[ADD] Expenses: Expense cards

Author: larm-odoo

content/applications/finance/expenses.rst

@@ -7,6 +7,7 @@ Expenses
 .. toctree::
 
    expenses/expense_categories
+   expenses/expense_cards
    expenses/log_expenses
    expenses/expense_reports
    expenses/approve_expenses

content/applications/finance/expenses/expense_cards.rst

@@ -0,0 +1,337 @@
+=============
+Expense cards
+=============
+
+Odoo offers physical and virtual expense cards, allowing for better expense tracking and management.
+Using expense cards allows for real time expense management, creating expense records as soon as an
+expense transaction occurs, allowing management greater visibility of expense costs as they are
+incurred.
+
+The elimination of the need to :doc:`actively create expense records <log_expenses>` allows for a
+more streamlined expense workflow, with records automatically created as purchases are made.
+
+To use expense cards, first a :ref:`card is configured <expenses/card-configure>`, then it is
+:ref:`activated <expenses/card-activate>`. Before employees can make purchases with their expense
+card, :ref:`funds must be added <expenses/add-funds>` to the company's Stripe account. Once there is
+money available in the account (this typically takes 2-3 business days for the transfer to Stripe),
+employees can use their expense cards, and the money is pulled from the company's Stripe account.
+
+.. important::
+   To create and use expense cards, the **Accounting** app **must** be installed.
+
+.. note::
+   Expense cards act like pre-paid debit cards, as they can **only** be used with a connected Stripe
+   account, and **only** if funds are added to that account, to be drawn from.
+
+.. seealso::
+   :doc:`../payment_providers/stripe`
+
+Availability
+============
+
+Expense cards are currently available for the following countries:
+
++-------------+-------------+-------------+-------------+
+| Austria     | Belgium     | Croatia     | Cyprus      |
++-------------+-------------+-------------+-------------+
+| Estonia     | Finland     | France      | Germany     |
++-------------+-------------+-------------+-------------+
+| Greece      | Ireland     | Italy       | Latvia      |
++-------------+-------------+-------------+-------------+
+| Lithuania   | Luxembourg  | Malta       | Netherlands |
++-------------+-------------+-------------+-------------+
+| Portugal    | Slovakia    | Slovenia    | Spain       |
++-------------+-------------+-------------+-------------+
+
+Only companies located in one of these countries are able to create and use expense cards. Check
+
+.. _expenses/card-settings:
+
+Configuration
+=============
+
+Two settings must be configured to use expense cards. Navigate to :menuselection:`Expenses app -->
+Configuration --> Settings`. Tick the box next to :guilabel:`Expense Card`, then click
+:guilabel:`Save`. The :guilabel:`Settings` page reloads, and two fields now appear beneath the
+:guilabel:`Expense Card` option.
+
+A :guilabel:`Journal` field with :guilabel:`Stripe Issuing` appears, populating the field. This is
+the default journal, and it is **not** recommended to alter this unless instructed by the accounting
+department.
+
+Next, click the text link :guilabel:`terms and conditions` and an :guilabel:`Expense Cards Terms and
+Conditions` pop-up window loads, with all the details of the agreement. After this has been read,
+click :guilabel:`Close`, then tick the checkbox next to :guilabel:`I confirm agreeing to the terms
+and conditions` to accept the terms, then click :guilabel:`Save`.
+
+.. note::
+   The terms and conditions **must** be agreed to use expense cards.
+
+After agreeing to the terms and conditions, click :icon:`oi-arrow-right` :guilabel:`Connect` that
+appears after the terms and conditions checkbox is ticked. A *Stripe* website loads, allowing for
+the configuration of the company's Stripe account with Odoo's **Expenses** app.
+
+Follow the steps to sign in to the Stripe website with the proper account credentials, and configure
+any requested information. When completed, return to Odoo using the :icon:`oi-arrow-left`
+:guilabel:`Return to Odoo` link on the left side of the website, and click :guilabel:`Save`.
+
+A green :guilabel:`Verified` tag now appears next to :icon:`oi-arrow-left` :guilabel:`Refresh`,
+indicating the account is properly configured.
+
+.. _expenses/card-configure:
+
+Configure expense cards
+=======================
+
+To create and configure a new expense card, click :menuselection:`Cards` in the main **Expenses**
+app menu to view the :guilabel:`Cards` dashboard. Click :guilabel:`New` and a blank
+:guilabel:`Cards` form loads. Enter the following information on the form:
+
+- :guilabel:`Card Name`: The first line on the card form is blank, and displays `Draft`. Enter a
+  name for the card in this field. This does **not** need to be a person's name, it can be something
+  descriptive to explain the use of the card.
+
+  .. example::
+     An employee is going on a week-long business trip to Berlin to visit many clients. The employee
+     needs to pay for meals, transportation, and other business-related expenses. Since this is a
+     short trip, a virtual card is created to capture all the expenses, with the name `Business Trip
+     - Berlin`.
+
+     The marketing department pays for many expenses throughout the year, from email marketing
+     services, venue rentals for events, promotional merchandise, etc. Since the expenses do not
+     have an end date, and it is used for an entire department, a physical card is ordered with the
+     name `Marketing`.
+
+- :guilabel:`Cardholder`: Select the person using the card from the drop-down menu. Once selected,
+  the person's name populates the :guilabel:`Draft` field, above :guilabel:`Cardholder`.
+- :guilabel:`Update info`: Next to the cardholder's name, click :guilabel:`Update info` and a
+  :guilabel:`Cardholder Configuration` pop-up window loads. Update the cardholder's name, birthday,
+  phone number, email, and physical address. All the requested information **must** be populated, as
+  it is used to create the expense card with Stripe, and to verify the cardholder's identity, when
+  needed. If any information is missing from this form, the card **cannot** be created, and an error
+  appears when creating or ordering the card.
+- :guilabel:`Type`: Click the radio button next to the desired *type* of expense card. Options are:
+
+  - :guilabel:`Physical`: A physical card is printed and mailed out to the employee. If selected, a
+    :guilabel:`Delivery Address` field appears. Using the drop-down menu, select the employee or
+    company address the card is mailed to.
+  - :guilabel:`Virtual`: Virtual cards are available instantaneously once the card configuration is
+    completed.
+
+- :guilabel:`Company`: Select the company the expenses are associated with using the drop-down menu.
+  Each card must be associated with a single company, and are **not** available for use between all
+  companies or branches in the database.
+- :guilabel:`Stripe Journal`: :guilabel:`Stripe Issuing` populates this field by default, and cannot
+  be modified.
+
+Next, configure the following fields in the :guilabel:`Spending Policy` tab of the card form:
+
+- :guilabel:`Countries`: Using the drop-down menu, select the countries the card is able to be used
+  in. The company's country location populates this field, by default. All other countries the
+  employee may travel to or purchase expensable items from, should be included in this list.
+- :guilabel:`Categories`: If the expense card is limited to purchase items within a specific
+  *category*, select them using the drop-down menu. If this field is left blank, the card may be
+  used for *any* expense category.
+
+  .. example::
+     A company issues an expense card that is only authorized for airline, train, and taxi travel
+     expenses.
+
+     To configure this, click into the :guilabel:`Category` field, and click :guilabel:`Search
+     more...` at the bottom. In the :guilabel:`Search: Categories` pop-up window, click into the
+     search bar and click :guilabel:`Transportation services` in the :icon:`fa-filter`
+     :guilabel:`Filters` column.
+
+     Next, tick the checkboxes next to the desired transportation categories. In this example, only
+     :guilabel:`Railroads`, :guilabel:`Passenger Railways`, :guilabel:`Taxicabs Limousines`, and
+     :guilabel:`Airlines Air Carriers` are selected.
+
+     Click :guilabel:`Select` and the selected transportation categories now populate the
+     :guilabel:`Categories` field.
+
+- :guilabel:`Limit`: Configure the two spending limits for the card. The first configuration sets
+  the total expense amount allowed during a specific time period. Using the drop-down menu after the
+  word :guilabel:`per`, select the time period the limit applies to. The available options are:
+  :guilabel:`Day`, :guilabel:`Week`, :guilabel:`Month`, :guilabel:`Year`, or :guilabel:`All Time`.
+  Next, enter the maximum amount allowed for the selected time period.
+
+  Next, set the *per transaction* limit. Enter the maximum amount that can be charged on the expense
+  card in a single transaction in the field.
+
+  .. example::
+     A company allows employees to purchase airline tickets that are less than $1,000.00 total.
+     Additionally, there is a monthly cap of $3,000.00 for all expenses.
+
+     The company would configure the limit as follows: `3,000.00` per :guilabel:`Month` and
+     `1,000.00` per transaction.
+
+  .. important::
+     Since the company Stripe account is linked for **all** Stripe transactions, not only expenses,
+     card limits **must** be set to avoid large charges or transactions that may prematurely deplete
+     the Stripe account.
+
+.. image:: expense_cards/card-form.png
+   :alt: An expense card form filled out for transportation and food only.
+
+.. _expenses/card-activate:
+
+Activate expense cards
+======================
+
+Once an expense card is configured, the next step is to activate the cards. First, navigate to
+:menuselection:`Expenses app --> Cards`, and the :guilabel:`Cards` dashboard loads, displaying all
+expense cards in a Kanban view.
+
+All cards display their status on a banner in the upper-right corner of each card. Statuses are
+either:
+
+- :guilabel:`Draft`: The card form is filled out, but the card has not been requested or activated.
+- :guilabel:`Pending`: A physical card has been ordered, but not activated.
+- :guilabel:`Active`: The card is able to be used. This status does **not** display a status banner
+  on the card.
+- :guilabel:`Paused`: A card has been put *on hold* and no transactions can be processed with this
+  status.
+- :guilabel:`Blocked`: The physical or virtual card is *cancelled* and cannot be used.
+
+Click on a card to activate, and the card form loads. Ensure all the fields are :ref:`configured
+<expenses/card-configure>`, then click either :guilabel:`Order` if requesting a physical card, or
+:guilabel:`Activate` if creating a virtual card.
+
+If a physical card is requested, the card status changes to :guilabel:`Inactive`, while it is being
+printed and mailed to the selected address. Once the card arrives, follow the included instructions
+to activate the card.
+
+If the card is a virtual card, once :guilabel:`Activate` is clicked, the status changes to
+:guilabel:`Active` and it is available for use.
+
+Once the status of an expense card is :guilabel:`Active`, the user can use the card to purchase
+expensable items, as long as the purchases are within the limits set on the card.
+
+.. _expenses/add-funds:
+
+Add funds to Stripe account
+===========================
+
+For employees to use their expense cards, funds must be available in the company's Stripe account,
+to make purchases against. To add funds to the company's Stripe account, open the **Accounting**
+app. On the :guilabel:`Stripe Issuing` Kanban card, click :guilabel:`Top-up`, and a
+:guilabel:`Top-up` pop-up window loads.
+
+Enter the amount being transferred into the account in the :guilabel:`Amount` field. The
+:guilabel:`IBAN` and :guilabel:`BIC` fields are populated according to the Stripe configuration and
+cannot be changed. When configured, click :guilabel:`Topup`, and the transfer is initiated.
+
+.. important::
+   It typically takes 2-3 business days for transfers to be processed. Funds are **not** available
+   until the transfer is complete.
+
+Using expense cards
+===================
+
+Using an expense card is almost identical to using any other credit or debit card. The only
+difference is if a :ref:`physical card <expenses/physical>` or a :ref:`virtual card
+<expenses/virtual>` is used.
+
+When a charge is made using an expense card, an expense record is automatically created in the
+**Expenses** app, linked to the specific card. The next step is to attach the corresponding receipt.
+
+.. note::
+   It is best proactive to take a photo of a receipt as soon as it is received, to eliminate the
+   risk of losing the receipt and having an expense reimbursement request denied.
+
+Open the expense record by navigating to :menuselection:`Expenses app --> Cards`, and click on the
+specific card. Next, click the :icon:`fa-usd` :guilabel:`Expenses` smart button, and the
+:guilabel:`Expenses` dashboard loads for that card. Any expense that does *not* have a receipt
+attached to the record displays a :icon:`fa-credit-card` :guilabel:`Please upload the receipt.`
+
+Click on the desired expense record to open the detailed expense form. Click the :guilabel:`Attach
+Receipt` button, and a file explorer loads. Navigate to the receipt, and click :guilabel:`Open` to
+select it and attach it to the expense.
+
+Make any other adjustments to :ref:`the expense record <expenses/manual_expense>`, if necessary.
+Once the record is correct, click :guilabel:`Submit` to submit the receipt, or :guilabel:`Split`, if
+the receipt needs to be split between multiple expenses.
+
+.. important::
+   If a purchase is attempted that either is outside the listed countries, listed categories, or
+   exceeds the transaction limit or total expense limit for the specified time period, the expense
+   is denied and captured in the :guilabel:`Expenses` dashboard for the card, with a status of
+   *Refused*.
+
+   To view the details of why the transaction was refused, click on the :icon:`fa-usd`
+   :guilabel:`Expenses` smart button for the card, and click on the refused transaction. The details
+   explaining why the transaction was refused appears in the chatter, authored by *OdooBot*.
+
+.. _expenses/physical:
+
+Physical card
+=============
+
+When using a physical card, make charges in the same manner as a regular physical pre-paid debit
+card.
+
+.. _expenses/virtual:
+
+Virtual card
+============
+
+If using a virtual card, there is one additional step to access the card information to use for
+purchases.
+
+To obtain the card information, navigate to :menuselection:`Expenses app --> Cards` and click on the
+virtual card being used. Next, click into the :guilabel:`Card Details` tab, and two items appear:
+the expense card number, with only the last four digits displayed, and the expiration date.
+
+To view the full details, click :icon:`fa-eye` :guilabel:`View Details`, and a :guilabel:`Two-Factor
+Authentication` pop-up window loads. Enter the six-digit authentication code that is texted to the
+cardholder's phone number. The card appears in the pop-up window, with all the information
+displayed: the card number, expiration date, and security code. When done, close the window by
+clicking :guilabel:`X`.
+
+Lost cards
+==========
+
+When a physical card is lost, or if credentials for a virtual card have been compromised, the cards
+must be updated in the **Expenses** app so they cannot be used. This is referred to in Odoo as
+*blocking*.
+
+To stop any charges on a card, navigate to :menuselection:`Expenses app --> Cards`, and click on the
+specific card being deactivated. On the card form, click the :guilabel:`Block` button, and a
+:guilabel:`Block a Card` pop-up window loads.
+
+Click into the field next to :guilabel:`Reason`, and select the reason the card is being blocked.
+The options are :guilabel:`Lost`, :guilabel:`Stolen`, or :guilabel:`Other`. After making a
+selection, click :guilabel:`Block`, and the card is unable to be used, and a red :guilabel:`Blocked`
+banner appears on the card in the :guilabel:`Cards` dashboard view.
+
+.. example::
+   An employee is given a virtual expense card to use for an upcoming business trip. The employee
+   uses this card to purchase an airline ticket and a hotel room, one month before the scheduled
+   trip.
+
+   A week before the trip, they receive an email from the airline, explaining there has been a data
+   breach, and customer names, contact information, and purchase details including credit card
+   numbers have been leaked.
+
+   The employee reaches out to their manager, explaining the situation. The manager opens the
+   virtual expense card, and blocks the card using the reason :guilabel:`Other`. Then the manager
+   issues another virtual card for the employee to use for their business trip.
+
+Temporary card pauses
+=====================
+
+When an employee is out of office for an extended period of time, such as a vacation, or an illness,
+it is recommended to temporarily deactivate their card to prevent any fraudulent charges. This is
+referred to in Odoo as *pausing* a card.
+
+To pause a card, navigate to :menuselection:`Expenses app --> Cards`, and click on the specific card
+being paused. On the card form, click :guilabel:`Pause`, and the card is unable to be used until it
+is activated.
+
+.. example::
+   An employee in the sales department has a physical expense card to use for client meetings. They
+   recently welcomed a new child, and will be out of office on parental leave for three months.
+
+   On the employee's last day, their manager opens the expense card record, and clicks
+   :guilabel:`Pause`. When the employee returns to work, the manager opens the expense card form and
+   clicks :guilabel:`Active` to reactivate the card.