diff --git a/content/applications/finance/expenses/expense_reports.rst b/content/applications/finance/expenses/expense_reports.rst index c7ec5877e9..a7ba947ffc 100644 --- a/content/applications/finance/expenses/expense_reports.rst +++ b/content/applications/finance/expenses/expense_reports.rst @@ -2,13 +2,13 @@ Expense reports =============== -When expenses are ready to submit (such as, at the end of a business trip, or once a month), an -*expense report* needs to be created. Open the main :menuselection:`Expenses app` dashboard, which -displays the :guilabel:`My Expenses` dashboard, by default. Alternatively, navigate to -:menuselection:`Expenses app --> My Expenses --> My Expenses`. +When expenses are ready to submit (such as at the end of a business trip, or once a month), an +*expense report* needs to be created. Open the main **Expenses** app dashboard, which displays the +:guilabel:`My Expenses` dashboard, by default. Alternatively, navigate to :menuselection:`Expenses +app --> My Expenses --> My Expenses`. -Expenses are color-coded by status. Any expense with a status of :guilabel:`To Report` (expenses -that still need to be added to an expense report) is shown in blue text. All other statuses +All expenses are color-coded by status. Any expense with a status of :guilabel:`To Report` (expenses +that still need to be added to an expense report) appears in blue text. For all other statuses (:guilabel:`To Submit`, :guilabel:`Submitted`, and :guilabel:`Approved`) the text appears in black. .. _expenses/create_report: @@ -16,16 +16,10 @@ that still need to be added to an expense report) is shown in blue text. All oth Create expense reports ====================== -First, select each desired expense to be added to the report on the :guilabel:`My Expenses` -dashboard, by ticking the checkbox next to each entry, or quickly select all the expenses in the -list by ticking the checkbox next to the :guilabel:`Expense Date` column title, if needed. - -Another way to quickly add all expenses that are not on a expense report, is to click the -:guilabel:`Create Report` button, *without* selecting any expenses, and Odoo automatically selects -all expenses with a status of :guilabel:`To Submit` that are not already on a report. +First, select the desired expense to be added to the report on the :guilabel:`My Expenses` dashboard +by ticking the checkbox next to each entry. .. image:: expense_reports/create-report.png - :align: center :alt: Select the expenses to submit, then create the report. .. note:: @@ -36,59 +30,60 @@ all expenses with a status of :guilabel:`To Submit` that are not already on a re the list with a status of either :guilabel:`To Report` or :guilabel:`To Submit`. When the :guilabel:`Create Report` button is clicked, all expenses with a status of :guilabel:`To - Submit` that are *not* currently on another expense report appears in the newly-created expense + Submit` that are *not* currently on another expense report appear in the newly-created expense report. If all expenses on the :guilabel:`My Expenses` report are already associated with another expense report, an :guilabel:`Invalid Operation` pop-up window appears, stating :guilabel:`You have no expenses to report.` -Once the expenses have been selected, click the :guilabel:`Create Report` button. The new report -appears with all the expenses listed in the :guilabel:`Expense` tab. If there is a receipt attached -to an individual expense, a :icon:`fa-paperclip` :guilabel:`(paperclip)` icon appears between the -:guilabel:`Customer to Reinvoice` and :guilabel:`Analytic Distribution` columns. +Once the expenses have been selected, click the :guilabel:`Create Report` button. + +.. tip:: + Another way to add *all* expenses that are not currently on an expense report is to click the + :guilabel:`Create Report` button, *without* selecting any expenses, and Odoo automatically selects + all expenses with a status of :guilabel:`To Submit` that are not already on a report. -When the report is created, the date range for the expenses appears in the :guilabel:`Expense Report -Summary` field, by default. It is recommended to edit this field with a short summary for each -report to help keep expenses organized. Enter a description for the expense report, such as `Client -Trip NYC`, or `Office Supplies for Presentation`, in the :guilabel:`Expense Report Summary` field. +The new report loads with all the expenses listed in the :guilabel:`Expense` tab. If there is a +receipt attached to an individual expense, a :icon:`fa-paperclip` :guilabel:`(paperclip)` icon +appears on the expense line. -The :guilabel:`Employee`, :guilabel:`Paid By`, and :guilabel:`Company` fields autopoulate with the +When the report is created, the date range for the expenses appears as the :guilabel:`Expense Report +Summary`, by default. It is recommended to edit this field with a brief summary for each report to +help keep expenses organized. Enter a description for the expense report, such as `Client Trip NYC`, +or `Office Supplies for Presentation`, in the :guilabel:`Expense Report Summary` field. + +The :guilabel:`Employee`, :guilabel:`Paid By`, and :guilabel:`Company` fields are populated with the information listed on the individual expenses. +.. note:: + The :guilabel:`Company` field only appears in a multi-company database. + Next, select a :guilabel:`Manager` from the drop-down menu to assign a manager to review the report. -If needed, update the :guilabel:`Journal` field, using the drop-down menu. +If needed, update the :guilabel:`Journal` field using the drop-down menu. .. image:: expense_reports/expense-report-summary.png - :align: center :alt: Enter a short description and select a manager for the report. If some expenses are missing from the report, they can still be added from this report form. To do so, click :guilabel:`Add a line` at the bottom of the :guilabel:`Expense` tab. An :guilabel:`Add: Expense Lines` pop-up window appears, displaying all the available expenses (with -a :guilabel:`To Submit` status) that can be added to the report. - -If a new expense needs to be added that does **not** appear on the list, click :guilabel:`New` to -:doc:`create a new expense <../expenses/log_expenses>` and add it to the report. +a :guilabel:`To Submit` status) that can be added to the report. If a new expense needs to be added +that does **not** appear on the list, click :guilabel:`New` to :doc:`create a new expense +<../expenses/log_expenses>` and add it to the report. -Tick the checkbox next to each expense being added, then click :guilabel:`Select`. +Tick the checkbox next to each expense being added, then click :guilabel:`Select`. Doing so closes +the pop-up window, and the items now appear on the report. -Doing so removes the pop-up window, and the items now appear on the report. - -.. image:: expense_reports/add-an-expense-line.png - :align: center - :alt: Add more expenses to the report before submitting. - -.. note:: - Expense reports can be created in one of three places: +.. tip:: + Expense reports can be created in one of two ways: #. Navigate to the main :menuselection:`Expenses app` dashboard (also accessible, via - :menuselection:`Expenses app --> My Expenses --> My Expenses`) - #. Navigate to :menuselection:`Expenses app --> My Expenses --> My Reports` - #. Navigate to :menuselection:`Expenses app --> Expense Reports` - - In any of these views, click :guilabel:`New` to create a new expense report. + :menuselection:`Expenses app --> My Expenses --> My Expenses`) and click :guilabel:`Create + Report`. + #. Navigate to :menuselection:`Expenses app --> My Expenses --> My Reports` and click + :guilabel:`New`. .. _expenses/submit: @@ -104,26 +99,22 @@ My Reports`. Open the specific report from the list of expense reports. If the list is large, grouping the results by status may be helpful, since only reports with a :guilabel:`To Submit` status need to be submitted; reports with an :guilabel:`Approved` or -:guilabel:`Submitted` status do not. +:guilabel:`Submitted` status do not. The :guilabel:`To Submit` expenses are identifiable by the +:guilabel:`To Submit` status, and by the blue text, while all other expense text appears in black. -The :guilabel:`To Submit` expenses are identifiable by the :guilabel:`To Submit` status, and by the -blue text, while all other expense text appears in black. - -.. image:: expense_reports/expense-status.png - :align: center +.. image:: expense_reports/submit-report.png :alt: Submit the report to the manager. +Click on a report to open it, then click :guilabel:`Submit To Manager`. After submitting a report, +the next step is for management to review and :doc:`approve it `. + .. note:: The status of each report is shown in the :guilabel:`Status` column. If the :guilabel:`Status` column is not visible, click the :icon:`oi-settings-adjust` :guilabel:`(additional options)` icon at the end of the row, and tick the checkbox beside :guilabel:`Status` from the resulting drop-down menu. -Click on a report to open it, then click :guilabel:`Submit To Manager`. After submitting a report, -the next step is to wait for the manager to approve it. - .. important:: :doc:`Approving <../expenses/approve_expenses>` expenses, :doc:`posting <../expenses/post_expenses>` expenses, and :doc:`reimbursing <../expenses/reimburse>` expenses - are **only** for users with the appropriate :doc:`access rights documentation - `. + are **only** for users with the appropriate :doc:`access rights `. diff --git a/content/applications/finance/expenses/expense_reports/add-an-expense-line.png b/content/applications/finance/expenses/expense_reports/add-an-expense-line.png deleted file mode 100644 index 073eaae1c2..0000000000 Binary files a/content/applications/finance/expenses/expense_reports/add-an-expense-line.png and /dev/null differ diff --git a/content/applications/finance/expenses/expense_reports/create-report.png b/content/applications/finance/expenses/expense_reports/create-report.png index 5dfc76afc2..593dd5dc7a 100644 Binary files a/content/applications/finance/expenses/expense_reports/create-report.png and b/content/applications/finance/expenses/expense_reports/create-report.png differ diff --git a/content/applications/finance/expenses/expense_reports/expense-report-summary.png b/content/applications/finance/expenses/expense_reports/expense-report-summary.png index 4fe9e2c520..5d131d8c04 100644 Binary files a/content/applications/finance/expenses/expense_reports/expense-report-summary.png and b/content/applications/finance/expenses/expense_reports/expense-report-summary.png differ diff --git a/content/applications/finance/expenses/expense_reports/expense-status.png b/content/applications/finance/expenses/expense_reports/expense-status.png deleted file mode 100644 index ae684259a1..0000000000 Binary files a/content/applications/finance/expenses/expense_reports/expense-status.png and /dev/null differ diff --git a/content/applications/finance/expenses/expense_reports/submit-report.png b/content/applications/finance/expenses/expense_reports/submit-report.png new file mode 100644 index 0000000000..19622eeb2d Binary files /dev/null and b/content/applications/finance/expenses/expense_reports/submit-report.png differ