User guide: Audit 'Submit for final approval' and 'Pending Finalization' status (#5692)

docs/user_guide/bank/inventory_audits.md

@@ -20,7 +20,7 @@ Specify the Storage Location, then each Item you have counted, along with its qu
 Clicking "Save Progress" saves what you have done,  but you can come back and continue entering.
 You *must* choose a Storage Location to save progress.
 
-Clicking "Confirm Audit"  and clicking "OK" in answer to "Are you sure?"  will set the status to "confirmed" - that is ready for the org admin to review and "finalize" - so that should be done when you are finished your counts and have checked that you entered the right numbers.
+Clicking "Submit for final approval" and clicking "OK" in answer to "Are you sure?" will set the status to "Pending Finalization" - that is, ready for an organization admin to review and "finalize" - so that should be done when you are finished your counts and have checked that you entered the right numbers.
 
 When you save progress, you'll see this page, which shows the progress of the Audit.   Anything you haven't counted has a red background, and is noted as "Not Audited".
 
@@ -42,24 +42,43 @@ Scroll to the bottom of the page, and click "Resume Audit"
 
 This will bring up the new Audit form you were working on, and you can continue to enter more Items.
 
-You can "Save Progress" again, or  you can "Confirm Audit", and click "OK" in answer to "Are you sure?"  to set the Audit for approval (or "Finalizing") by a user with organization admin privileges.
+You can "Save Progress" again, or  you can "Submit for final approval", and click "OK" in answer to "Are you sure?"  to set the Audit for approval (or "Finalizing") by a user with organization admin privileges.
 
-## Confirming an Audit
-When you are entering an Audit, and have completed the counts for that Audit,  you confirm it.   This indicates that the counts for the Audit are done, and available for final review before being set in stone.
+## Audit statuses
+An Audit is always in one of three statuses, which you can see in the Audit list (Inventory -- Inventory Audit) and in the breadcrumb at the top of the Audit view:
+
+- In Progress -- counts are still being entered.  Audits in this status are highlighted in red in the list.
+- Pending Finalization -- the counts have been submitted for final approval, and an organization admin needs to review and finalize the Audit before the inventory changes.
+- Finalized -- the inventory has been updated to match the Audit.  Finalized Audits can't be changed or deleted.
+
+![Audit list showing statuses](images/inventory/inventory_audits_statuses.png)
+
+## Submitting an Audit for final approval
+When you are entering an Audit, and have completed the counts for that Audit,  you submit it for final approval.   This indicates that the counts for the Audit are done, and available for final review before being set in stone.
 
 This step is here so that a bank can have users without admin access enter the counts,  but have a final check (the "Finalize" step, below) before the inventory levels are permanently changed.
 
-On the Audit entry screen, scroll to the bottom and click 'Confirm Audit'.  There is a detailed confirmation window with instructions for next steps. 
+On the Audit entry screen, scroll to the bottom and click "Submit for final approval" (1).  ("Save Progress" (2) just saves what you've entered so far, without submitting.)
+
+![Submitting an Audit for final approval](images/inventory/inventory_audits_confirm.png)
+
+You'll get a confirmation window that reads:
+
+> Are you sure?
+>
+> Please note that this audit must also be finalized by someone with organization admin rights before changes to inventory will take place.
+>
+> We strongly recommend completing that step before doing any further actions that affect inventory.
 
-![Confirming an Audit](images/inventory/inventory_audits_confirm.png)
+Click "OK", and the Audit's status changes to "Pending Finalization".
 
 ## Finalizing an Audit
-Once an Audit had been confirmed,  it must be finalized before any inventory changes will take place.   Finalizing can only be done by someone with organization admin privileges.  
+Once an Audit has been submitted for final approval (i.e. its status is "Pending Finalization"),  it must be finalized before any inventory changes will take place.   Finalizing can only be done by someone with organization admin privileges.  
 To Finalize an Audit,  sign in as an organization admin, Click Inventory, then Inventory Audit.  
 
-Select the "View" beside the Audit,  review it, and if all is correct,  scroll down to the bottom and click "Finalize".  Then, if you are sure,  click "OK" to confirm.  
+Select the "View" beside the Audit,  review it, and if all is correct,  scroll down to the bottom and click "Finalize Audit" (1).  Then, if you are sure,  click "OK" to confirm.  
 
-[!NOTE]  You will only see "Finalize" if the Audit has been confirmed.
+[!NOTE]  You will only see "Finalize Audit" if the Audit's status is "Pending Finalization".
 
 [!WARN] **** THIS PERMANENTLY CHANGES THE LEVELS OF INVENTORY AND CANNOT BE UNDONE. *******