[IMP] Expenses: Updating reimburse employees

closes #15231

X-original-commit: dc9634b
Signed-off-by: Lara Martini (larm) <[email protected]>

Author: larm-odoo

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
-<expenses/reimburse-single>` or :ref:`in bulk <expenses/reimburse-bulk>`), or :ref:`reimbursed in a
-payslip <expenses/reimburse-payslip>`.
+next step is to reimburse the employee. Employees can be reimbursed via cash, check, or direct
+deposit in three ways:
 
-Settings
-========
+- :ref:`Individually <expenses/reimburse-single>`: Each individual expense report is reimbursed
+  separately.
+- :ref:`In bulk <expenses/reimburse-bulk>`: Multiple expense reports are reimbursed in a single
+  payment.
+- :ref:`In the employee's payslip <expenses/reimburse-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 <expenses/reimburse-payslip>`, 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
+<expenses/reimburse-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
@@ -35,106 +74,73 @@ 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 <expenses/reimburse-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
-  <employees/private-info>` 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 <employees/private-info>` 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:
 
 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 <expenses/reimburse-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.