diff --git a/content/applications/finance/expenses/approve_expenses.rst b/content/applications/finance/expenses/approve_expenses.rst index bbf483ff594..dac44211804 100644 --- a/content/applications/finance/expenses/approve_expenses.rst +++ b/content/applications/finance/expenses/approve_expenses.rst @@ -1,93 +1,85 @@ ================ -Approve expenses +Process expenses ================ -In Odoo, most users cannot approve expenses; only users with the necessary :doc:`access rights -<../../general/users/access_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 -expenses, approve or refuse them, and provide feedback with an integrated :ref:`Refuse Expense -` communication tool. - -Please refer to the :doc:`access rights documentation ` to learn more -about managing users and their access rights. +Once expenses have been created and submitted, they must be processed by an authorized database +user. In Odoo, most users cannot process expenses; only users with the necessary :doc:`access rights +<../../general/users/access_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 expenses, approve or refuse them, and provide feedback with an integrated :ref:`refuse +expense ` communication tool. -View expense reports -==================== +View expenses +============= -Users who are able to approve expense reports (typically managers) have an :guilabel:`Expense -Reports` main navigation button at the top of the **Expenses** app. This allows managers to view all -expense reports they have access rights for. Navigate to :menuselection:`Expenses app --> Expense -Reports`, to view the :guilabel:`All Reports` dashboard. +Users who are able to process expenses (typically managers) can view all expenses they have access +rights for in the *Expenses to Process* dashboard. To view the dashboard, navigate to +:menuselection:`Expenses app --> My Expenses --> Expenses to Process`. -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. +A list of all expenses with a status of :guilabel:`Submit` appears, while expenses with a status of +:guilabel:`Draft`, :guilabel:`Approved`, :guilabel:`Posted`, :guilabel:`In Payment`, +:guilabel:`Paid`, or :guilabel:`Refused` are hidden by default. To view expenses with a different +status, click the corresponding :guilabel:`Status` button in the side panel. -.. image:: approve_expenses/expense-reports-list.png - :alt: Reports to validate are found on the Reports to Approve page. +.. image:: approve_expenses/expenses-to-process-dash.png + :alt: Expenses to validate are found on the Expenses to Process dashboard. -Approve expense reports -======================= +Approve expenses +================ -Expense reports can be approved in two ways: :ref:`individually ` or :ref:`in -bulk `. +Expenses 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 --------------------------- +Approve individual expenses +--------------------------- -To approve an individual report, navigate to :menuselection:`Expenses app --> Expense Reports`, and -click on an individual report to view the detailed report form. +To approve an individual expense, navigate to :menuselection:`Expenses app --> My Expenses --> +Expenses to Process`, and click on an individual expense to view the details. -From here, several options are presented: :guilabel:`Approve`, :guilabel:`Refuse`, and -:guilabel:`Reset to draft`. Click :guilabel:`Approve` to approve the report. +From here, several options are presented: :guilabel:`Post Journal Entries`, :guilabel:`Report in +Next Payslip` :guilabel:`Approve`, :guilabel:`Refuse`, :guilabel:`Reset`, :guilabel:`Split Expense`, +and :guilabel:`Attach Receipt`. Click :guilabel:`Approve` to approve the expense. .. image:: approve_expenses/approve-individual.png :alt: An individual expense report that can be approved or refused. .. _expenses/multiple: -Approve multiple reports ------------------------- +Approve multiple expenses +------------------------- -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. +To approve multiple expenses at once, first navigate to :menuselection:`Expenses app --> My Expenses +--> Expenses to Process` to view a list of all expenses waiting to be processed. Next, select the +expenses to approve by ticking the checkbox next to each expense being approved, or tick the +checkbox next to the :guilabel:`Employee` column title to select all the expenses in the list. -Next, click the :guilabel:`Approve Report` button. +Next, click the :guilabel:`Approve` button. .. image:: approve_expenses/approve-multiple.png :alt: Select multiple expense reports at once. .. tip:: - Team managers can view all the expense reports for their team members only. 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. + Team managers can view all the expenses for their team members only. While on the + :guilabel:`Expenses to Process` page, click the :icon:`fa-caret-down` :guilabel:`(down arrow)` on + the right-side of the search bar, then click :guilabel:`My Team` in the :icon:`fa-filter` + :guilabel:`Filters` section. This presents all the expenses for only the manager's team. .. _expenses/refuse-report: -Refuse expense reports -====================== +Refuse expenses +=============== -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 detailed expense report form. +Expenses can **only** be refused individually, and **not** from the :guilabel:`Expenses to Process` +dashboard. To refuse an individual expense, navigate to :menuselection:`Expenses app --> My expenses +--> Expenses to Process`, then click on an individual expense to open the detailed expense record. 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 either +requests in the *chatter* of the expense record. On the individual expense, click either :guilabel:`Send message` or :guilabel:`Log note` to open a message text box. Type in a message, tagging the proper people, and post it to the *chatter* by clicking @@ -95,19 +87,22 @@ Type in a message, tagging the proper people, and post it to the *chatter* by cl 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 + The only people that can be tagged in a message are *followers* of the specific expense. To see who is a follower, click the :icon:`fa-user-o` :guilabel:`(Show Followers)` icon to display the - followers of the expense report. + followers of the expense report. Additional followers can be added by clicking the + :icon:`fa-user-o` :guilabel:`(Show Followers)` icon, then clicking :guilabel:`Add Followers`. .. image:: approve_expenses/chatter.png :alt: Send messages in the chatter. -To refuse an expense report, click :guilabel:`Refuse`, and a :guilabel:`Refuse Expense` pop-up -window loads. Enter a brief explanation for the refusal on the :guilabel:`Reason` line, then click -:guilabel:`Refuse`. +To refuse an expense, click :guilabel:`Refuse`, and a *Refuse Expense* pop-up window loads. Enter a +brief explanation for the refusal in the :guilabel:`Reason` field, then click :guilabel:`Refuse`. + +.. important:: + A reason **must** be entered in the :guilabel:`Reason` field, or the expense cannot be refused. -.. image:: approve_expenses/refuse-expense.png - :alt: Send messages in the chatter. + .. image:: approve_expenses/refuse-expense.png + :alt: Send messages in the chatter. -Once the expense report is refused, the status changes to :guilabel:`Refused`, and the only button -that appears is :guilabel:`Reset to Draft`. +Once the expense is refused, the status changes to :guilabel:`Refused`, and the only buttons that +appear are :guilabel:`Add Receipt` and :guilabel:`Reset`. diff --git a/content/applications/finance/expenses/approve_expenses/approve-individual.png b/content/applications/finance/expenses/approve_expenses/approve-individual.png index 15ca8630999..be31de74cdd 100644 Binary files a/content/applications/finance/expenses/approve_expenses/approve-individual.png and b/content/applications/finance/expenses/approve_expenses/approve-individual.png differ diff --git a/content/applications/finance/expenses/approve_expenses/approve-multiple.png b/content/applications/finance/expenses/approve_expenses/approve-multiple.png index 40e571a6ce9..b86a539d104 100644 Binary files a/content/applications/finance/expenses/approve_expenses/approve-multiple.png and b/content/applications/finance/expenses/approve_expenses/approve-multiple.png differ diff --git a/content/applications/finance/expenses/approve_expenses/chatter.png b/content/applications/finance/expenses/approve_expenses/chatter.png index 532e6ee2df6..7ba33783cd8 100644 Binary files a/content/applications/finance/expenses/approve_expenses/chatter.png and b/content/applications/finance/expenses/approve_expenses/chatter.png differ diff --git a/content/applications/finance/expenses/approve_expenses/expense-reports-list.png b/content/applications/finance/expenses/approve_expenses/expense-reports-list.png deleted file mode 100644 index dab9b433a1d..00000000000 Binary files a/content/applications/finance/expenses/approve_expenses/expense-reports-list.png and /dev/null differ diff --git a/content/applications/finance/expenses/approve_expenses/expenses-to-process-dash.png b/content/applications/finance/expenses/approve_expenses/expenses-to-process-dash.png new file mode 100644 index 00000000000..d7d32950aa0 Binary files /dev/null and b/content/applications/finance/expenses/approve_expenses/expenses-to-process-dash.png differ