diff --git a/content/applications/finance/expenses/reimburse.rst b/content/applications/finance/expenses/reimburse.rst index c0f2c90f24..484cd4a898 100644 --- a/content/applications/finance/expenses/reimburse.rst +++ b/content/applications/finance/expenses/reimburse.rst @@ -3,28 +3,67 @@ Reimburse employees =================== After an expense report is :doc:`posted to an accounting journal <../expenses/post_expenses>`, the -next step is to reimburse the employee. Just like approving and posting expenses, employees can be -reimbursed in two ways: with cash, check, or direct deposit (:ref:`individually -` or :ref:`in bulk `), or :ref:`reimbursed in a -payslip `. +next step is to reimburse the employee. Employees can be reimbursed via cash, check, or direct +deposit in three ways: -Settings -======== +- :ref:`Individually `: Each individual expense report is reimbursed + separately. +- :ref:`In bulk `: Multiple expense reports are reimbursed in a single + payment. +- :ref:`In the employee's payslip `: Expense reports are reimbursed + directly in the employee's payslip. -Reimbursements can be paid via paycheck, check, cash, or bank transfer. To set up payment options, -first configure the various settings by navigating to :menuselection:`Expenses app --> -Configuration --> Settings`. +.. _expenses/reimburse-settings: + +Reimbursement settings +====================== + +Reimbursements can be paid via a paycheck, check, cash, or bank transfer (usually referred to as +direct deposit). To set up payment options, first configure the various settings by navigating to +:menuselection:`Expenses app --> Configuration --> Settings`. To reimburse employees for expenses :ref:`in their paychecks `, tick the checkbox beside the :guilabel:`Reimburse in Payslip` option in the :guilabel:`Expenses` section. Next, set how payments are made in the :guilabel:`Accounting` section. Click the drop-down menu -under :guilabel:`Payment Methods`, and select the desired payment option. Default options include -paying by :guilabel:`Manual (Cash)`, :guilabel:`Checks (Bank)`, :guilabel:`NACHA (Bank)`, and -others. Leaving this field blank allows for **all** available payment options to be used. +under :guilabel:`Payment Methods`, and select the desired payment option. The default options +include paying by :guilabel:`Manual Payment (Cash)`, :guilabel:`Manual Payment (Bank)`, +:guilabel:`Batch Deposit (Bank)`, and :guilabel:`Checks (Bank)`. + +Leaving this field blank allows for **all** available payment options to be used. When all desired configurations are complete, click :guilabel:`Save` to activate the settings. +.. _expenses/reimburse-payslip: + +Reimburse in payslips +===================== + +If the *Reimburse in Payslip* option is activated on the :ref:`settings +` page, payments can be added to the employee's next payslip, instead +of issuing separate payments. + +.. important:: + Reimbursing expenses on payslips can **only** be done individually for an *approved* expense + report. Once an expense report has a status of *Posted*, the option to reimburse in the following + payslip **is not available**. + +Navigate to :menuselection:`Expenses app --> Expense Reports`, and click on the individual expense +report to reimburse on the following paycheck. Click the :guilabel:`Report in Next Payslip` button, +and the expenses are added to the next payslip issued for that employee. + +.. image:: reimburse/pay-via-payslip.png + :alt: The Report in Next Payslip button, visible with an expense report status of Approved. + +Once the expense report is added to the following payslip, a message is logged in the chatter +stating `Expense report (expense report name) will be added to the next payslip.` The status for the +expense report remains :guilabel:`Approved`. The status only changes to :guilabel:`Posted` (and then +:guilabel:`Done`), when the related payslip is processed. + +.. seealso:: + Refer to the :doc:`Payslips <../../hr/payroll/payslips>` documentation for more information about + processing paychecks. + .. _expenses/reimburse-single: Reimburse individually @@ -35,36 +74,35 @@ Expense Reports`. All expense reports are presented in a default list view. Clic report being reimbursed to view the report details. .. important:: - **Only** expense reports with a status of :guilabel:`Posted` can be reimbursed. + **Only** expense reports with a status of :guilabel:`Posted` can be reimbursed directly to the + employee (not :ref:`via a payslip `). -Click the :guilabel:`Register Payment` button in the top-left corner of the expense report, and a -:guilabel:`Register Payment` pop-up window appears. Enter the following information in the pop-up -window: +Click the :guilabel:`Pay` button in the top-left corner of the expense report, and a :guilabel:`Pay` +pop-up window loads. Enter the following information in the pop-up window: -- :guilabel:`Journal`: Select the accounting journal to post the payment to using the drop-down - menu. The default options are :guilabel:`Bank` or :guilabel:`Cash`. +- :guilabel:`Journal`: Select the accounting journal to post the payment using the drop-down menu. + The default options are :guilabel:`Bank` or :guilabel:`Cash`. - :guilabel:`Payment Method`: Select how the payment is made using the drop-down menu. If :guilabel:`Cash` is selected for the :guilabel:`Journal`, the only option available is - :guilabel:`Manual`. If :guilabel:`Bank` is selected for the :guilabel:`Journal`, the default - options are :guilabel:`Manual` or :guilabel:`Checks`. -- :guilabel:`Recipient Bank Account`: Select the employee's bank account the payment is being sent - to. If the employee has a bank account on file in the :ref:`Private Information tab - ` of their employee form in the **Employees** app, that bank account - populates this field, by default. -- :guilabel:`Amount`: The total amount being reimbursed populates this field, by default. The - currency, located to the right of the field, can be modified using the drop-down menu. -- :guilabel:`Payment Date`: Enter the date the payments are issued in this field. The current date + :guilabel:`Manual Payment`. If :guilabel:`Bank` is selected for the :guilabel:`Journal`, the + default options are :guilabel:`Manual Payment` or :guilabel:`Checks`. +- :guilabel:`Recipient Bank Account`: This field only appears if the :guilabel:`Journal` is set to + :guilabel:`Bank`. The employee's :ref:`bank account ` populates this + field, by default. If the employee has more than one trusted bank account on their employee + profile, use the drop-down menu to select the desired bank account. +- :guilabel:`Amount`: The total amount being reimbursed populates this field, by default. +- :guilabel:`Payment Date`: Enter the date the payment is issued in this field. The current date populates this field, by default. - :guilabel:`Memo`: The text entered in the :doc:`Expense Report Summary <../expenses/expense_reports>` field of the expense report populates this field, by default. .. image:: reimburse/payment.png - :align: center :alt: The Register Payment pop-up window filled out for an individual expense report reimbursement. When the fields of the pop-up window are completed, click the :guilabel:`Create Payment` button to -register the payment, and reimburse the employee. +register the payment, and reimburse the employee. A green :guilabel:`In Payment` banner now appears +on the expense report. .. _expenses/reimburse-bulk: @@ -72,69 +110,37 @@ Reimburse in bulk ================= To reimburse multiple expense reports at once, navigate to :menuselection:`Expenses app --> Expense -Reports` to view all expense reports in a list view. Next, adjust the :guilabel:`STATUS` filters on -the left side to only present expense reports with a status of :guilabel:`Posted`. +Reports` to view all expense reports in a list view. Next, select the expense reports to be +reimbursed. -.. tip:: - Adjusting the :guilabel:`STATUS` filters to only show :guilabel:`Posted` expense reports is not - necessary, but removes the step of selecting each individual report in the list. - -Tick the checkbox next to the :guilabel:`Employee` column title to select all the reports in the -list. Once ticked, the number of selected expense reports appears at the top of the page -(:guilabel:`(#) Selected`). Additionally, a :guilabel:`Register Payment` button also appears in the -upper-left corner. +.. important:: + **Only** expense reports with a status of :guilabel:`Posted` can be reimbursed directly to the + employee (not :ref:`via a payslip `). -.. image:: reimburse/multiple-reports.png - :align: center - :alt: Expense reports filtered by the status Posted, making the Register Payment button visible. +.. tip:: + Adjust the :guilabel:`STATUS` filter on the left side to only show :guilabel:`Posted` expense + reports. This displays **only** expense reports that are able to be reimbursed. -Click the :guilabel:`Register Payment` button, and a :guilabel:`Register Payment` pop-up window -appears. Enter the following information in the pop-up window: +Tick the checkbox next to the expense reports being reimbursed, then click the :guilabel:`Pay` +button, and a :guilabel:`Pay` pop-up window loads. Enter the following information in the pop-up +window: -- :guilabel:`Journal`: Select the accounting journal the payment should be posted to, using the - drop-down menu. The default options are :guilabel:`Bank` or :guilabel:`Cash`. +- :guilabel:`Journal`: Select the accounting journal to post the payment using the drop-down menu. + The default options are :guilabel:`Bank` or :guilabel:`Cash`. - :guilabel:`Payment Method`: Select how the payment is made using the drop-down menu. If :guilabel:`Cash` is selected for the :guilabel:`Journal`, the only option available is - :guilabel:`Manual`. If :guilabel:`Bank` is selected for the :guilabel:`Journal`, the default - options are :guilabel:`Manual` or :guilabel:`Checks`. + :guilabel:`Manual Payment`. If :guilabel:`Bank` is selected for the :guilabel:`Journal`, the + default options are :guilabel:`Manual Payment` or :guilabel:`Checks`. - :guilabel:`Group Payments`: When multiple expense reports are selected for the same employee, this - option appears. Tick the checkbox to have only one payment made, rather than issuing multiple - payments to the same employee. + option appears. Tick the checkbox to have only one payment made per employee, rather than issuing + multiple payments to the same employee. +- :guilabel:`Amount`: The total amount being reimbursed for all the expense reports populates this + field, by default. - :guilabel:`Payment Date`: Enter the date the payments are issued. The current date populates this field, by default. -.. image:: reimburse/register.png - :align: center - :alt: The Register Payment pop-up window filled out. - -When the fields on the pop-up window are completed, click the :guilabel:`Create Payments` button to -register the payments, and reimburse the employees. - -.. _expenses/reimburse-payslip: - -Report in next payslip -====================== - -If the *Reimburse in Payslip* option is activated on the *Settings* page, payments can be added to -their next payslip, instead of issued manually. +When the fields on the :guilabel:`Pay` pop-up window are completed, click the :guilabel:`Create +Payments` button to register the payments, and reimburse the employees. -.. important:: - Reimbursing expenses on payslips can **only** be done individually, on an expense report with a - status of *Approved*. Once an expense report has a status of *Posted*, the option to reimburse in - the following payslip does **not** appear. - -Navigate to :menuselection:`Expenses app --> Expense Reports`, and click on the individual expense -report being reimbursed on the following paycheck. Click the :guilabel:`Report in Next Payslip` -smart button, and the expenses are added to the next payslip issued for that employee. Additionally, -a message is logged in the chatter stating the expense is added to the following payslip. - -.. image:: reimburse/pay-via-payslip.png - :align: center - :alt: The Report in Next Payslip button, visible with an expense report status of Approved. - -The status for the expense report remains :guilabel:`Approved`. The status only changes to -:guilabel:`Posted` (and then :guilabel:`Done`), when the paycheck is processed. - -.. seealso:: - Refer to the :doc:`Payslips <../../hr/payroll/payslips>` documentation for more information about - processing paychecks. +.. image:: reimburse/repay-multiple.png + :alt: The pay pop-up window filled out for multiple reimbursements via checks. diff --git a/content/applications/finance/expenses/reimburse/pay-via-payslip.png b/content/applications/finance/expenses/reimburse/pay-via-payslip.png index 160ac02592..9088fd8d64 100644 Binary files a/content/applications/finance/expenses/reimburse/pay-via-payslip.png and b/content/applications/finance/expenses/reimburse/pay-via-payslip.png differ diff --git a/content/applications/finance/expenses/reimburse/payment.png b/content/applications/finance/expenses/reimburse/payment.png index 18c453ac7d..ed32399291 100644 Binary files a/content/applications/finance/expenses/reimburse/payment.png and b/content/applications/finance/expenses/reimburse/payment.png differ diff --git a/content/applications/finance/expenses/reimburse/register.png b/content/applications/finance/expenses/reimburse/register.png deleted file mode 100644 index a75a44ed3a..0000000000 Binary files a/content/applications/finance/expenses/reimburse/register.png and /dev/null differ diff --git a/content/applications/finance/expenses/reimburse/repay-multiple.png b/content/applications/finance/expenses/reimburse/repay-multiple.png new file mode 100644 index 0000000000..3658ab952e Binary files /dev/null and b/content/applications/finance/expenses/reimburse/repay-multiple.png differ