[ADD] Expenses: Expense cards

Author: larm-odoo

content/applications/finance/expenses.rst

@@ -4,9 +4,99 @@
 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/expense_cards`
+   - :doc:`expenses/log_expenses`
+   - :doc:`expenses/expense_reports`
+   - :doc:`expenses/approve_expenses`
+   - :doc:`expenses/post_expenses`
+   - :doc:`expenses/reimburse`
+   - :doc:`expenses/reinvoice_expenses`
+
 .. toctree::
 
    expenses/expense_categories
+   expenses/expense_cards
    expenses/log_expenses
    expenses/expense_reports
    expenses/approve_expenses