[ADD] Expenses: Expense categories

Author: larm-odoo

content/applications/finance/expenses.rst

@@ -1,100 +1,12 @@
-:show-content:
+:nosearch:
 
 ========
 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.
-
-.. seealso::
-   `Odoo Expenses: product page <https://www.odoo.com/app/expenses>`_
-
-Set 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.
-
-.. image:: expenses/categories.png
-   :align: center
-   :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`.
-
-.. 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`.
-
-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`).
-
-.. tip::
-   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
-a specific expense should always be reimbursed for a particular price, enter that amount in the
-:guilabel:`Cost` field. Otherwise, leave the :guilabel:`Cost` set to `0.00`, and employees will
-report the actual cost when submitting an expense report.
-
-.. note::
-   The :guilabel:`Cost` field is always visible on the expense category form, but the
-   :guilabel:`Sales Price` field is *only* visible if the :guilabel:`Sales Price` is selected under
-   the :guilabel:`Re-Invoice Expenses` section. Otherwise, the :guilabel:`Sales Price` field is
-   hidden.
-
-.. example::
-   Here are some examples for when to set a specific :guilabel:`Cost` on a product vs. leaving the
-   :guilabel:`Cost` at `0.00`:
-
-   - **Meals**: set the :guilabel:`Cost` to `0.00`. When an employee logs an expense for a meal,
-     they enter the actual amount of the bill and will be reimbursed for that amount. An expense for
-     a meal costing $95.23 would equal a reimbursement for $95.23.
-   - **Mileage**: set the :guilabel:`Cost` to `0.30`. When an employee logs an expense for
-     "mileage", they enter the number of miles driven in the :guilabel:`Quantity` field, and are
-     reimbursed 0.30 per mile they entered. An expense for 100 miles would equal a reimbursement for
-     $30.00.
-   - **Monthly Parking**: set the :guilabel:`Cost` to `75.00`. When an employee logs an expense for
-     "monthly parking", the reimbursement would be for $75.00.
-   - **Expenses**: set the :guilabel:`Cost` to `0.00`. When an employee logs an expense that is not
-     a meal, mileage, or monthly parking, they use the generic :guilabel:`Expenses` product. An
-     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.
-
-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.
-
-.. seealso::
-   - :doc:`expenses/log_expenses`
-   - :doc:`expenses/expense_reports`
-   - :doc:`expenses/approve_expenses`
-   - :doc:`expenses/post_expenses`
-   - :doc:`expenses/reimburse`
-   - :doc:`expenses/reinvoice_expenses`
-
 .. toctree::
-   :titlesonly:
 
+   expenses/expense_categories
    expenses/log_expenses
    expenses/expense_reports
    expenses/approve_expenses

content/applications/finance/expenses/categories.png

@@ -0,0 +1,163 @@
+==================
+Expense categories
+==================
+
+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>`_
+
+View expense categories
+=======================
+
+The first step to track expenses is configuring the different types of expenses for the company
+(managed as *expense categories* in Odoo). Each category can be as specific or generalized as
+needed. Additionally, expense categories can be configured to repay expenses at either a set price
+or allow for specific prices to be reported.
+
+To view the default expense categories, navigate to :menuselection:`Expenses app --> Configuration
+--> Expense Categories`.
+
+The default expense categories allow creating expenses for common expenses, including communication
+costs, meals, gifts, miles drive, and other 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>` or existing expense categories can be modified.
+
+.. image:: expense_categories/default-categories.png
+   :alt: Set expense costs on products.
+
+.. _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. 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* are
+   referred to as expense *categories* throughout this document since the main menu refers to these
+   as :guilabel:`Expense Categories`.
+
+Enter the following fields on the form:
+
+- :guilabel:`Product Name`: Enter a name for the category that is short and informative.
+- :guilabel:`Cost`: If employees can report the actual cost of an expense, and are reimbursed
+  the reported amount, leave the field set to `0.00`. If the expense should **always** be reimbursed
+  for a specific price, enter the amount in this field. If a price is entered, a :guilabel:`per`
+  field appears with :guilabel:`Unit` populated by default. :guilabel:`Unit` covers most all expense
+  situations, but if the reimbursement is based on weight, kength, volume, etc., chose the
+  corresponding type of unit using the drop-down menu.
+
+  .. example::
+     Here are some examples for when to set a specific :guilabel:`Cost` on a product vs. leaving the
+     :guilabel:`Cost` at `0.00`:
+
+     - **Meals**: If employees are reimbursed their full meal cost, set the :guilabel:`Cost` to
+       `0.00`. When an employee logs an expense for a meal, they enter the actual amount of the bill
+       and are reimbursed for that amount. An expens for a meal costing $95.23 would equal a
+       reimbursement of $95.23.
+     - **Mileage**: If employees receive a flat rate for each mile they rdive, set the
+       :guilabel:`Cost` to `1.00`. When an employee logs an expense for miles they drove, they enter
+       the number of miles driven in the :guilabel:`Quantity` field, and are reimbursed $1.00 per
+       mile they reported. An expense for 100 miles would equal a reimbursement of $100.00.
+     - **Per Diem**: If employees receive a daily flat rate of $125.00 when traveling, set the
+       :guilabel:`Cost` to `125.00`. An expense for three days of per diem costs (meals,
+       incidentals, taxi fare, etc.) would equal a reimbursement of $375.00.
+
+  .. note::
+     The :guilabel:`Cost` field is always visible on the expense category form, but the
+     :guilabel:`Sales Price` field is *only* visible if the :guilabel:`Sales Price` is selected
+     under the :guilabel:`Re-Invoice Expenses` section. Otherwise, the :guilabel:`Sales Price` field
+     is hidden.
+
+- :guilabel:`Reference`: Enter a short reference for the expense, such as `FOOD` or `TRAVEL`. This
+  reference is used when :ref:`emailing expenses <expenses/email_expense>`.
+- :guilabel:`Category`: Using the drop-down menu, select the category the expense falls under. It in
+  recommended to use the default category `All / Expenses`, but another category can be selected if
+  the accounting department requires it.
+- :guilabel:`Company`: If in a multi-company database, select the company the expense category
+  applies to. If the expense category applies to *all* companies, leave this field blank.
+- :guilabel:`Guideline`: Enter some rules or important information for the expense category. This is
+  visible in the :guilabel:`Note` column on the :guilabel:`Expense Category` dashboard.
+
+  .. example::
+     An expense category for expenses related to working from home may have a :guilabel:`Name` of
+     `WFH` and the :guilabel:`Guideline` may say `Monitors, Chairs, & Other Home Working Costs`.
+
+- :guilabel:`Expense Account`: If using the Odoo **Accounting** app, select the :abbr:`CoA (Chart of
+  Accounts)` the expense should be logged on.
+
+  .. important::
+     Check with the accounting department to determine the correct account to reference in this field
+     as it affects various reports.
+
+- :guilabel:`Purchase Taxes` and :guilabel:`Sales Taxes`: Enter the default taxes that are applied
+  when purchasing or selling this product, if applicable.
+
+  .. note::
+     The :guilabel:`Sales Taxes` field is **only** visible if the **Sales** app is installed, and
+     either the :guilabel:`At cost` or :guilabel:`Sales Price` options are selected in the
+     :ref:`invoicing section <expenses/invoicing>`.
+
+  .. tip::
+     It is considered good practice to use a tax that is configured with :ref:`Tax Included in Price
+     <taxes/included-in-price>`. Taxes are automatically configured if these are set.
+
+.. image:: expense_categories/new-expense-category.png
+   :alt: A new expense category for tools.
+
+.. _expenses/invoicing:
+
+Invoicing section
+-----------------
+
+If the **Sales** app is installed, and invoicing section is visible. This section allows the expense
+to be re-invoiced to customers on sales orders.
+
+If the expense **cannot** be reinvoiced, enable the :guilabel:`No` option. If the expense category
+**can** be reinvoiced, enable either of these options:
+
+- :guilabel:`At cost`: Select this option to have the expense item reinvoiced at the price set in
+  the :guilabel:`Cost` field.
+- :guilabel:`Sales Price`: Select this option to have the expense item reinvoiced at the sales
+  price. When enabled, a :guilabel:`Sales Price` field appears beneath the :guilabel:`Product Name`
+  field. Enter the sales price in the new field.
+
+.. example::
+   A heating and cooling company offers at-home repairs on the furnaces and central air units it
+   sells. Their technicians are sub-contracted, and use their own vans, tools, and parts.
+
+   As part of their contracts, the technicians are reimbursed for their travel. They receive $1.00
+   for every mile the drive. Additionally, the cusotmers must may for travel as part of their
+   service contract. The cusotmers pay $1.50 for every mile the technician drives to their home.
+
+   To configure this expense, the :guilabel:`Sales Price` is set to `1.50` and the :guilabel:`Cost`
+   is set to `1.00`.
+
+  .. image:: expense_categories/reimbursement-category.png
+     :alt: An expense category to reinvoice customers and pay technicians.
+
+.. toctree::
+   :titlesonly:
+
+   expenses/log_expenses
+   expenses/expense_reports
+   expenses/approve_expenses
+   expenses/post_expenses
+   expenses/reimburse
+   expenses/reinvoice_expenses