain in the list view. First, select the reports to -approve by ticking the checkbox next to each report, or tick the checkbox next to -:guilabel:`Employee` to select all the reports in the list. - -.. important:: - Only reports with a status of :guilabel:`Submitted` can be approved. It is recommended to only - display the submitted reports by adjusting the status filter on the left side by only having the - :guilabel:`Submitted` filter enabled. - - If a report is selected that is unable to be approved, the :guilabel:`Approve Report` button - does **not** appear, indicating there is a problem with the selected report. - -Next, click the :guilabel:`Approve Report` button. - -.. image:: expenses/approve-report.png - :align: center - :alt: Approve multiple reports by clicking the checkboxes next to each report. - -To approve an individual report, click on a report to go to a detailed view of that report. In this -view, several options are presented: :guilabel:`Approve`, :guilabel:`Report in Next Payslip`, -:guilabel:`Refuse`, or :guilabel:`Reset to draft`. Click :guilabel:`Approve` to approve the report. - -If :guilabel:`Refuse` is clicked, a pop-up window appears. Enter a brief explanation for the refusal -in the :guilabel:`Reason to Refuse Expense` field, and then click :guilabel:`Refuse`. - -.. image:: expenses/refuse-expense.png - :align: center - :alt: Send messages in the chatter. - -Team managers can easily view all the expense reports for their team members. While in the -:guilabel:`Expense Reports` view, click the drop-down arrow in the right-side of the search box, and -click on :guilabel:`My Team` in the :guilabel:`Filters` section. This presents all the reports for -the manager's team. - -.. image:: expenses/my-team-filter.png - :align: center - :alt: Select the My Team filter. - -.. tip:: - If more information is needed, such as a missing receipt, communication is easy from the chatter. - In an individual report, simply click :guilabel:`Send message` to open the message text box. Type - in a message, tagging the proper person (if needed), and post it to the chatter by clicking - :guilabel:`Send`. The message is posted in the chatter, and the person tagged will be notified - via email of the message, as well as any followers. - - The only people that can be tagged in a message are *followers*. To see who is a follower, click - on the :guilabel:`👤 (person)` icon to display the followers of the expense. - - .. image:: expenses/chatter.png - :align: center - :alt: Send messages in the chatter. - .. _expenses/reimburse: Reimburse employees @@ -465,8 +355,8 @@ expense report needs to be :doc:`created `, and :ref:` Validate and post expenses -------------------------- -Only employees with permissions (typically, managers or supervisors) can :ref:`approve expenses -`. Before approving an expense report, ensure the :guilabel:`Analytic +Only employees with permissions (typically managers or supervisors) can :doc:`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`. @@ -509,11 +399,13 @@ clicking the radio button next to it. Then, click :guilabel:`Create Invoice`. Th been invoiced for the expenses. .. seealso:: + - :doc:`expenses/approve_expenses` - :doc:`expenses/post_expenses` - :doc:`expenses/expense_reports` .. toctree:: :titlesonly: + expenses/approve_expenses expenses/post_expenses expenses/expense_reports diff --git a/content/applications/finance/expenses/approve_expenses.rst b/content/applications/finance/expenses/approve_expenses.rst new file mode 100644 index 000000000..5fd4b1e70 --- /dev/null +++ b/content/applications/finance/expenses/approve_expenses.rst @@ -0,0 +1,119 @@ +================ +Approve Expenses +================ + +In Odoo, not just anyone can approve expense reports, only users with the necessary rights (or +permissions) can. This means that a user **must** have at least *Team Approver* rights for the +*Expenses* app. Employees with the necessary rights can review expense reports, approve or reject +them, and provide feedback thanks to the integrated communication tool. + +Please refer to the :doc:`access rights documentation ` to learn more +about managing users and their access rights. + +View expense reports +==================== + +Users who are able to approve expense reports, typically managers, can easily view all expense +reports they have access rights to. Go to :menuselection:`Expenses app --> Expense Reports`, to view +the :guilabel:`All Reports` dashboard. + +A list of all expense reports with a status of either :guilabel:`To Submit`, :guilabel:`Submitted`, +:guilabel:`Approved`, :guilabel:`Posted`, or :guilabel:`Done` appears. Expense reports with a status +of :guilabel:`Refused` are hidden, by default. + +.. image:: approve_expenses/expense-reports-list.png + :align: center + :alt: Reports to validate are found on the Reports to Approve page. + +Approve expense reports +======================= + +Expense reports can be approved in two ways: :ref:`individually ` or :ref:`in +bulk `. + +.. important:: + Only reports with a status of :guilabel:`Submitted` can be approved. + + It is recommended to display only :guilabel:`Submitted` reports by ticking the checkbox beside + the :guilabel:`Submitted` filter, in the left column, under the :guilabel:`Status` section. + + If a report is **not** able to be approved, the :guilabel:`Approve Report` button **does not** + appear on the :guilabel:`All Reports` page. + +.. _expenses/individual: + +Approve individual reports +-------------------------- + +To approve an individual report, navigate to :menuselection:`Expenses app --> Expense Reports`, and +click on an individual report to view the report form. + +From here, several options are presented: :guilabel:`Approve`, :guilabel:`Refuse`, and +:guilabel:`Reset to draft`. + +Click :guilabel:`Approve` to approve the report. + +.. _expenses/multiple: + +Approve multiple reports +------------------------ + +To approve multiple expense reports at once, first navigate to :menuselection:`Expenses app --> +Expense Reports` to view a list of expense reports. Next, select the reports to approve by ticking +the checkbox next to each report being approved, or tick the checkbox next to the +:guilabel:`Employee` column title to select all the reports in the list. + +Next, click the :guilabel:`Approve Report` button. + +.. image:: approve_expenses/approve-report.png + :align: center + :alt: Approve multiple reports by clicking the checkboxes next to each report. + +.. tip:: + It is possible for team managers to view all the expense reports for just their team members. + + To do so, while on the :guilabel:`All Reports` page, click the :icon:`fa-caret-down` + :guilabel:`(down arrow)` to the right of the search bar, then click :guilabel:`My Team` in the + :icon:`fa-filter` :guilabel:`Filters` section. + + This presents all the reports for only the manager's team. + + .. image:: approve_expenses/my-team-filter.png + :align: center + :alt: Select the My Team filter. + +Refuse expense reports +====================== + +Expense reports can **only** be refused on the individual expense report, and **not** from the +:guilabel:`All Reports` dashboard. To open an individual expense report, navigate to +:menuselection:`Expenses app --> Expense Reports`, then click on an individual expense report to +view the report form. + +If more information is needed, such as a missing receipt, communicate any necessary information +requests in the *chatter* of the report form. On the individual expense report, click +:guilabel:`Send message` to open a message text box. + +Type in a message, tagging the proper people, and post it to the *chatter* by clicking +:guilabel:`Send`. The message is posted in the chatter, and the tagged people are notified, via +email. + +.. note:: + The only people that can be tagged in a message are *followers* of the specific report. To see + who is a follower, click the :icon:`fa-user-o` :guilabel:`(user)` icon to display the followers + of the expense report. + + .. image:: approve_expenses/chatter.png + :align: center + :alt: Send messages in the chatter. + +To refuse an expense report, click :guilabel:`Refuse`, and a :guilabel:`Refuse Expense` pop-up +window appears. Enter a brief explanation for the refusal beneath the :guilabel:`REASON TO REFUSE +EXPENSE` field, then click :guilabel:`Refuse`. + +.. image:: approve_expenses/refuse-expense.png + :align: center + :alt: Send messages in the chatter. + +Once the expense report is refused, the status changes to :guilabel:`Refused`, and the only button +that appears in the top-left is :guilabel:`Reset to Draft`. diff --git a/content/applications/finance/expenses/approve-report.png b/content/applications/finance/expenses/approve_expenses/approve-report.png similarity index 100% rename from content/applications/finance/expenses/approve-report.png rename to content/applications/finance/expenses/approve_expenses/approve-report.png diff --git a/content/applications/finance/expenses/chatter.png b/content/applications/finance/expenses/approve_expenses/chatter.png similarity index 100% rename from content/applications/finance/expenses/chatter.png rename to content/applications/finance/expenses/approve_expenses/chatter.png diff --git a/content/applications/finance/expenses/expense-reports-list.png b/content/applications/finance/expenses/approve_expenses/expense-reports-list.png similarity index 100% rename from content/applications/finance/expenses/expense-reports-list.png rename to content/applications/finance/expenses/approve_expenses/expense-reports-list.png diff --git a/content/applications/finance/expenses/my-team-filter.png b/content/applications/finance/expenses/approve_expenses/my-team-filter.png similarity index 100% rename from content/applications/finance/expenses/my-team-filter.png rename to content/applications/finance/expenses/approve_expenses/my-team-filter.png diff --git a/content/applications/finance/expenses/refuse-expense.png b/content/applications/finance/expenses/approve_expenses/refuse-expense.png similarity index 100% rename from content/applications/finance/expenses/refuse-expense.png rename to content/applications/finance/expenses/approve_expenses/refuse-expense.png diff --git a/content/applications/finance/expenses/expense_reports.rst b/content/applications/finance/expenses/expense_reports.rst index 5706309f6..a04265124 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:: - :ref:`Approving `, :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 :ref:`reimbursing ` expenses are + **only** for users with the appropriate :doc:`access rights documentation + `. diff --git a/content/applications/finance/expenses/post_expenses.rst b/content/applications/finance/expenses/post_expenses.rst index 5543ea99a..33350c52b 100644 --- a/content/applications/finance/expenses/post_expenses.rst +++ b/content/applications/finance/expenses/post_expenses.rst @@ -2,8 +2,8 @@ Post expenses ============= -Once an expense report is :ref:`approved `, the next step is to post the expense -report to the proper accounting journal. +Once an expense report is :doc:`approved <../expenses/approve_expenses>`, the next step is to post +the expense report to the proper accounting journal. .. important:: To post expense reports to an accounting journal, the user **must** have the following @@ -26,9 +26,9 @@ only the :guilabel:`Approved` checkbox is ticked. status of :guilabel:`Refused`. Expense reports can be posted to accounting journals in two ways: :ref:`individually -` or :ref:`in bulk `. +` or :ref:`in bulk `. -.. _expenses/individual: +.. _expenses/individual-reports: Post individual reports ----------------------- @@ -47,7 +47,7 @@ After posting the expenses to an accounting journal, a :guilabel:`Journal Entry` appears at the top of the screen. Click the :guilabel:`Journal Entry` smart button, and the details for the journal entry appear, with a status of :guilabel:`Posted`. -.. _expenses/multiple: +.. _expenses/multiple-reports: Post multiple reports --------------------- diff --git a/content/applications/hr/employees/departments.rst b/content/applications/hr/employees/departments.rst index a9e7feaf1..60144e4dd 100644 --- a/content/applications/hr/employees/departments.rst +++ b/content/applications/hr/employees/departments.rst @@ -75,9 +75,9 @@ Each department has its own Kanban card on the main :guilabel:`Departments` :ico are requests to approve. - :guilabel:`New Applicants`: the number of :ref:`new applicants ` for a position in this department. This **only** appears if there are new applicants. -- :guilabel:`Expense Reports`: the number of employees in the department with :ref:`open expense - reports to approve `. This **only** appears if there are any expense reports - waiting for approval. +- :guilabel:`Expense Reports`: the number of employees in the department with :doc:`open expense + reports to approve <../../finance/expenses/approve_expenses>`. This **only** appears if there are + any expense reports waiting for approval. - :guilabel:`Absence`: the number of absences for the current day. - Color bar: the selected color for the department appears as a vertical bar on the left side of the department card.