diff --git a/content/applications/finance/expenses/reinvoice_expenses.rst b/content/applications/finance/expenses/reinvoice_expenses.rst index bd54154f6d..e6defd552e 100644 --- a/content/applications/finance/expenses/reinvoice_expenses.rst +++ b/content/applications/finance/expenses/reinvoice_expenses.rst @@ -1,18 +1,18 @@ -=================== -Re-invoice expenses -=================== +================== +Reinvoice 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 `, referencing the -sales order the expense is added to, and then :ref:`creating an expense report -`. +customer. This is done by :ref:`logging an expense `, referencing the +corresponding sales order, and then :ref:`creating an expense report +`. -Next, managers :ref:`approve the expense report `, before the accounting -department :ref:`posts the journal entries `. +Next, managers :ref:`approve the expense report `, then the accounting +department :ref:`post the journal entries `. -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 `, -thus charging the customer for the expenses. +Finally, once the expense report is posted to a journal, the expenses appear on the specified +:abbr:`SO (Sales Order)`. When the :abbr:`SO (Sales Order)` is :ref:`invoiced `, +the customer is charged for the expenses. .. important:: Approving expenses, posting expenses to accounting, and reinvoicing expenses on :abbr:`SOs (Sales @@ -26,8 +26,8 @@ thus charging the customer for the expenses. - :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>` + - :doc:`Approve expenses <../expenses/approve_expenses>` + - :doc:`Post expenses <../expenses/post_expenses>` Setup ===== @@ -35,41 +35,47 @@ 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`: +selection for :guilabel:`Re-Invoice costs`: -- :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. +- :guilabel:`No`: The expense category **cannot** be reinvoiced. +- :guilabel:`At cost`: The expense category invoices expenses at the :guilabel:`Cost` set on the + expense category form. +- :guilabel:`Sales price`: The expense category invoices at the :guilabel:`Sales Price` set on the + expense form. .. _expenses/reinvoice-create: -Create an expense -================= +Log 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. +to be entered to reinvoice 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. +Next, select the :guilabel:`Analytic Distribution` the expense is posted to. The options available +are pulled from the **Projects** app. -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%`. +Multiple projects 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 menu. + +.. image:: reinvoice_expenses/reinvoice-expense-form.png + :alt: An expense entry to reinvoice a project to the customer, for the gallery seating project. + +.. important:: + If selecting more than one :guilabel:`Analytic Distribution`, the :guilabel:`Percentage` fields + **must** be modified. Both fields are populated with `100%`, by default. 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. + A furniture company is building seating for two different locations for one client. The client + agrees to pay for all travel expenses for site visits related to these two projects. The + furniture company plans one trip to visit *both* locations. - 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 + When creating the expenses for travel expenses, **both projects** are listed in the :guilabel:`Analytic Distribution` line, for 50% each. -.. _expenses/reinvoice-report: +.. _expenses/reinvoice-expense-report: Create an expense report ======================== @@ -81,10 +87,6 @@ Once the expense report is submitted, a :icon:`fa-money` :guilabel:`Sales Orders 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 @@ -94,21 +96,20 @@ reinvoiced. **approved**. After an expense report is approved, the :guilabel:`Customer to Reinvoice` field is no longer able to be modified. +.. image:: reinvoice_expenses/reinvoice-approved.png + :alt: An expense report with a sales order smart button for reinvoicing. + .. _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. +:guilabel:`Analytic Distribution` section is populated for every relevant 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 `. @@ -128,9 +129,9 @@ 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)`. +Navigate to 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 reinvoiced 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 @@ -140,12 +141,14 @@ Order)`. 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. +a :guilabel:`Down payment (fixed amount)`. Then, click :guilabel:`Create Draft`. Doing so creates a +draft invoice for the customer. Click :guilabel:`Confirm` to confirm the invoice, and the customer +is invoiced for the expenses. + +.. image:: reinvoice_expenses/reinvoiced.png + :alt: See the expenses listed on the sales order after clicking into it. + +.. seealso:: + :doc:`../../sales/sales/invoicing` diff --git a/content/applications/finance/expenses/reinvoice_expenses/analytic-dist.png b/content/applications/finance/expenses/reinvoice_expenses/analytic-dist.png deleted file mode 100644 index 0317ccab74..0000000000 Binary files a/content/applications/finance/expenses/reinvoice_expenses/analytic-dist.png and /dev/null differ diff --git a/content/applications/finance/expenses/reinvoice_expenses/reinvoice-approved.png b/content/applications/finance/expenses/reinvoice_expenses/reinvoice-approved.png new file mode 100644 index 0000000000..c9477f331a Binary files /dev/null and b/content/applications/finance/expenses/reinvoice_expenses/reinvoice-approved.png differ diff --git a/content/applications/finance/expenses/reinvoice_expenses/reinvoice-expense-form.png b/content/applications/finance/expenses/reinvoice_expenses/reinvoice-expense-form.png new file mode 100644 index 0000000000..870c1aad15 Binary files /dev/null and b/content/applications/finance/expenses/reinvoice_expenses/reinvoice-expense-form.png differ diff --git a/content/applications/finance/expenses/reinvoice_expenses/reinvoice-expense.png b/content/applications/finance/expenses/reinvoice_expenses/reinvoice-expense.png deleted file mode 100644 index 7a595b6f63..0000000000 Binary files a/content/applications/finance/expenses/reinvoice_expenses/reinvoice-expense.png and /dev/null differ diff --git a/content/applications/finance/expenses/reinvoice_expenses/reinvoiced.png b/content/applications/finance/expenses/reinvoice_expenses/reinvoiced.png new file mode 100644 index 0000000000..dc3439fc36 Binary files /dev/null and b/content/applications/finance/expenses/reinvoice_expenses/reinvoiced.png differ diff --git a/content/applications/finance/expenses/reinvoice_expenses/so-details.png b/content/applications/finance/expenses/reinvoice_expenses/so-details.png deleted file mode 100644 index b7aa586b03..0000000000 Binary files a/content/applications/finance/expenses/reinvoice_expenses/so-details.png and /dev/null differ