[IMP] Expenses: Updating main doc

Author: larm-odoo

content/applications/finance/expenses.rst

@@ -4,47 +4,66 @@
 Expenses
 ========
 
-Odoo **Expenses** streamlines the management of expenses. After an employee submits their expenses
-in Odoo, they are reviewed by management and accounting teams. Once approved, payments can then be
-processed, and disbursed back to the employee for reimbursement.
+Odoo **Expenses** streamlines the management of expenses. After an employee :doc:`logs their
+expenses <expenses/log_expenses>` and :doc:`submits their expense report <expenses/expense_reports>`
+in Odoo, expenses are reviewed by management and accounting teams. Once :doc:`approved
+<expenses/approve_expenses>`, payments can then be processed, and :doc:`disbursed back to the
+employee <expenses/reimburse>` for reimbursement.
 
 .. seealso::
    `Odoo Expenses: product page <https://www.odoo.com/app/expenses>`_
 
-Set expense categories
-======================
+View expense categories
+=======================
 
 The first step to track expenses is to configure the different types of expenses for the company
 (managed as *expense categories* in Odoo). Each category can be as specific or generalized as
-needed. Go to :menuselection:`Expenses app --> Configuration --> Expense Categories` to view the
-current expensable categories in a default list view.
+needed. To view the default expense categories, navigate to :menuselection:`Expenses app -->
+Configuration --> Expense Categories`.
 
-.. image:: expenses/categories.png
-   :align: center
+The default expense categories allow creating expenses for common expenses, including communication
+costs, meals, gifts, and travel expenses. For expenses outside these default categories, the general
+expenses category, :guilabel:`EXP_GEN`, is used. If a company has specific expenses they commonly
+reimburse, and want to track them separately, :ref:`new expense categories can be made
+<expenses/new-category>`.
+
+.. image:: expenses/default-categories.png
    :alt: Set expense costs on products.
 
-To create a new expense category, click :guilabel:`New`. A product form will appear, with the
-description field labeled :guilabel:`Product Name`.
+.. _expenses/new-category:
+
+Create new expense categories
+=============================
+
+Some companies require more expense categories than the **Expenses** app includes. For these
+situations, new expense categories can be created.
+
+.. example::
+   A company who trains car mechanics, allows their technicians to purchase $500 of tools a year,
+   for use on the job. In this situation, the company creates a new category called `TOOLS` to keep
+   track of all tool expenses.
+
+To create a new expense category, navigate to :menuselection:`Expenses app --> Configuration -->
+Expense Categories`. Click :guilabel:`New`, and a new expense category form loads.
 
 .. note::
-   Expense categories are managed like products in Odoo. The expense category form follows the
-   standard product form in Odoo, and the information entered is similar. Expense products will be
-   referred to as expense categories throughout this document since the main menu refers to these as
-   :guilabel:`Expense Categories`.
+   Expense *categories* are managed like *products* in Odoo. The expense category form follows the
+   standard product form in Odoo, and the information entered is similar. Expense *products* are
+   referred to as expense *categories* throughout this document since the main menu refers to these
+   as :guilabel:`Expense Categories`.
 
 Only two fields are required, the :guilabel:`Product Name` and the :guilabel:`Unit of Measure`.
 Enter the :guilabel:`Product Name` in the field, and select the :guilabel:`Unit of Measure` from the
-drop-down menu (most products will be set to :guilabel:`Units`).
+drop-down menu (most products are set to :guilabel:`Units`).
 
 .. tip::
-   The *Sales* app is where specification on the units of measure are created and edited (e.g.
+   The **Sales** app is where specification on the units of measure are created and edited (e.g.
    units, miles, nights, etc.). Go to :menuselection:`Sales app --> Configuration --> Settings` and
    ensure `Units of Measure` is enabled in the `Product Catalog` section. Click on the
    :guilabel:`Units of Measure` internal link to :doc:`view, create, and edit the units of measure
    <../inventory_and_mrp/inventory/product_management/configure/uom>`.
 
 .. image:: expenses/new-expense-product.png
-   :align: center
    :alt: Set expense costs on products.
 
 The :guilabel:`Cost` field on the product form is populated with a value of `0.00` by default. When
@@ -76,13 +95,15 @@ report the actual cost when submitting an expense report.
      expense for a laptop costing $350.00 would be logged as an :guilabel:`Expenses` product, and
      the reimbursement would be for $350.00.
 
-Select an :guilabel:`Expense Account` if using the Odoo *Accounting* app. It is recommended to check
-with the accounting department to determine the correct account to reference in this field as it
-will affect reports.
+Select an :guilabel:`Expense Account` if using the Odoo **Accounting** app.
+
+.. important::
+   Check with the accounting department to determine the correct account to reference in this field
+   as it affects various reports.
 
 Set a tax on each product in the :guilabel:`Vendor Taxes` and :guilabel:`Customer Taxes` fields, if
 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.
+in Price <taxes/included-in-price>`. Taxes are automatically configured if this is set.
 
 .. seealso::
    - :doc:`expenses/log_expenses`