[IMP] Expenses: Update reimburse expenses

content/applications/finance/expenses/reimburse.rst

@@ -2,16 +2,10 @@
 Reimburse employees
 ===================
 
-After an expense report is :doc:`posted to an accounting journal <../expenses/post_expenses>`, the
-next step is to reimburse the employee. Employees can be reimbursed via cash, check, or direct
-deposit in three ways:
-
-- :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.
+After an expense is :doc:`posted to an accounting journal <../expenses/post_expenses>`, the next
+step is to reimburse the employee. Employees can be reimbursed :ref:`directly in their paychecks
+<expenses/reimburse-payslip>`, or an individual expense can be :ref:`reimbursed via cash, check, or
+direct deposit <expenses/reimburse-single>`.
 
 .. _expenses/reimburse-settings:
 
@@ -20,15 +14,16 @@ 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`.
+the :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. The default options
-include paying by :guilabel:`Manual Payment (Cash)`, :guilabel:`Manual Payment (Bank)`,
-:guilabel:`Batch Deposit (Bank)`, and :guilabel:`Checks (Bank)`.
+include paying by :guilabel:`Manual Payment (Bank)`, :guilabel:`Batch Deposit (Bank)`, and
+:guilabel:`Checks (Bank)`. Depending on the installed :doc:`payroll localization
+<../../hr/payroll/payroll_localizations>`, additional options may appear.
 
 Leaving this field blank allows for **all** available payment options to be used.
 
@@ -44,103 +39,94 @@ If the  *Reimburse in Payslip* option is activated on the :ref:`settings
 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.
+   Only expenses with a status of :guilabel:`Approved` and :guilabel:`Posted` are able to be
+   reimbursed in a payslip. If an expense with a different status is selected, a warning appears
+   when attempting to repay the expense in a payslip.
 
 .. seealso::
    Refer to the :doc:`Payslips <../../hr/payroll/payslips>` documentation for more information about
    processing paychecks.
 
-.. _expenses/reimburse-single:
+.. _expenses/reimburse-payslip-single:
 
 Reimburse individually
-======================
+----------------------
 
-To reimburse an individual expense report, first navigate to :menuselection:`Expenses app -->
-Expense Reports`. All expense reports are presented in a default list view. Click on the expense
-report being reimbursed to view the report details.
+Navigate to :menuselection:`Expenses app --> My Expenses --> Expenses to Process`, and click on an
+expense with a :guilabel:`Status` of :guilabel:`Approved` or :guilabel:`Posted`.
 
-.. 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>`).
+On the individual expense, click the :guilabel:`Report in Next Payslip` button. A message is logged
+in the chatter stating the `Expense ("Expense Name") will be added to the next payslip.` The status
+for the expense remains unchanged, but changes to :guilabel:`Posted` when the journal entry is
+posted, then :guilabel:`Paid` when the related payslip is processed.
 
-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:
+If the expense is repaid in another manner before the payslip is processed, the expense can be
+removed from the payslip by clicking the :guilabel:`Remove from Payslip` button.
 
-- :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 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 :guilabel:`Expense Report Summary` field of the expense
-  report populates this field, by default.
+.. image:: reimburse/payslip-individual.png
+   :alt: The Report in Next Payslip button, visible on an expense.
 
-.. image:: reimburse/payment.png
-   :alt: The Register Payment pop-up window filled out for an individual expense report
-         reimbursement.
+.. _expenses/reimburse-payslip-bulk:
 
-When the fields of the pop-up window are completed, click the :guilabel:`Create Payment` button to
-register the payment, and reimburse the employee. A green :guilabel:`In Payment` banner now appears
-on the expense report.
+Reimburse in bulk
+-----------------
 
-.. _expenses/reimburse-bulk:
+Navigate to :menuselection:`Expenses app --> My Expenses --> Expenses to Process`, and click the
+checkbox next to all the expenses being reimbursed.
 
-Reimburse in bulk
-=================
+.. tip::
+   To select *all* reimbursable expenses, adjust the side menu so that only :guilabel:`Approved` or
+   :guilabel:`Posted` are checked. Next, click the checkbox next to :guilabel:`Employee` to select
+   all expenses.
 
-To reimburse multiple expense reports at once, navigate to :menuselection:`Expenses app --> Expense
-Reports` to view all expense reports in a list view. Next, select the expense reports to be
-reimbursed.
+Click the :icon:`fa-gear` :guilabel:`Actions` button, then select :guilabel:`Report in Next Payslip`
+from the resulting drop-down menu. :guilabel:`Report in Next Payslip` button, and the expenses are
+all added to the next payslip issued for the corresponding employee.
 
-.. 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>`).
+Nothing changes on the :guilabel:`Expenses to Process` dashboard, but a message is logged in the
+chatter of each individual expense stating the `Expense ("Expense Name") will be added to the next
+payslip.` The status for the individual expenses remains unchanged, but changes to
+:guilabel:`Posted` when the journal entry is posted, then :guilabel:`Paid` when the related payslip
+is processed.
 
-.. 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.
+.. _expenses/reimburse-single:
+
+Reimburse expenses via cash, check, or direct deposit
+=====================================================
+
+To reimburse an individual expense, navigate to the :menuselection:`Expenses app --> My Expenses -->
+Expenses to Process`, and the :guilabel:`Expenses to Process` dashboard appears, displaying all
+:guilabel:`Submitted` expenses. Adjust the side menu to display only :guilabel:`Posted` expenses.
+
+.. note::
+   Only expenses that have been :doc:`posted to an accounting journal <post_expenses>` (expenses
+   with a status of :guilabel:`Posted`) can be reimbursed.
 
-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:
+Click the expense to pay, then click the :icon:`fa-bars` :guilabel:`Journal Entry` smart button. On
+the journal entry, click the :guilabel:`Pay` button and a *Pay* pop-up window loads. Enter the
+following information in the pop-up window:
 
 - :guilabel:`Journal`: Select the accounting journal to post the payment using the drop-down menu.
-  The default options are :guilabel:`Bank` or :guilabel:`Cash`.
+  The default journal is :guilabel:`Bank`.
 - :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 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 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.
-
-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.
-
-.. image:: reimburse/repay-multiple.png
-   :alt: The pay pop-up window filled out for multiple reimbursements via checks.
+- :guilabel:`Recipient Bank Account`: This field only appears if the :guilabel:`Journal` is set to
+  :guilabel:`Bank`, and the :guilabel:`Payment Method` is set to :guilabel:`Manual Payment`. 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 :guilabel:`Description` field of the expense form
+  populates this field by default.
+
+When the fields of the pop-up window are completed, click the :guilabel:`Create Payment` button to
+register the payment, and reimburse the employee. A green :guilabel:`Paid` banner now appears on the
+journal entry.
+
+.. image:: reimburse/payment.png
+   :alt: The Register Payment pop-up window filled out for an individual expense report
+         reimbursement.