Does Odoo generate the Spanish Tax Agency (AEAT) forms?

Yes. The tutorials show how to generate the files for forms 303, 111, 115, 347 and 349, as well as the VAT books. Form 303 does not cover the simplified and agricultural regimes, and the cash basis and pro rata rules are available in additional modules.

Can I create SEPA batches for collections and payments?

Yes. Batches and the SEPA file for the bank are generated from collection and payment orders, with direct debit mandates for customers and management of returns and unpaid items.

How are bank statements reconciled?

Statements in Norma 43 format are imported into each bank's journal and their transactions are reconciled with invoices and payments. Reconciliation models preselect the entries to save time.

Does Odoo manage fixed assets and depreciation?

Yes. Assets are created from the purchase invoice, with categories that define the depreciation, and depreciation entries are generated in bulk.

What happens with invoices already reported through TicketBAI or Verifactu?

They cannot be deleted or reset to draft: they are corrected with a corrective invoice. That is why we recommend reviewing draft invoices before validating them.

Odoo Accounting for Spain: SEPA Batches, AEAT, Banks

Complete Spanish accounting: chart of accounts, journal entries and closings, issued and received invoices, collections, payments and payment batches, banks, assets, reports and AEAT tax forms. Here are 140 Binovo video tutorials (16 h 13 min) organized into 12 sections. Each video includes a summary and a step-by-step description of what is shown.

Accounting setup 12 videos

Creating fiscal years in Odoo2:30

How to create fiscal years, which must be set up every year and are used to filter accounting information by financial year.

What the video shows

Without a fiscal year created, the Fiscal Year field on journal items is empty and you cannot filter by financial year
Invoicing/Accounting, Configuration, Fiscal Years, New: free-text name (the financial year is recommended), start date and end date
The list keeps the previous financial years you work with, and each new financial year is added when the year changes
Check in Accounting, Journal Items: the fiscal year now appears on existing and new items and lets you filter and search

Creating date ranges in Odoo6:49

Date ranges make it easier to analyze and compare specific periods. You create them once and Odoo recognizes them when producing balance sheets, P&L reports and ledgers.

What the video shows

Invoicing/Accounting, Configuration, Generate Date Ranges, starting from the range types already defined and with only the annual ones created
Monthly ranges for 2024: monthly type, duration of 1 month, start date, 12 records instead of an end date, and name prefix 2024/M
Quarterly ranges: quarterly type, duration of 3 months, 4 records and prefix 2024/T
Check in the ranges table and in the reports (trial balance, balance sheet): when you choose the range, the from and to dates are filled in
Warning: create only the ranges you need, because in reports you can enter dates manually even if the range does not exist

Generating date ranges in Odoo6:49

Manual or automatic yearly generation of monthly, quarterly or annual date ranges to obtain reports with predefined periods. It is not mandatory, but it speeds up date entry.

What the video shows

Configuration > Generate Date Ranges, starting from the date range types already defined (annual, monthly, quarterly)
Monthly: monthly type, duration of one month, 12 records (or end date) and a name prefix such as 2024/M
Quarterly: quarterly type, duration of three months, four records and prefix 2024/T
The generated ranges, with their start and end dates, appear in Configuration > Date Ranges and in the period selector of the reports
They are not essential: in reports you can type the dates by hand, and generating many ranges makes the list of periods longer

How to create accounting journals in Odoo17:40

Accounting journals have journal entry and invoice sequences associated with them, and offer more or fewer options depending on their type (bank, cash…). They let you filter entries and journal items by journal, and more can be added as needed.

What the video shows

Invoicing/Accounting > Configuration > Accounting Journals: they group entries and define default accounts and sequences for issued and received invoices
Default journals: customer invoices (sales), vendor invoices (purchases), miscellaneous operations, exchange differences, banks and cash
The journal type determines the available fields and tabs, such as incoming payments, outgoing payments and advanced settings in bank journals
Sales and purchase journals: default income or expense account if neither the product nor its category has one, invoice sequences and short code
Bank journals: bank accounting account, bank charges account, profit and loss accounts, sequence, bank account and Norma 43 import
Incoming and outgoing payments with payment methods and outstanding receipts and payments accounts, and value date or transaction date for importing Norma 43
The accounting dashboard shows the journals created, and in Accounting > Journal Entries you can group by journal
Creating a miscellaneous journal (fixed assets, payroll) with its sequence and short code, with the recommendation not to create too many journals

How to create invoice sequences in Odoo6:13

Invoice sequences are configured in journals: those for issued invoices in sales journals and those for received invoices in purchase journals. It shows how to define sequences for issued invoices and credit notes.

What the video shows

Invoicing/Accounting > Configuration > Accounting Journals: Customer Invoices journal for issued invoices and Vendor Invoices journal for received invoices
Journal Entry Sequence and Credit Note Sequence fields, and the dedicated credit note sequence checkbox so the two sequences are not mixed
The invoice number is the journal entry number, because version 16 has no separate journal entry sequence
In the sequence you define the free-text prefix with the year (FV/2024/), the sequence size, the increment of one and gap-free numbering
The yearly ranges checkbox automatically creates and resets the sequence for each financial year, and that numbering is what is sent to the tax authorities with TicketBAI

Creating a journal entry sequence in Odoo3:13

Each accounting journal has its own journal entry sequence; there is no single sequence. Even so, the general journal can be obtained renumbered by date for the Commercial Registry.

What the video shows

Each journal has its own sequence: customer invoices, vendor invoices, depreciation, payroll and banks
Invoicing/Accounting > Configuration > Accounting Journals: Journal Entry Sequence and Credit Note Sequence fields for each journal
The sequence defines the prefix (FV, FC, AMOR, NOM), the financial year, the date range and the sequence size
In Accounting > Journal Entries the numbering differs between journals, with no single consecutive number per financial year
The general journal report can show an automatic consecutive sequence by date, without renumbering entries, so it can be filed with the Commercial Registry

How to create a chart of accounts in Odoo8:28

The chart of accounts is created when Odoo is installed, according to the chosen accounting plan; by default, the PGC for SMEs with six-digit accounts. You can view and create accounts. You do not need one account per customer or vendor: a single 430000, 400000 and 410000 is used, and information is filtered by partner.

What the video shows

Invoicing/Accounting > Configuration > Chart of Accounts: base accounts loaded according to the plan chosen at installation (SMEs, large companies or non-profits)
Base accounts are installed with six digits, which can be extended, and more detailed accounts are created from them
Left panel to filter by group (from 1 to 7 and subgroups such as 10 or 62), in addition to the search box and grouping by account type
The type of each account should not be changed, because correct balance sheets and reports depend on it
Creating an account: open a similar one with Configure, Action > Duplicate, change the code and name (example 628001 Electricity) and save
Only accounts with no associated journal entries or journal items can be deleted
Allow Reconciliation checkbox, usual on receivable and payable accounts (430, 400), which can be enabled on other accounts if needed
Exporting the chart of accounts to Excel and checking the balance from the Balance button on the account record

How to create account groups in Odoo3:51

Account groups are created when Odoo is installed, according to the chosen accounting plan (SME, non-profit or full), and are used to obtain the trial balance at different levels. You can create groups manually, but this affects the balance sheet and P&L templates.

What the video shows

Accounting > Configuration > Account Groups: standard groups installed with the chart of accounts (930 in the example), with code, name and accounts
Each account in the chart of accounts has its group, visible in the list and on the account record (example: 102 Capital)
When creating a new account, you must always assign it the corresponding group, at level two, three or four
The hierarchical trial balance can be limited to one, two, three, four or six digits thanks to the groups
An account without a group appears detached in the report and its balance does not add up in the grouping, and in principle there is no need to create new groups

How to add bank accounts in Odoo6:18

Adding all of the company’s bank accounts and linking them to journals and accounting accounts. In the bank account you indicate whether the bank’s N43 file will be imported to load statements and reconcile.

What the video shows

Difference between the company’s internal bank accounts (collections, payments, batches, statements) and those of customers and vendors
Invoicing/Accounting > Configuration > Add a Bank Account: full IBAN account number (24 characters), bank and BIC code
Creating it generates a bank-type journal with the same name, which can be renamed under Configuration > Accounting Journals
A matching account in the 572 series is also created, of the bank and cash type. It should not be confused with the current account number
Contacts > Configuration > Bank Accounts shows internal accounts (owned by the company) together with those of customers and vendors

How to create Fiscal Positions in Odoo7:50

Fiscal positions are rules that automatically adapt the taxes and accounts of each transaction. They are assigned to customers, vendors and creditors according to the type of transaction (domestic, intra-EU, non-EU, equivalence surcharge, withholdings…). They update automatically and it is recommended not to modify them.

What the video shows

The product carries only its usual tax and the fiscal position replaces it depending on the transaction, for example 21% VAT with 0% on an intra-EU sale
They are located in Invoicing/Accounting > Configuration > Fiscal Positions, apply to both purchases and sales, and should not be created or modified manually
They are assigned on the customer or vendor record, in the Sales & Purchase tab, Fiscal Position field, never on the product
Invoice from an intra-EU vendor: applies intra-EU acquisition of goods, with no tax amount, with entries in 600, 472 and 477
The same product on an invoice from a domestic vendor applies 21% deductible VAT on current goods

How to create the tax table in Odoo2:56

Maintenance table with the VAT and withholding rates applicable at national level and their accounting accounts (472 and 477). It is a reference table: it is recommended not to create or modify taxes without first consulting Binovo.

What the video shows

It can be viewed in Invoicing/Accounting > Configuration > Taxes, with sales taxes and purchase taxes
They are loaded during the initial installation and updated with legal changes, and they should not be created manually or have their calculations altered
A manually created tax is not picked up by the tax authority returns (303, 349), because they are linked through a template
On products and services the usual tax is assigned, and the customer’s or vendor’s fiscal position converts it, for example to intra-EU

Journal entries and closings 18 videos

How to generate journal entries in Odoo5:04

Journal entries are created manually or automatically from other modules: issued and received invoices, asset depreciation, collections, payments and statements.

What the video shows

Sales and purchase invoices, collections, payments, payment orders and asset depreciation generate their entries automatically
The opening entry, adjustments, closing entries and payroll are entered manually, from Accounting > Journal Entries > New
Reports (trial balance, general ledger, profit and loss) let you choose between posted entries only or all entries
The same criterion must be used in all reports so that the data match
The invoice is itself the entry: a draft invoice is an unposted entry, and validating it posts the entry

What are journal items?9:00

Journal items show all the movements of the journal entries. With searches and filters you can obtain, for example, the ledger of an account.

What the video shows

Accounting > Journal Items lists the lines of all entries, whereas Journal Entries shows the complete entries
The list columns are added or removed from the field selector (journal, reconciliation, payment mode…)
The entry of each item is a link that opens the complete entry, whether it is an invoice or a manual entry
Left panel to filter by account group (43, 57…) and a search box by account, reference, contact or amount
Filters for sales, purchases, banks, unreconciled and date, and groupings by journal entry or by contact
By default only items from posted entries are shown, and removing the filter includes those that are unposted
Filtering by contact and account 430 gives a customer’s ledger, with the same balance as the general ledger report
The list includes all fiscal years, so you need to filter by date, and the result can be exported to Excel

Differences between journal entries and journal items1:43

Journal entries contain the header and its items, and new entries are created from them. Journal items show all the lines of all entries, with filters and searches by account, but do not allow creating entries.

What the video shows

Accounting > Journal Entries shows the entries with their amount, and you need to open each one to see its items
Accounting > Journal Items shows all the lines of all entries, indicating which entry each one belongs to
From an item you can open its complete entry

How to create an opening entry manually13:17

Creating a manual entry and the opening entry when starting accounting in Odoo after changing ERP, based on the balances obtained from the previous software.

What the video shows

Starting point: trial balance from the previous software as of December 31, or another date if starting mid-year
Journal Entries > New with the reference “Opening entry”, date January 1 and the Miscellaneous Operations journal or a dedicated one of the same type
Items are entered with detail accounts at full digit length, not with groups: share capital, reserves, debts, machinery, depreciation…
Bank debts, fixed assets and banks are broken down into as many lines as there are accounts or institutions
For customers (430) and vendors or creditors (400, 410), the contact is specified on each line so that the balance is assigned to each third party
An incomplete entry can be provisionally balanced with a 555 account and saved as a draft until it is completed and posted
After posting, it is advisable to check in the general ledger that the accounts and contacts reflect the opening entry
The Excel file or balance document used as a reference can be attached to the entry

Posting payroll entries manually6:25

Example of manually posting an entry for payroll.

What the video shows

Most entries come from integrated modules, and the ones entered manually are mainly payroll, adjustments and closing entries
Accounting > Journal Entries > New, with reference, accounting date and journal (Miscellaneous Operations or a specific payroll journal)
In the items, the account is searched by its digits and the label and amount are filled in, with generic accounts previously created in the chart of accounts
Lines for 640, 642, 4751, 476 and 465, with an automatic suggestion of the amount that balances the entry
Upon posting, it changes from draft to posted with the journal’s numbering and can be found by grouping entries by journal

Payroll entry with withholdings for Form 11113:48

Manual posting of a payroll entry with the taxes required so that the data accumulate in Form 111.

What the video shows

Creating the entry in Journal Entries with the reference “September payroll”, date September 30 and a dedicated payroll journal
Line for 640 Wages and salaries with the personal income tax withholding tax for employees paid in cash, which links it to box 02 of Form 111
If the Taxes, Tax Origin and Tax Grids columns are not visible, they are enabled from the line column selector
Odoo automatically generates the 4751 line with the 15% tax amount, linked to box 03, and the amount is corrected manually if the employee’s percentage is different
Remaining lines (642 Social Security, 476 and 465) until the entry balances, checking the withholding amount because it is recalculated on saving
The entry must be posted for Form 111 to pick it up: in AEAT Returns > Form 111 the quarter is recalculated
The form shows the base and the withholdings on employment income paid in cash and lets you view the entries that make up each box
Fill in the employee in the Contact field of the lines so that they count as a recipient, a detail that will also be used for payroll payment orders

How to duplicate journal entries2:38

Duplicating entries to post those that recur periodically, such as payroll.

What the video shows

Action > Duplicate on an existing entry copies accounts, amounts, date and journal
The reference, date and labels are changed, as well as the amounts if they vary
Designed for recurring manual entries: payroll, closing entries or depreciation

How to validate journal entries in bulk1:50

Bulk change of the status of entries between “Draft” and “Posted”, selecting them with filters.

What the video shows

In Journal Entries, remove the “Posted” filter and filter by “Unposted” (draft)
Select them all and use Action > Post Entries
It is advisable to do this only when the entries have already been reviewed

How to modify a validated journal entry1:59

Modifying a validated entry that was entered manually. Entries generated from other modules (invoices, collections, payments, payment orders, depreciation) should preferably be changed at their source to preserve traceability.

What the video shows

Locate the entry in Accounting > Journal Entries, reset it to draft, correct it and post it again
Only for manual entries; those generated by invoices, collections or payment orders are corrected in their source document

Reviewing journal entries in Odoo2:55

“To Review” flag on entries and invoices, with a review reason, and filters to locate them until they are verified.

What the video shows

“To Review” checkbox in the Other Info tab of the entry, with notes on the reason
When it is checked, the “Set as Checked” button appears
“To Review” filter in the entry list, and an optional column with the checkbox
Once verified, the checkbox is cleared and the entry no longer appears in the filter

How to delete a journal entry in Odoo3:04

Deleting entries: those generated from other modules (invoices, depreciation) are deleted or reversed from the source document; reconciled entries must be unreconciled first; and those in closed periods or in tax returns that have already been filed cannot be deleted.

What the video shows

A posted entry cannot be deleted: it must first be reset to draft
When deleting, Odoo warns that a gap will be left in the sequence
Invoice entries are deleted from the invoice itself, not from the entry
Lock dates prevent deletion
Invoices already reported to the tax authorities (TicketBAI, Verifactu) cannot be deleted: they require a credit note

Locking journal entries with taxes1:30

Period locking only for journal entries with taxes, mainly invoices, up to a given date. It is managed by a user with billing administrator permissions.

What the video shows

The tax lock date is set without filling in the other lock dates
When resetting to draft an invoice dated before that date, Odoo rejects the operation because it would affect a tax return that has already been filed
Entries without taxes, such as the opening entry, can still be modified

Reversing journal entries in Odoo4:46

Reversal cancels an entry without deleting it: it automatically generates a counter-entry, reconciles the two and records the relationship between them. It is used to correct errors in posted entries or to make retroactive adjustments.

What the video shows

“Reverse Entry” button inside the original entry
The wizard asks for a reason, a journal and a date: either a specific date or the current accounting date
An entry with the opposite movements is generated, already posted
The reconcilable items of both entries are reconciled with each other
Useful when the period of the original entry is already closed

How to lock accounting periods in Odoo7:13

Locking or closing accounting periods up to a given date, to prevent entries that have already been reviewed from being modified or deleted. It can only be done by a user with billing administrator permissions, and it can lock out billing users or all users.

What the video shows

In Accounting > Update Lock Dates there are three dates: tax lock date, lock date for non-advisers and lock date for all users
The non-adviser date affects anyone who is not a billing manager; the all-users date also locks the billing manager
To lock a period there can be no unposted entries or unreconciled bank statement lines in it: Odoo warns you and shows them
With the lock active, an entry in the period cannot be reset to draft or deleted, and a new entry is posted with a later date
To correct something in the period, go back to the same option and remove the lock dates

How to attach notes to journal entries in Odoo2:12

Internal notes or comments attached to journal entries, with filters and searches for the entries that contain them.

What the video shows

In the Other Info tab of the entry there is a text field for notes, which are saved in the entry
With the note option in the chatter, an internal note is logged that is visible to the entry’s users and followers
When adding a note you can attach a document, for example the purchase or expense invoice

How to generate depreciation entries5:22

Automatic, bulk posting of asset depreciation for the specified period.

What the video shows

In the Assets menu, each asset has its own depreciation schedule, monthly or annual depending on its plan
The Compute Depreciations option asks for a date: all depreciation lines prior to that date are posted
When computing as of July 31, the entries for monthly assets are generated; the annual one is left out until December 31
In the asset’s schedule the line is marked as posted and links to its posted entry, with the expense account and the depreciation account
Manual alternative: create the entry line by line from the depreciation schedule of each asset

Renumbering journal entries5:06

On-the-fly renumbering of entries, by number and date, in order to file the General Journal with the Commercial Register. In version 16 each journal has its own counter; the option assigns a consecutive sequence without modifying the numbers already recorded. The report can be obtained in PDF or Excel.

What the video shows

In version 16 there is no single entry counter: each journal (invoices, banks, depreciation) numbers entries with its own sequence
In the journal report you specify the fiscal year, whether to include posted entries, unposted entries or both, and whether to sort by date or by number
Grouping by journal is removed so that all journals are numbered together, and the Show Auto-sequence option is ticked
The report, on screen, in PDF or in Excel, shows the consecutive sequence next to the entry’s original number
Without ticking auto-sequence, entries appear sorted by date but without consecutive numbering

How to do accounting closings in Odoo8:23

Odoo has no closing process: when a fiscal year starts, the opening balances are already available. Even so, every January 1 you need to make the adjustment entry for account 129 against account 113 or 112.

What the video shows

No closing, adjustment or opening entries are generated: the balances of groups 1 to 5 carry over to the next fiscal year without any action
The accounts in groups 6 and 7 start at zero each fiscal year and their result is calculated on the fly against account 129
Example with a manual opening entry with a balance in account 129: the result on the balance sheet does not match the one on the profit and loss statement
The difference between the two reports is exactly the balance of account 129 carried over from the previous fiscal year
Solution: a manual adjustment entry dated in January that clears account 129 against account 113 or 112, and is then posted
Once it is posted, the result on the balance sheet matches the one on the profit and loss statement
In May or June, when the result is allocated, another entry is made to move the amount to its final account
It must be done every January 1, whether you start from an opening entry or have been posting entries from previous fiscal years

Vendor bills 20 videos

Introduction to purchase invoices1:52

General introduction to how purchase invoices work.

What the video shows

Manual entry in Billing > Vendors > Invoices, or invoices generated from purchase orders
Vendors menus: Invoices, Credit Notes and the combined list of invoices and credit notes
Types covered in the following tutorials: purchases of goods, expenses, services and fixed assets

Domestic purchase invoices5:39

Recording and posting purchase invoices from domestic suppliers and creditors, with attention to how the fiscal position behaves.

What the video shows

On the vendor’s record, in the Sales & Purchases tab, payment terms and methods and the domestic-regime fiscal position are set
Invoice header: vendor invoice number, invoice date, accounting date, payment reference, payment method and payment term
Each line takes the account and input VAT from its product: standard goods on a storable product and standard services on a consulting service
The Journal Items tab shows the entry (600, 472 and 410), which already appears in Unposted Journal Entries and is posted on confirmation
If the entry comes out with account 410 and it should be 400, the payable account is corrected in the accounting tab of the vendor’s record

Expense invoices5:11

Recording invoices for the business’s general expenses: electricity, phone, office supplies, professional services…

What the video shows

Creating the creditor in Vendors just like a vendor, with payable account 410 instead of 400 in the accounting tab
Expense product (electricity) of service type, marked as can be purchased, with vendor tax 21% input VAT on standard services
In the product’s Accounting tab, the expense account (utilities or other services) is set
New invoice in Vendors > Invoices: creditor, invoice number and date, with the payment method and term taken from their record
When the product is chosen on the line, the accounting account and VAT are loaded; the label, quantity and price are entered, and the invoice is confirmed

Invoices with different VAT rates6:41

Recording purchase or expense invoices with products at different VAT rates on the same invoice, or with taxable and non-taxable items.

What the video shows

Creating a service-type product (water) with a 10% purchase tax for standard services and a utilities expense account
Creating a second product (levy) with the non-taxable input VAT purchase tax for services
On the vendor invoice, each line takes the tax and account of its product, and both can be changed manually on the line itself
VAT is calculated only on the taxable line’s base: bases of 20 and 10, tax of 2 and a total of 32
Reviewing the Journal Items tab (628, 472 and 410) before confirming the invoice

Investment / fixed asset invoices14:12

Recording and posting investment purchase invoices, with automatic creation of the fixed asset in asset management for depreciation, depending on the configuration.

What the video shows

“Computer” product, consumable, with vendor tax 21% input VAT on capital goods and fixed asset account 217 as the expense account
Vendors > Invoices > New: number, invoice date and accounting date, reference, and payment method and term taken from the vendor’s record
On the line, the asset category is set, which is essential for the asset to be created, and the account and tax are reviewed
VAT on capital goods is itemized separately from VAT on purchases of goods, and the fiscal position remains the domestic regime
Draft journal items with 217, 472 and 410: the asset is not created until the invoice is confirmed
On confirmation, the link to the asset appears, created with the name from the line’s label, purchase value, start date, category and group
The asset is created in draft (configurable) so that you can review the dates and depreciation method inherited from the category
With “Confirm Asset” the depreciation schedule is calculated and the asset moves to running status

How to create intra-EU invoices in Odoo5:58

Recording and posting purchase invoices from intra-EU vendors, with attention to how the vendor’s fiscal position behaves.

What the video shows

Vendor with an intra-EU regime fiscal position, tax details, payment method and term, and account 400
Storable product with input VAT on standard goods, whose expense account is taken from the category if it is not set on the product
On the invoice, the tax is mapped to 21% VAT on intra-EU acquisitions of standard goods and the total equals the taxable base
Accounting date different from the invoice date: it must not fall in a VAT period that has already been settled, and Odoo warns you if the period is locked
Journal items with accounts 600, 472, 477 and 400 that can be reviewed before posting, a draft entry in Accounting and an invoice number assigned on confirmation

How to create invoices with withholding tax on rent in Odoo7:51

Recording and posting lease invoices, with VAT and a withholding percentage for rent on the same invoice.

What the video shows

Creditor record: tax details, payment term and payment method, the “19 % withholding on leases” fiscal position (the one for professionals does not carry that text), account 410
“Premises rental” product of service type with input VAT for standard services and account 621 for leases and royalties
Vendor bill with number, payment reference, invoice date and accounting date, which is the one used by the journal entry and the tax calculation
The line picks up the account, VAT and the 19 % withholding; the base, VAT, withholding and total are checked, and the journal items show 621, 472, 4751 and 410
The draft entry in Accounting is linked to the invoice and takes the accounting date; on confirmation it is posted and receives a sequence number

How to create invoices with withholding tax for professionals in Odoo11:50

Recording and posting invoices from professionals, with VAT and an IRPF withholding percentage on the same invoice.

What the video shows

Creditor record: correct address and tax ID (NIF), payment term and payment method, withholding fiscal position (professionals or leases, by percentage) and account 410
“Consulting” product of service type with 21 % input VAT for standard services under Purchase and account 623 under Accounting
Vendors > Bills > New: the fiscal position and payment terms are taken from the vendor record and can be changed before confirming
Difference between invoice date and accounting date, which is the one that governs taxes, with a warning about periods already settled and period locking
Line with the product: VAT and the 19 % withholding are applied, and the footer shows base 600, withholding -114, VAT 126 and total 612
Journal Items tab with accounts 623, VAT, 4751 and 410, and a draft entry visible in Accounting after removing the Posted filter
In version 16 a draft invoice is already a draft entry, which must be taken into account when running accounting reports
On confirmation the entry is posted, the number from the vendor bill sequence is assigned and the invoice is left posted and unpaid

How to create reverse charge (ISP) invoices in Odoo4:45

Recording purchase invoices under the reverse charge mechanism, and the data needed for the calculation to be correct.

What the video shows

Vendor with the “Domestic reverse charge” fiscal position set on its record
Vendors > Bills > New: invoice number and date, payment reference, and payment method and terms taken from the vendor record
When the product is added, the tax changes to “21 % VAT on purchases with domestic reverse charge”, even if the product has a different default VAT
Journal items: purchases account, 472 and 477 for input and output VAT, and the vendor account
Comparison with a domestic vendor (input VAT on standard goods, 472 and 410) and changing the fiscal position under Other Info for specific cases

How to create import invoices and customs agent invoices with a DUA19:11

Recording an import with a DUA (customs declaration) using two vendor bills, one from the foreign supplier and one from the customs agent, and how it is reflected in the entries and in Modelo 303.

What the video shows

Starting example: goods worth €100 from the foreign supplier, a customs valuation of €150 and a VAT amount of €31.50 invoiced by the customs agent
Foreign supplier with the “Import with DUA” fiscal position: when the product is added, the line tax is mapped to “DUA exempt”, with no VAT amount
Journal items of the first invoice: purchase against the vendor account for €100, with no VAT, and confirmation
Customs agent created as a vendor or creditor with a domestic regime fiscal position
DUA products (valuation at 21, 10 and 4 %, and offset) created by a specific module: they are of service type and must not be created manually
“DUA valuation 21 %” line for €150 with the 21 % VAT tax for imports of standard goods, checking that it does not pick up the normal input VAT
“DUA offset” line for -€150 with “DUA exempt”, which cancels the base and leaves only the VAT amount payable, plus extra lines for the freight forwarder’s services
Entry with 600 on both the debit and credit sides, 472 and 400 or 410 for €31.50, and a check of base 150 and VAT 31.50 in the Modelo 303 detail

How to create purchase credit notes in Odoo15:47

Options for creating purchase credit notes. They are generated from the original invoice itself, which keeps the two documents traceable.

What the video shows

Add Credit Note button on the original invoice, with three options: partial refund, full refund, or full refund and new draft invoice
Wizard data: reason, journal (the same one as vendor bills is recommended) and a specific reversal date or the date of the entry
Partial refund: creates the credit note as a draft, a copy of the original, so the amount can be adjusted before confirming it
The credit note is offset from the original invoice with Add under outstanding debits; the original is left partially paid
Full refund: the credit note is validated and reconciled automatically and the original invoice changes to Reversed status
Full refund and new draft: also creates a new draft invoice, a copy of the original, to record the corrected one
Traceability through the reference to the original invoice and the Credit Notes tab; the most common option is the partial refund

How to check the status of invoices in Odoo10:18

Checking the status of invoices (draft, open or paid) using views, filters and groupings.

What the video shows

Under Vendors there are three options: Bills, Credit Notes and both together; the first does not include credit notes
Sorting by columns and choosing the visible fields (payment reference, tax, amount due, source document), which is saved per user
Invoice status: draft (pending validation and without a vendor bill number) or posted
Payment status: not paid, paid, partially paid with the outstanding amount, and reversed (reconciled with a credit note)
Filters by status, unpaid, overdue and by invoice, due or accounting dates over periods, and custom filters on any field
Group by vendor, salesperson, status, payment method, journal or dates, and custom groups
Search from the top bar by choosing the criterion: invoice, journal, company, salesperson, sales team or invoice lines
Favorites: save the current search, use it by default on entry and share it with other users

How to attach documents to invoices in Odoo2:29

Attaching the vendor’s original invoice (PDF, Excel, Word or image) to the purchase invoice recorded in Odoo so it can always be consulted.

What the video shows

Open the invoice and locate the attachments area, on the right or at the bottom depending on the screen and browser size
Use the paperclip to select the file of the invoice issued by the vendor from your computer
The paperclip shows the number of attachments, accepts as many documents as needed and expands them when clicked

How to change the due date of an already validated invoice4:13

Changing the due date of an already validated invoice from the Payment Items (Efectos) option, without cancelling the invoice before it is paid.

What the video shows

On a posted invoice the due date cannot be edited; in Journal Items the Due Date column can be added
In Accounting > Payment Items (Efectos), filter by payments, group by company and locate the invoice
The date is edited in the item’s Due Date field and updated in the journal item; the invoice header does not change
With a payment term of 30, 60 and 90 days the invoice shows only the last due date and there are three payment items, each with its own editable date

How to invoice purchase orders in Odoo6:17

Generating the vendor bill from the purchase order created in Odoo, keeping the order-to-invoice traceability.

What the video shows

If the invoice is recorded directly under Bills, the purchase order remains pending invoicing and has no link to it
The product’s billing control policy (Purchase tab), based on ordered or received quantities, determines whether Create Bill is enabled
Create Bill from the order generates the draft: the vendor invoice number and date are entered and the terms, accounts, taxes and total are reviewed
On confirmation the vendor bill number is assigned; a further attempt to invoice the order warns that there are no invoiceable lines
Navigation in both directions: from the purchase order to the invoice and from the invoice to the order

How to invoice several purchase orders at once3:39

Invoicing several purchase orders on a single invoice, generated from the orders to keep the order-to-invoice traceability.

What the video shows

In Purchase, search for the vendor’s orders, grouping by vendor and filtering those pending invoicing
What is ready to invoice depends on whether the product is invoiced on ordered or received quantities (received, in the example)
Select the orders and under Action choose Create Vendor Bills: a draft invoice is generated with the lines from all of them
The entry has one purchase item per order, the summed 472 account and the 400 or 410 account; the invoice shows the two source purchases
The orders end up fully invoiced; it is advisable that they share the same fiscal position, payment term and payment method before reviewing and validating

Adjusting invoices for rounding differences3:44

Adjusting differences of a few cents between the vendor’s invoice and Odoo’s calculation, in both the taxable base and the VAT amount.

What the video shows

Differences arise because the vendor uses more decimals in prices or calculates VAT per line rather than on the total
Difference in the VAT amount: the VAT amount in the totals is edited with the pencil and the change is carried over to the journal items
Difference in the taxable base: the price is adjusted or a differences line is added with its account and a positive or negative amount
You need to check whether VAT should be applied to that rounding line or not
It is recommended to have a service-type product created for rounding differences and to always use it in the same way

How to reset an invoice to draft in Odoo4:24

The “Reset to Draft” button lets you modify a validated invoice, provided it has not been paid and reconciled, has not been included in tax returns (VAT, form 349…), does not belong to a closed period and has not been reported to the tax authorities via LROE, TicketBAI or Verifactu.

What the video shows

The invoice has the draft and posted statuses; Reset to Draft lets you edit or delete it
First, check that the invoice is not included in a VAT return that has already been filed; locking accounting and tax periods is recommended
If the invoice has been paid, it cannot be reset: you must first undo the reconciliation and delete the payment
If it has already been reported to the tax authorities (LROE), it cannot be modified: you cancel it and create a new one, or issue a credit note
When you reset it, the invoice and its journal entry go back to draft; you correct the amounts or VAT, save, and when you confirm they are posted again

How to reset an already paid and reconciled invoice to draft3:48

Reset an already paid and reconciled invoice to draft in order to modify it, provided it has not been included in tax returns (VAT, form 349…), does not belong to a closed period and has not been reported to the tax authorities via LROE, TicketBAI or Verifactu.

What the video shows

With the invoice paid, Reset to Draft returns an error because reconciled entries cannot be set back to draft
The procedure works if the payment was made using Register Payment on the invoice; if it comes from bank statements, the process is different
Breaking the reconciliation only unreconciles: the payment entry remains in the ledger and must be deleted to avoid duplicating information
Open the payment, reset it to draft and delete it from Action; the vendor ledger is then left with only the invoice amount
After that, you can reset the invoice to draft, modify it, confirm it and register the payment again

Analyzing vendor bill reports in Odoo7:17

Analysis of vendor bills with dynamic pivot reports, grouped by company, month, year, product category or product, and exportable to Excel.

What the video shows

Access from the Accounting dashboard, via the three dots on the vendor bills journal, Invoice Analysis option; graph and pivot views
Default filters for invoiced and vendors, and measures: total excluding taxes, total in currency, product quantity or average price
Grouping by company, date (month or year), product category or product, with Expand All, changing the order of the criteria and flipping axes
Additional filters (for example, credit notes only), custom filters and groups, and downloading the table as XLS
Click an amount to open the invoices that make it up; the same report is available under Reporting, Invoice Analysis, filtering by vendors

Customer invoices 21 videos

What you need to consider when recording sales invoices in Odoo6:14

Information to review before you start invoicing: tax details, payment term and method, fiscal position and the customer’s accounting account; taxes and income accounts on products; and tax accounts. For the first invoices, it is advisable to check the sequence number, the journal entry and the payment terms. Odoo uses the same account 430000 for all customers and distinguishes them by company.

What the video shows

Customer record: complete tax details, flagged as a customer, and payment term and method to generate due dates
Customer fiscal position (domestic, intra-EU, non-EU, equivalence surcharge) as a key piece of data for calculating taxes
Customer accounting tab: receivable account 430 by default, plus bank accounts and mandates for managing collections and remittances
Product: type (storable, service, consumable), sales price and usual customer tax, which the fiscal position converts where applicable
Income account: taken from the product, if empty from the product category and, ultimately, from the sales journal

Managing sales invoices in Odoo2:38

General introduction to how invoices work.

What the video shows

Manual creation from Accounting > Customers > Invoices or Credit Notes, or from the customer invoices journal on the dashboard
Generation from the sales order or from the delivery orders to be invoiced, by selecting them and launching the invoicing order from Action
Draft invoices, without a number and with the journal entry in draft, versus posted invoices, numbered according to the associated sales journal
Credit notes menu to view existing ones and create new ones

How to create domestic sales invoices in Odoo5:36

How sales invoices are created with the domestic fiscal position.

What the video shows

Prerequisite: customer with tax details, the Domestic Regime fiscal position, and payment term and method to generate due dates
Customers > Invoices > New: customer, invoice date, bank transfer payment method, customer invoices journal and price list
Invoice line: product, editable label, and account and VAT taken from the product or, if it has none, from the category and the default tax
The price comes from the customer’s price list and can be changed, 21% VAT on goods is applied, and the taxable base, VAT and total are calculated
Entries with account 700, VAT account 477 and the customer account, in draft until validated, at which point the invoice is numbered and the journal entry is posted

How to create intra-EU sales invoices in Odoo4:28

How sales invoices are created with the intra-EU fiscal position.

What the video shows

Prerequisite: customer with a tax ID from their country, complete address, payment term and method, and the Intra-EU Regime fiscal position
New invoice from Customers > Invoices: direct debit payment method with its mandate, 30-day payment term, journal and public price list
On the line, the tax for exempt intra-EU supplies is applied, along with an income account other than 700 (710 in the example)
Tax mappings and accounting account mappings by customer type are configured in the fiscal position
In draft there is no invoice number and the journal entry is in draft; on confirmation the number is assigned and the journal entry is posted

How to create export invoices in Odoo4:20

How sales invoices are created for non-EU exports.

What the video shows

Prerequisite: customer with complete tax details and the Non-EU Regime fiscal position on the Sales & Purchases tab
New invoice from Customers > Invoices: payment method and term are loaded from the customer record and can be changed before validating
When the product is added, 0% export VAT is applied and account 700 is replaced by the export merchandise sales account
Review of the fiscal position: tax mapping (21% VAT on goods to 0% export VAT) and accounting account mapping
The entries remain in draft until confirmed, at which point the invoice is numbered according to the customer invoices journal and the journal entry is posted

Sales invoices with equivalence surcharge3:31

How sales invoices are created with an equivalence surcharge.

What the video shows

Customer record with tax details, payment term and method, and the Equivalence Surcharge Regime fiscal position
New invoice in Customers > Invoices with date, payment method, 30-day payment term, journal and price list
When the product is added, 21% VAT on goods and the 5.2% equivalence surcharge are applied through the fiscal position mapping
Journal items with the sales account, the VAT and equivalence surcharge accounts, and the customer account
In draft the journal entry exists but is unposted and has no number; on confirmation the sequence number is assigned and the invoice and journal entry are posted

Sales credit notes with partial refund7:27

Partial credit note: the credit note is generated and modified before validating it so that it matches what needs to be corrected.

What the video shows

Starting case: a posted invoice pending payment for four units, of which the customer returns one
Add Credit Note button and explanation of the three methods: partial refund, full refund and full refund with new draft invoice
Selecting partial refund with reason, journal and specific date, and Reverse, which creates the draft credit note referencing the original
Adjusting the quantity to the returned unit before confirming, since confirming without changes would credit the entire invoice
On confirmation the credit note sequence number is assigned and, with Add, the amount is offset against the original invoice, reducing its amount due

Sales credit notes with full refund4:27

Full credit note: a credit note identical to the original invoice is generated, with no option to modify it, and both are reconciled with each other.

What the video shows

From an invoice with an outstanding amount, Add Credit Note with the full refund option, which reconciles against the original invoice
Refund reason, refund date and sales invoices journal, with its own sequence for credit notes
When you click Reverse, the credit note is validated, posted and marked as paid in a single step, with its offsetting journal entry
Under Other Info and on the printout, the invoice being credited and the reason for the correction are shown
The original invoice becomes reversed with zero amount due and, unlike the partial refund, the credit note cannot be modified

Credit note with full refund and new draft invoice3:40

Full credit note with new draft: a credit note identical to the original invoice is generated, with no option to modify it, both are reconciled with each other, and a new draft invoice is also created, which can be modified and sent to the customer.

What the video shows

From the original invoice, Add Credit Note button and selection of the third option: full refund and new draft invoice
Entering the reason, the refund date and the journal, which uses the dedicated credit note sequence, and the Reverse button
A draft customer invoice opens, a copy of the original, so you can modify it, save it and validate it as a new invoice
The original invoice is marked as reversed and the generated credit note appears in its Credit Notes tab
The credit note is paid against the original and shows the credited invoice and the reason under Other Info and on the printout

How to add notes to the invoice4:07

Comments or notes on the invoice that do get printed on the document.

What you see in the video

With the invoice in draft, text in the Terms and Conditions section, which is printed at the bottom of the invoice
Using the “/” command in that section to format the text: bullet lists, images or signature
Adding a section to the invoice lines, for example “Remarks”, to separate the products from the comments
Adding a note to write the remark on one or more lines, which can be reordered and placed between the product lines
Notes can also be added directly without creating a section first

How to add comments to invoices2:19

Internal comments linked to the invoice, which do not appear on the printed document.

What you see in the video

The chatter’s “Log note” option, available when the invoice is in draft or posted
Notes are recorded on the document and can be seen by any internal user with access
They are internal, so the customer cannot see them, and they support attachments
Warning: “Send message” does send the text to the customer

How to change due dates on due payments5:26

Changing the due dates of the payments of an invoice that has already been validated and posted, without modifying the invoice.

What you see in the video

With the invoice in draft, the payment terms are changed (for example to 30-60-90) and the due dates are generated
In the journal items tab, the date of each due entry on account 430 is edited
Accounting > Due Payments shows the invoice’s due entries with their term and date
With the invoice posted, neither the payment terms nor the journal items can be changed from the invoice
In that case, the dates are changed in the Due Payments screen, and the change is reflected in the journal items

How to attach documents to invoices2:49

Attaching PDF, Word, Excel or image documents to an invoice so they can be consulted from it.

What you see in the video

The chatter’s paperclip, on the right or below the invoice, allows you to attach any type of file
Attachments can be downloaded or deleted, and the paperclip shows how many there are
When the invoice is printed, the PDF is automatically added as an attachment
Attachments are visible to any user with access to the invoice

How to check the status of invoices5:04

Checking the status of invoices (draft, open or paid) using searches and filters.

What you see in the video

Under Customers there are three views: Invoices, Credit Notes, and Invoices and Credit Notes, which shows both together
In the list you can sort by columns and add optional fields: salesperson, accounting date, tax, payment mode or to-review flag
Filters by status (draft or posted), payment status, due date or invoices to review
Groupings by partner, payment mode or both; the order in which they are selected determines the hierarchy of the result
The search is saved in Favorites with a name, as default or shared; the selected invoices can be exported to Excel

Sending invoices by email individually2:19

Sending a single invoice by email to the customer’s billing address; the sending is recorded on the invoice.

What you see in the video

The invoice’s Send & Print button sends it to the email address on the customer record; if there is no email address, a warning is displayed and nothing is sent
Recipients (customer and followers), subject and text come from a predefined template, with the invoice PDF attached and available for preview
When sending, the PDF is generated and can be downloaded and printed
The sending is recorded in the message history, with a red indicator if it has not been sent yet and a green one if it has been sent

Sending invoices by email in bulk1:57

Bulk sending of invoices by email to customers by selecting several invoices; they are sent to the address on the customer record and the sending is recorded on each invoice.

What you see in the video

In the list of invoices or customer credit notes, you filter by date or due date and select the invoices
Action > Send & Print sends each invoice by email using a predefined template with the PDF attached
Each invoice is marked as sent

Invoicing a sales order in Odoo7:54

Invoicing sales orders. Depending on the product, you invoice by ordered or delivered quantities, and you can invoice without a delivery note or have to wait until the goods are delivered.

What you see in the video

Sales invoices are created manually, from delivered delivery notes or from sales orders
The product’s invoicing policy (ordered or delivered quantities) determines when the order can be invoiced
Example: of three units ordered and two delivered, only the two delivered are invoiced
The order’s “Create Invoice” button, regular invoice option; the invoice is left in draft for review
The invoice links to the order and to the delivery, and the order shows its invoice
From the list view, several orders are selected and Action > Create Invoices is used
Taxes, fiscal position, payment mode and payment term come from the customer record and the product
Upon confirmation, the sequential number is assigned and the journal entry is posted

Invoicing sales delivery notes in Odoo6:41

Module developed by Binovo to invoice sales delivery notes, something standard Odoo does not allow (it only invoices orders with delivered delivery notes).

What you see in the video

Sales > To Invoice > Delivery Notes to Invoice: pending sales and return delivery notes, with source, customer, date and taxable base
The list is grouped by contact or by delivery note date to decide what to invoice
With no criterion on the customer record, one invoice is generated per customer with the selected delivery notes
Action > Invoicing Order asks for the invoice date and whether the invoices are left in draft or validated
It is recommended to leave them in draft: with TicketBAI enabled, validated invoices are reported to the tax authorities and would require a credit note
The invoice groups the lines by delivery note into sections, also in the printed document

Customer invoicing criteria for delivery notes13:08

Grouping criterion for invoicing by customer: one invoice per delivery note, per order or per customer. By default, grouping is by billing address, company, currency and payment mode. It is configured in the company settings or customer by customer.

What you see in the video

“Sales invoicing grouping criterion” field in the Invoicing/Accounting tab of the customer record
Criteria are created in Invoicing > Configuration > Invoicing Grouping Criteria, specifying the fields to group by
A default criterion can also be set for all customers in the general settings
With no criterion, Odoo groups by billing address, company, currency and payment mode
Example with no criterion: three delivery notes from two orders are invoiced in a single invoice
When the payment mode of one of the orders is changed, two invoices are generated
With the “invoice per order” criterion, two invoices are produced, and with “invoice per delivery note”, three
Binovo recommends consulting with them before creating new criteria

Generating proforma invoices in Odoo3:38

The proforma invoice details the terms of the transaction before the sale is closed. In Odoo, it is prepared and sent from a quotation or from a confirmed sales order.

What you see in the video

The proforma invoice is not issued from Invoicing, but from the quotation or the sales order
“Print Proforma Invoice” button: generates the PDF with the number and the quotation data
“Send Proforma Invoice” button: sends that same PDF by email to the customer using an editable template
Also available on the confirmed order and, from the list view, by selecting the order
The user needs to have the proforma invoices permission enabled; without it, the buttons do not appear

How to create down payment invoices in Odoo11:52

Down payment invoice generated from a sales order, for a percentage or an amount, which is later deducted from the final invoice.

What you see in the video

Down payment product of service type, with its VAT tax and, in the Accounting tab, an income account 438 instead of 700
Linking that product in the Sales Settings, down payment invoicing section, accessible only with configuration permissions
From the order, Create Invoice with the down payment option by percentage (50%) or fixed amount, which generates a draft invoice
Review of the down payment invoice: editable line description and journal items against 438, VAT account 477 and customer account 430
Confirming the invoice and registering the payment, whose entry clears 430 against a configurable bridge account or against the bank
The order shows the linked invoice, a section with the down payment line and the invoiced and pending-to-invoice amounts
Validating the delivery before the final invoice, because invoicing is based on delivered quantities
Regular invoice with down payment deduction: product line for the full amount and a negative down payment line, which cancels 438 and deducts its VAT

Collections and customer risk 15 videos

Customer risk management15:22

Risk limits to control financial risk with customers.

What you see in the video

Financial Risk tab on the customer record, available once the financial risk modules are installed, with general limits and specific limits
General limits: total credit limit and checkboxes for the documents that count toward it (orders, draft invoices, validated invoices, unpaid items)
Total risk is updated when orders and invoices are confirmed, shows the amount and the percentage used, and gives access to the documents that make it up
When the limit is exceeded, the warning Company with exceeded risk appears, with Continue or Cancel; if cancelled, the order remains a quotation
If you continue, the Risk Exception checkbox is ticked on the customer record and the available risk becomes negative
Financial Risk permission in Settings > Users: the manager can continue the operation; the user only sees the warning with the Cancel option
Specific limits: maximum amount per document type (orders, draft invoices, etc.), controlled separately and not by the sum of all of them
It is best to work with either general limits or specific limits, not both at the same time

Collections management: Customer mandates5:39

SEPA mandates are the documents with which a customer authorizes direct debits. They are created linked to the customer’s bank account, printed for signature, and the signed document is attached. They are essential for issuing direct debit batches.

What the video covers

On the customer record, Invoicing/Accounting tab, the full bank account is entered and the mandate is added
Mandate fields: company, SEPA format, type (recurring, generic or one-off), bank account, CORE or B2B scheme, sequence type and signature date
One mandate is needed for each of the customer’s bank accounts, and a sequential mandate number is assigned on saving
Printing or emailing the direct debit order for the customer to sign, and attaching the signed document to the mandate
Validate button to set it to valid: if the mandate is in draft or has no signature date, the batch returns an error

Collections Management: Payment Terms16:46

Payment terms configuration: calculation by balance, percentage or fixed amount, fixed payment days, and due dates calculated from the invoice date, the end of the month, the following month or the last day of the month.

What the video covers

The payment term is assigned on the customer or vendor record (Sales & Purchase tab) and carried over to the invoice, using a table common to both
Configuration > Payment Terms: name of the term and the description printed on the sales invoice
Term lines: due type (balance, percentage or fixed amount), days or months after the invoice date, end of month and days after end of month
Simulator at the bottom (version 16) showing installments and dates for a sample amount and invoice date
Examples reviewed: 30 days, 2 months, 30 days end of month plus 10 days, and 30% on invoice date with the remainder at 60 days
“Due dates based on previous due date” option to chain the days of each line onto the previous line
Creating a new term at 30, 60 and 90 days with two 33% installments and the balance on the last due date
Customer or vendor fixed payment days, a 2% discount if paid within the discount days, and an immediate payment term

Collections Management: Holidays in Payment Terms1:14

Holiday calendar for payment terms: due dates that fall on a non-working day are automatically postponed.

What the video covers

In the payment term configuration, each holiday is entered along with the date to which the due date is postponed
Example with immediate payment: an invoice dated July 31, defined as a holiday, falls due on August 1

Collections Management: Payment Items8:02

Payment items, or due dates, generated from invoices according to their payment term and payment method. You can review pending, overdue and collected items, with filters by due date, payment method and payment term, and grouping by company, for both collections and payments.

What the video covers

Access via Invoicing/Accounting > Accounting > Payment Items, with the default filters of posted and not fully reconciled
Collections (accounts 430) and Payments (accounts 410) filters to separate customer items from vendor items
View-only and forecasting screen: items cannot be collected or paid from it
Grouping by payment method and by company to know what to debit and from whom, with pivot view and Excel export
Columns: invoice date and number, source document, company, payment method and term, account, balance, residual amount and due date
Optional columns such as the reconciled checkbox, and filters for reconciled, partially reconciled and overdue
Changing the due date of an already validated invoice directly from the payment item
Comments field on the payment item, for example to note claims, with subsequent search by its content

Collections Management: Bank Reconciliation4:19

Reconciliation of bank transactions with customer invoices, vendor bills and payments. It includes Odoo’s reconciliation models, which automatically preselect the entries.

What the video covers

Reconciliation matches bank transactions with sales and purchase invoices, payroll payments, withholdings or VAT
An invoice in paid status is already reconciled: from it you can access the payment, its journal entry and the journal items
Each reconciliation assigns the same number (for example A23) to the items matched with each other, such as the account 430 item of the invoice and its payment
Reconciliation takes place when registering the payment from the sales or purchase invoice
It can also be done from Accounting > Bank Statements, with transactions imported via Norma 43 or other systems

Options for Collecting Invoice Payments1:56

Overview of the ways to collect payment for an invoice: from the sales invoice, in bulk from collection orders, or from bank and cash statements with their reconciliation. It explains which journal entries each one generates and how to configure Odoo according to the company’s banking setup.

What the video covers

Register Payment button on the invoice, designed for manual collections such as bank transfers
Collection orders: SEPA batches over a list of due items, with a file for the bank and reconciliation entries that mark the invoices as paid
Bank statements created from Norma 43, matching each bank transaction with its invoices

How to Collect Payment for an Invoice from the Invoice Document4:54

Full or partial collection of a customer invoice from the document itself. Odoo generates the journal entries and automatically reconciles the invoice with its payment.

What the video covers

Unpaid invoices filter and Register Payment button on the invoice itself
Payment wizard: journal (bank or cash), amount, posting date, manual method, bank account and memo with the invoice number
Suited to collections by transfer or card: SEPA direct debits are managed from batches and not from this button
The invoice is marked as paid and the information icon shows amount, date and journal, with access to the registered payment
The entry settles the customer’s account 430 against the transitional account 4312, which can be configured to go straight to the bank, with its reconciliation number

Advance Payments and How to Link the Payment to a Later Invoice4:38

Recording a customer advance payment as a collection with no associated invoice, with its journal entry, and its later offset against the final invoice.

What the video covers

A reminder that the correct approach is always to issue an invoice for the advance payment
Manual entry in Customers > Payments > New: receive type, customer, amount, date, memo, bank journal and manual payment method
On confirmation, an entry is generated that reduces the customer’s debt against the transitional account, even though no invoice exists
When confirming a later invoice for the same customer, a notice appears about outstanding credits that can be assigned
The Add button on the outstanding credit offsets the advance payment, and the invoice is left partially paid for the remaining amount

Collections Management: Bank Batches29:19

SEPA bank batches from collection orders: generating the batch, creating and exporting the file for the bank, and configuring batches at due date, at a fixed date or for advances depending on the payment method.

What the video covers

Prerequisites on the customer record, Invoicing/Accounting tab: full bank account with IBAN and bank, and a valid SEPA mandate
The SEPA payment method must have the SEPA creditor identifier provided by the bank filled in
New batch in Customers > Collection Orders: direct debit payment method, bank journal and execution date type (due date, fixed date or immediate)
It is advisable to have one direct debit payment method per bank, since each may have its own journal and SEPA identifier
Collection order statuses: draft, confirmed, file generated and file uploaded
Importing journal items with filters by due date, contact, payment method (equal, equal or empty, any) and posted entries
“Linked to an invoice or credit note” option, which can be turned off to include items without an invoice, such as payroll payments
Add lines, select the items and Create Transactions: each line shows bank account, mandate, payment date and amount
Confirm Payments generates the collection entry in draft, from the customer’s account 430 to the transitional account 4312
Generate Payment File: downloads the file to be transmitted on the bank’s website, which is also attached to the batch
If the file contains errors: cancel payments, return to draft, correct the configuration (for example the mandate) and generate a new file
The “File successfully uploaded” button posts the entry and leaves the invoices as payment in process until the bank statement is reconciled

Collection Returns – Unpaid Items7:02

Handling a returned receipt from a SEPA batch: the return entry is generated, the invoice becomes open again and can be collected once more manually or in another batch.

What the video covers

Starting case: a receipt from a collection batch returned by the bank due to an incorrect account or insufficient funds, with the invoice showing as paid
Customers > Collection Returns > New: reference (counter), return date and the bank journal through which the batch was made
Return line: date, description, reason, customer and collection reference chosen from that customer’s batches, which brings in the amount
Optional fields for fee amount, account and company; if the charges include VAT, they are recorded as a purchase invoice
Save, Match References and Confirm: the entry returns the balance to the customer and the invoice is left pending with the Collection Return flag

Collections Management: Partial Payments3:57

Recording a partial payment from the customer invoice: the invoice is left as “partially paid”, the outstanding amount is tracked and the reconciliation is partial.

What the video covers

Customer invoices with the Unpaid filter; Register Payment on the invoice, changing the amount to the amount received (€7 of €15.80)
Payment difference: keep the invoice open or mark it as fully paid by posting the difference to an account, for example losses
The invoice is left as Partially Paid, with the amount due outstanding and the payment item reconciled with a P for partial
When registering the remainder, the difference is suggested, the invoice changes to Paid and the three items receive a reconciliation number
Partial payments can also be made from bank statements or from batches

How to Collect Several Invoices from the Same Customer at Once2:32

Collecting several invoices from the same customer in a single operation from the list view, grouping them into a single entry or generating one entry per invoice.

What the video covers

In the customer invoice list, with the Unpaid filter or grouped by customer, select the invoices to be collected
Action > Register Payment: bank journal, manual method and Group Payments checkbox, which shows the total amount of the invoices
With Group Payments, a single payment is created for the total amount and all invoices are reconciled against it
Without grouping, an individual payment and journal entry are generated for each selected invoice

Collections Management: How to Undo a Collection and Unreconcile It3:17

To undo a collection, you must first unreconcile it and then delete the collection’s journal entry; unreconciling alone does not delete it.

What you see in the video

Case of an invoice collected with Register Payment from the invoice itself; collections made from the bank statement are undone in a different way
The invoice cannot be reset to draft while it has reconciled entries
In the invoice’s payment information, the reconciliation is broken; the collection remains posted and appears as an outstanding credit
The collection is opened, reset to draft and deleted with Action > Delete, after which it disappears from the outstanding credits
The invoice is left pending and the payment can be registered again with the correct journal or date

Collections Management: How to Set Up a Bridge Account for Payments3:59

Using a bridge account for collections: when collecting from the invoice, the entry is posted against a transitory account (for example 431200) instead of the bank account, and remains pending until it is reconciled with the bank statement. The account is configurable.

What you see in the video

Accounting > Configuration > Settings, Default Accounts section: outstanding receipts account and outstanding payments account
These accounts apply to all bank journals and accept other reconcilable accounts of the same type, nature and configuration
In each bank’s journal, Incoming Payments tab (customer collections): the hidden outstanding receipts account column is displayed
For each payment method you can specify the bank’s own bridge account or its accounting account; if left empty, the account from Settings is applied
When collecting, the customer’s 430 account is reconciled and the bridge account is reconciled on the statement; with the bank account this is not necessary

Vendor payments 9 videos

Payment Management: Payment Mode Options20:13

Setting up payment modes, which are the company’s ways of collecting and paying (batches at due date, advance batches, transfers…). Each one defines its behavior: whether it is a financed collection, which account the entry uses, and which filters are used to select the invoices to include in the batch.

What you see in the video

Invoicing/Accounting > Configuration > Payment Modes; in a new installation the table is empty and each company defines its own
Default assignment on the contact form, Sales & Purchases tab: customer payment mode and vendor payment mode
The payment mode is carried over to the quotation and the invoice, where it can be changed on a case-by-case basis; it is used for forecasts and as a filter for batches
Incoming payment type (customers) or outgoing (vendors), which is fixed by the selected payment method (inbound or outbound)
Payment method: manual for transfers, card or cash; direct debit or SEPA transfer for batches that generate a file
Financed collection checkbox for SEPA advance batches, as opposed to batches at due date
Selectable in orders: makes the payment mode available when creating collection or payment orders
Bank account link, fixed or variable, with allowed journals; a fixed SEPA mode per bank is recommended because of its creditor identifier
Payment mode for credit notes, transfer journal, and initiating party and issuer identifiers for the transaction, as each bank requires
Order options: do not allow debit before the due date, default payment execution date, and group transactions
Default values for the entry selection when importing into the batch, which can initially be left as they are
Display on the invoice report the journal’s account or the customer’s account (full, first or last n characters) and a printed note

Payment Management: Different Ways to Pay an Invoice1:28

Overview of the ways to pay an invoice: from the vendor bill itself, from payment orders (batches), or from bank and cash statements with their reconciliation. Each route generates different entries, which affects the configuration when bank statements are used.

What you see in the video

Payment button on the pending vendor bill, which reconciles the payment with the bill
Manual reconciliation from the bank statement, looking for the invoice that matches the amount
Transfer batches from Vendors > Payment Orders; none of the routes rules out the use of bank statements

Payment Management: How to Pay a Purchase/Expense Invoice5:53

Paying vendor bills from the bill itself, in full or in part. Odoo generates the payment entry and automatically reconciles the bill with its payment.

What you see in the video

Vendors > Bills with the Not Paid filter; useful columns in the list: payment status, amount due and payment mode
Register Payment: journal (cash or bank), manual payment method, amount, date and memo with the vendor’s invoice number and reference
Payments registered from the bill are manual; transfers with a SEPA file are handled through payment batches
When the payment is created, the bill changes to Paid with an amount due of zero and shows the payment information with a link to the generated payment
Entry of the 410 account against the bridge account for trade bills, configurable in the journal, and entries reconciled with a reconciliation number

Payment Management: Partial Payment of a Purchase/Expense Invoice4:47

Partial payment from the bill: it is partially reconciled, its status changes to “partially paid” and the amount due is the total minus what has already been paid.

What you see in the video

Register Payment on the bill: payment journal, manual method, partial amount (€300 of €750.20), date and memo taken from the invoice reference
Payment difference: keep the bill open to pay the remainder, or mark it as fully paid by posting the difference to an accounting account
The bill is left in Partially Paid status with the remaining amount due; the payment information shows amount, date and journal
Entry of the 410 account against the bridge account 411; in the entries, partial reconciliation is marked with a P instead of a number
When the remaining payment is registered, the bill is marked as paid and the three entries receive a full reconciliation number

Payment Management: How to Pay Several Invoices at Once5:43

Paying several invoices at once from the list view, for one or several vendors. Everything can be grouped into a single payment entry, or one entry can be generated per invoice.

What you see in the video

In the list of vendor bills pending payment, select several and use Action > Register Payment
The Group Payments checkbox only appears if there are several bills from the same vendor: when checked it creates one payment for the total, when unchecked one per bill
If the selected bills are from different vendors, one payment and one entry are generated for each
Create Payments shows the generated payments: the grouped one carries the sum of the bills in an entry of the 410 account against the bridge account 411
The bills are marked as paid and reconciled; if already paid bills are selected, Register Payment returns an error

Payment Management: Payment Forecast Reports2:35

Payment forecast report in the Accounting module.

What you see in the video

Vendors > Bills shows received bills and credit notes together; the Not Paid filter includes partially paid ones
Columns worth displaying in the list: due date, payment mode and payment reference
Grouping by contact, by payment mode, or by due date or invoice date to see what is owed to each vendor or creditor
The amount due is the actual outstanding amount and differs from the total when there are partial payments; the list can be exported to Excel

Payment Management: How to Create Payment Batches16:59

Payment batches from payment orders: the SEPA file is generated for the bank and vendors are paid by transfer. They can also be used to pay employees’ payroll. The behavior of the batch depends on the payment mode.

What you see in the video

Prerequisites: complete bank account on the vendor’s record, and bills with a SEPA transfer payment mode and an invoice reference
Vendors > Payment Orders > New: payment mode, bank journal, execution date type (due date, fixed or immediate) and description
Batch statuses: draft, confirmed, file generated and file uploaded
Import journal items: filters by due date, contacts, payment mode, posted entries and link to invoice, which is removed for payroll
Add all items or select lines and create transactions; on confirmation an error appears if a line’s communication is empty, and how to fix it
On confirmation, payment transactions are created with a draft entry of the 410 account against the bridge account 411; the bills remain unpaid
Generate the payment file, send it to the bank and, once the debit has been verified, click File Successfully Uploaded, at which point the entry is posted
The bills are reconciled and in the process of payment until the statement is reconciled; payments are grouped by vendor according to the payment mode

How to Offset a Credit Note Against a "Regular" Invoice3:32

Offsetting a credit note against a regular invoice: the amount is deducted from one of them and the resulting balance remains pending.

What you see in the video

Example in Vendors > Bills: bill 22 for €605 with a €242 credit note linked in its refunds
At the bottom of the bill, the outstanding debits available for offsetting are shown, which for received bills are the credit notes
From the credit note, received bills are also listed, so it can be offset against invoices other than the original one
When clicking Add on the received bill, the amount due drops to €363 and the payment information links to the applied credit note
The credit note is left paid with an amount due of zero, and the remainder is paid with Register Payment, statements or payment orders

How to Set Up a Bridge Account for Payments3:59

Using a bridge account for payments: when paying from the bill, the entry is posted against a transitory account (for example 411000) instead of the bank account, and remains pending until it is reconciled with the bank statement. The account is configurable and is recommended when bank statements are managed.

What you see in the video

Accounting > Configuration > Settings, Default Accounts section: outstanding receipts account and outstanding payments account, depending on the user’s permissions
They are generic for all bank journals and can be replaced by other reconcilable accounts of the same type and configuration
In each bank journal, Incoming Payments and Outgoing Payments tabs: enable the outstanding receipts or payments account column, which is usually hidden
For each payment method, specify a different bridge account or the bank’s own account; if left empty, the account from Settings is used
With a bridge account, it must then be reconciled against the bank statement; if you don’t work with statements, you can enter the bank’s ledger account directly

Banks and treasury 4 videos

Introduction to bank statements23:03

How the bank reconciliation screen is presented and how it is structured.

What the video covers

Invoicing/Accounting dashboard: bank and cash journals with their balances, and statement import in Norma 43, TXT, CSV or Excel format
The journal’s items-to-reconcile link opens the reconciliation view with the pending transactions from all of its statements
The grouping of the left-hand panel (by statement, day, week or month) is changed in the bank journal settings
From Accounting > Bank Statements, the same screen opens for a single statement; statement lines can also be created manually
Reconcile tab: journal items, invoices and payment batches that are pending; if the transaction has a contact, the list is filtered by that contact
Filters by account, sales, banks, receivable or payable, sorting, optional columns, and access to the source invoice or journal entry
Manual Operation tab: ledger account, label and amount when there is no document to reconcile with, for example bank fees
Narration, chatter with messages, internal notes and activities that can be assigned to other users, plus documents attached to the transaction
Each transaction generates a posted entry against the journal’s suspense account, which is replaced or kept depending on the reconciliation mode
Default reconciliation models: they reconcile automatically or suggest invoices when the label, amount, currency and contact match
Validating the proposed entry after checking the account, counterpart, label, date, debit and credit; the transaction is no longer pending
Flagging for review and as reviewed, filters for reconciled and unreconciled items, and resetting or reversing a reconciliation, which deletes its entry

How to create bank accounts in Odoo6:18

Setting up the company’s bank accounts. When you create them, Odoo generates the accounting journal for each bank along with its ledger accounts; statement reconciliation settings are configured in those journals, and the accounts are later used for receipts, payments and payment batches.

What the video covers

Difference between the company’s own internal bank accounts and the bank accounts of customers and vendors
Invoicing/Accounting > Configuration > Add a Bank Account: full 24-character IBAN, bank and bank identifier code
On creation, a bank-type journal is generated in Configuration > Accounting Journals, named after the account, which can be renamed
The journal suggests the next sequential 572 ledger account, of type Bank and Cash, whose description can be changed
Contacts > Configuration > Bank Accounts lists all accounts: internal ones (owned by the company) and those of customers and vendors

How to configure bank journals in Odoo8:31

Bank journal fields that need to be configured beforehand and how they affect bank statements, receipts, payments and payment batches.

What the video covers

Accessing the journal settings from the three dots on the Invoicing/Accounting dashboard or from Configuration > Accounting Journals
The journal’s Bank Account field is the ledger account (572001 plus its description), of type Bank and Cash
Current account number and bank linked to the journal, which are used in payment batches and in the bank file together with the account holder
Norma 43 import option: if it is not enabled, the button to import that file does not appear in the journal
Suspense account: each statement transaction generates a provisional entry against it until reconciliation; it can be different for each bank
The suspense account must have the same type and group as the standard one, with the Allow Reconciliation option enabled
Grouping on the reconciliation screen (statement, day, week or month) and reconciliation mode: edit the journal entry or keep the suspense account
Each journal’s own entry sequence (prefix, year and a counter that resets every year) and the short code used to name statements

How to configure bridge accounts for journal entries8:55

Where to configure the “bridge” accounts Odoo uses to generate receipt and payment entries, whether they are registered from the invoice or from payment batches.

What the video covers

Purpose of the bridge account: the receipt or payment does not go straight to the bank account; the invoice is marked as paid and the payment is confirmed when the bank statement is reconciled
Invoicing/Accounting > Configuration > Settings, Default Accounts section, accessible with full invoicing access rights
Outstanding receipts account: receives the receipt made from the sales invoice or the collection batch and clears the customer’s balance
Outstanding payments account: receives the payment made from the vendor bill or from a payment batch
Internal transfer account, for movements between cash and bank accounts or between banks
The accounts in Settings are generic for all banks; to set a specific one, open each bank or cash journal in Configuration > Accounting Journals
Incoming Payments and Outgoing Payments tabs of the journal: outstanding receipts or payments account by payment method, a column that has to be made visible
It is recommended not to multiply bridge accounts, which should end up at zero; using the bank’s 572 account makes it impossible to work with statements

Assets and depreciation 9 videos

Introduction to assets1:50

Introduction to the fixed assets course: where fixed assets are managed in Odoo and what needs to be configured before creating and depreciating them.

What the video covers

The Assets menu is in Invoicing/Accounting; this is where items are created, with their depreciation schedule and history, and where they are depreciated
An asset is created manually or from a purchase invoice for capital goods, and is depreciated manually or with automatic calculation
Asset categories and groups must be configured beforehand so that depreciation schedules are calculated correctly

Asset management: Asset groups2:51

Asset groups. Custom reports can be saved to Favorites so they are always available.

What the video covers

Menu Invoicing/Accounting > Configuration > Assets > Asset Groups
Each group has a description and a code, for example 206 Software, land and natural assets, or machinery
Simply create the groups you will use with New and keep adding more as new items arise
The group is linked in the asset category and is used to obtain the financial assets report classified by group

Asset management: Asset categories16:58

Asset types or categories, which must be configured before working with fixed assets: they define how depreciation is calculated and which entries are generated.

What the video covers

Menu Invoicing/Accounting > Configuration > Assets > Asset Categories, with one category for each type of fixed asset
Category name and the asset group it belongs to, used to classify fixed asset reports
Journal for the entries (a dedicated depreciation journal is recommended) and the asset, accumulated depreciation and depreciation expense accounts
Recommendation to use generic accounts per category, such as 217.0, rather than one account per item: the detail can be checked on each asset
Checkbox to allow undoing entries: when enabled, a reversal entry is generated; when disabled, the depreciation entry can be deleted
Time method (years or end date, number of depreciations or fixed percentage), number of years and annual, quarterly or monthly period
Computation method (linear, linear up to salvage value, declining), prorata temporis, daily calculation and leap years
The “Skip Draft State” option moves assets created from an invoice straight to running; it is advisable to leave it unchecked and test with a sample asset

Fixed asset management12:30

Manually creating a fixed asset and generating its depreciation schedule, intended for items whose purchase invoice has not been recorded in Odoo.

What the video covers

Assets are created manually with New in Assets > Assets or automatically from the purchase invoice for the fixed asset
Asset list: name, reference, depreciable base, depreciated value, residual value, start date, category and status
Statuses: draft (not included in the bulk calculation), running, closed (fully depreciated) and removed (sold or written off)
Creation details: name, free-text reference, purchase value, asset start date, salvage value and vendor
The asset category provides the group, ledger accounts, dates and depreciation method, which can be modified on the asset itself
Compute button on the Depreciation Board tab: 3-year linear schedule, effect of the salvage value, prorata temporis and monthly period
Confirm moves the asset to running, locks the board and allows entries to be created manually or with Compute Depreciations
History and Notes tabs, and returning to draft to recalculate as long as no depreciation entry exists

Asset management: Bulk depreciation calculation5:44

Bulk depreciation of assets up to a given date: it generates the depreciation entries and marks the periods as depreciated.

What the video covers

Only running assets with pending periods in their depreciation board up to the given date are included
In Assets > Compute Depreciations, you enter the cut-off date and get the list of entries, already posted
Each entry records the asset, the accumulated depreciation and expense accounts, the reference and the date, in the journal defined in the category
On the depreciation board the periods are shown as posted, with access to the entry and the option to delete it if an asset has been over-depreciated
Viewing all of the asset’s entries from Journal Entries and the depreciations carried out in the History tab

Asset management: Asset reports2:05

Reviewing the schedule and the amount depreciated for each asset, and obtaining the financial assets report in Excel by dates and asset group.

What the video covers

On the asset form you can check the depreciable base, the depreciated value and the residual value
Depreciation board with the generated entries, the amount already depreciated, the installment for each period and the accumulated depreciation
Reports > Financial Asset Reports: Excel export between two dates and for an asset group, also as a forecast
Option to include draft assets or only those that are running
The Excel file has a first sheet with the purchase and depreciation value and another with the item-by-item detail

Asset Management: How to close an asset2:19

An asset moves to the closed status when the item is fully depreciated.

What you’ll see in the video

Asset statuses: draft, running, closed and removed
The change to closed is not manual: the system does it when the last entry of the depreciation schedule is generated
It happens both when entries are created manually and when using the Compute Depreciation option
Status filters in the asset list (running, closed, draft, removed) and the option to archive assets

Creating an asset in Odoo that is already depreciated in another program0:15

Registering in Odoo assets that are already partially depreciated in another program, keeping the reference of the installments from previous periods and depreciating only the remaining periods.

What you’ll see in the video

Outline of the case: when switching programs, the depreciation items have to start being created in Odoo

Asset Management: Investment / fixed asset invoices14:12

Creating an asset or fixed asset item directly from the purchase invoice.

What you’ll see in the video

Fixed asset product (example “Computer”): a consumable that can be purchased, with the vendor tax 21% VAT on investment goods (input VAT)
In the product’s Accounting tab, the expense account is the fixed asset account 217 Data processing equipment
Invoice in Vendors > Bills: vendor, number and dates, payment reference, payment method and terms, and vendor bills journal
On the invoice line, you check account 217, the tax and, above all, the asset category, which is essential for the asset to be created
Draft journal items: 217 for the base amount, 472 for input VAT on investment goods and 410 for the creditor, with the VAT itemized separately in the taxes
When the invoice is confirmed, the linked asset is created, with the line label as its name, the invoice reference and the purchase value
The asset is created in draft (this is configurable) so you can review the dates and depreciation method inherited from the category before confirming it
Confirming the asset calculates the depreciation table and sets it to running, ready for monthly or annual depreciation entries

Accounting reports 11 videos

VAT books10:29

VAT books for issued and received invoices by period, with the list of invoices and a tax summary, in PDF or exported to Excel.

What you’ll see in the video

Access from Invoicing / Accounting > AEAT Returns > VAT Books; the generated file only uses the format of the state tax authority, not that of the regional (foral) ones
The returns start out empty: you create one book per period with name, tax ID (NIF), year and period type (annual, quarterly or monthly), with editable dates
Contact details, return type (regular, complementary or substitute) and auto-renumbering of received invoices, which only matter when generating the file
Calculate fetches the data from the accounting entries; Recalculate updates it after changes and, once confirmed, you must set it back to draft to recalculate
Tax summary for issued and received invoices with base, tax amount and total per tax, plus totals, including the equivalence surcharge
Tabs for issued and received invoices and their credit notes, with access to the invoice and the journal entry
Errors are marked in red (for example, received invoices without a NIF) and prevent you from confirming the return until they are fixed
Export to Excel with one sheet for issued invoices and another for received ones; we recommend checking the bases and tax amounts against the tax table

Trial balance10:07

Annual, monthly or quarterly trial balance, in PDF or exported to Excel for filing with the Mercantile Registry, with different account hierarchies.

What you’ll see in the video

Access from Invoicing / Accounting > Reports > Trial Balance, with company and period (date range) or manually entered dates
Target moves: all posted entries or all entries (including drafts); the same criterion must be kept when comparing reports
Hide accounts with zero balance (enabled by default) and filters by journals, receivable or payable accounts only, or an account range from and to
Result with initial balance, debit, credit, period balance and ending balance by groups and accounts; clicking an amount opens the journal items
Show partner details breaks down customer and vendor accounts by partner and enables receivable-only and payable-only accounts
Show hierarchy lets you limit the levels, for example to three digits, and check Do not show parent levels
Export the report to PDF or Excel

Trial balance without hierarchy0:51

A variant of the trial balance without account hierarchy, in PDF or Excel.

What you’ll see in the video

If Show hierarchy is left unchecked, the trial balance lists only the accounts used for posting, without higher levels

Balance sheet and P&L22:41

Balance sheets and profit and loss statements, customizable by the user; annual, comparative or detailed by account, exportable to PDF and Excel.

What you’ll see in the video

Access from Invoicing / Accounting > Reports > MIS Reports, empty in a new installation; each user creates and saves their own reports
New report with a name and a standard template according to the chart of accounts: SME balance sheet, profit and loss, or statement of recognized income and expenses
Date range taken from Configuration > Date Ranges (annual, quarterly or monthly) or from and to dates edited manually
Target moves: all entries or all posted entries; with posted entries you get a real balance rather than a provisional one
Company, for multi-company environments, and analytic domain, which is not used in the example
Preview shows the report by line item with the account detail; clicking an amount opens the journal items that make it up
Update, Print PDF, Export to Excel and Add to Dashboard buttons, which places the report in Dashboards > My Dashboard
Layout options: landscape PDF, hide account details for official reports, and column descriptions with the report dates
Display options: show settings button, show pivot date and show the search filters for journal entries
Profit and loss report with the same workflow and the SME P&L template; its result must match that of the balance sheet
You can save as many reports as you need (by quarter, year to date, etc.) and each preview picks up the updated data

Comparative balance sheet and P&L5:53

Annual and comparative balance sheets, detailed by account, exportable to PDF and Excel.

What you’ll see in the video

New report in Reports > MIS Reports with a name and template (for example, SME balance sheet) and enabling the comparison option
When comparison is enabled, the general date range disappears and the Columns tab becomes available, where each period is defined
Each column has a label, a data source (actual data), fixed dates and either a predefined date range or manually entered from and to dates
Preview shows the periods in columns in the defined order; more fiscal years are added with Add a line
The same system can be used to compare months or quarters, also across fiscal years, and with the profit and loss template

General ledger8:41

Ledgers for all accounting accounts, viewable on screen and exportable to Excel or PDF using different criteria.

What you’ll see in the video

Access from Invoicing / Accounting > Reports > General Ledger, with a predefined period or manual dates, which can span several fiscal years
Target moves: all posted entries or all entries (including drafts); the same criterion must be used in the reports being compared
Grouping by partner, by tax or no grouping, with analytic account and foreign currency options
Account filter: receivable accounts only, payable accounts only, or a range of account codes from and to
Filter by one or more partners to get only their ledgers, with opening balance and movements
Result on screen, in PDF or in Excel, with the detail by vendor, creditor or customer and the total for each account
Navigation from the on-screen ledger to the invoice, the partner record, the journal item, the journal entry and the reconciliation
From the customer or vendor record, Action > General Ledger opens the ledger already filtered by that partner, with default dates starting at the beginning of the year

General journal4:42

General accounting journal in PDF or Excel for filing with the Mercantile Registry. When you generate it, renumbering is run, which assigns a sequence to the entries sorted by date.

What you’ll see in the video

Access from Invoicing / Accounting > Reports > General Journal, with company and fiscal year (date range) or manually entered start and end dates
Entry filter (all, validated or pending validation), sorting by date or by entry number, grouping by journal or no grouping, and account with name
Show auto-sequence adds a column with a consecutive number by date, which is necessary because in version 16 each journal has its own entry sequence
Optional filter by specific journals, for example customer or vendor invoices, for internal queries
Output on screen, in PDF or in Excel with sequence, entry, date, account, description, reference, debit, credit and taxes

Tax table6:27

Summary of all VAT taxes and withholdings with their bases and tax amounts, to prepare tax settlements. It includes all the taxes in use; custom taxes created by the user appear here, but not in Forms 303 and 115 or in the VAT books.

What you’ll see in the video

Access from Invoicing / Accounting > Reports > Tax Table, specifying a period or dates (monthly, quarterly or annual)
Target moves: all posted entries for final data; all entries includes drafts and only serves as an internal check
Result groupable by tax use (purchases and sales) with tax amount, base, and refund tax amount and base from credit notes, plus total tax amount and total base
The magnifying glass opens the journal items that make up each amount, and from there you can reach the invoice; the report can be exported to Excel
Archived taxes do not appear and manually created ones may be missing from Form 303, Form 115 or the VAT books, which causes discrepancies

Invoice reports5:42

Reports on issued and received invoices, including credit notes, broken down by partner, product category, product, invoice or period, with or without taxes. Custom reports are saved in Favorites.

What you’ll see in the video

Invoicing/Accounting, Reports, Invoice Analysis, Pivot view; by default it filters invoiced and customers, and for purchases you switch to vendors
Available measures: product quantity, average price, total in currency and total excluding taxes (tax base)
Break down with the + button by salesperson, sales team, company, product category, product, date, due date or country, in rows or columns
Options to expand all, flip axes, apply filters by date, product or company, and export to Excel
The current search is saved under Favorites with a name; there are already standard favorites by product category, product, country or salesperson

Open Items Reports3:51

Report of items pending reconciliation: a customer’s or vendor’s invoices awaiting collection or payment up to a specific date.

What the video covers

From the customer or vendor record, Action, Customer Statement: filters that company up to the given date and shows what is pending reconciliation
Difference from the general ledger: the ledger shows all movements, reconciled or not, while the statement shows only what is pending
Accounting, Reporting, Open Items: date, posted entries or all entries, show company detail, and filter by companies or account range
The result gives, per company, the initial amount and the outstanding residual, with their running totals, and matches the statement on the record

VAT Book Reports10:29

VAT books for issued and received invoices by period, with the list of invoices and a tax summary, in PDF or exported to Excel.

What the video covers

Invoicing/Accounting, AEAT Returns, VAT Books: one book is created per period (monthly, quarterly or annual); the file is in the national format only
Book data: name, tax ID (NIF), year, period type with editable dates, contact, return type and auto-renumbering of received invoices
Calculate pulls in the posted entries and warns of any errors; the book cannot be confirmed until they are resolved
Recalculate updates with changes or new invoices; once confirmed, you must go back to draft to recalculate
Tax summary for issued and received invoices with base, tax amount and total, plus totals for issued, received and surcharge
Tabs for issued invoices, received invoices and their credit notes, with direct access to each invoice; those with errors, such as a missing tax ID, are shown in red
Excel export in two tabs, issued and received, with the tax breakdown
Recommendation to cross-check bases and tax amounts against the tax report before filing VAT

Taxes and Tax Forms 6 videos

AEAT Modelo 111 Returns6:58

AEAT Modelo 111: self-assessment of withholdings and payments on account for employment income, professional activities, prizes and certain capital gains.

What the video covers

AEAT Returns, Modelo 111, New: year, quarter, contact, representative’s tax ID, electronic filing method, return type and result type
Calculate pulls in employment income from payroll entries and professional income from invoices from professionals with withholding
Payees, bases and withholdings can be edited manually, as can in-kind payments and prizes; the magnifying glass shows the source entries
Recalculate picks up invoices or payroll changes within the period; you can also cancel, go back to draft and calculate again
After Confirm, Export to BOE generates a TXT file in the national format; the bank account for the direct debit must be provided

AEAT Modelo 115 Returns4:50

Modelo 115: quarterly return for withholdings applied on urban property rentals. Fields that Odoo does not calculate, such as previous amounts payable (box 04), must be filled in manually.

What the video covers

AEAT Returns, Modelo 115, New: period type, year, representative, filing method, contact, return type, result type and bank account
Calculate moves the return to processed and shows the number of payees, withholding amount, previous results and amount payable
The tax lines show bases and withholdings, with a magnifying glass to view the invoices; Recalculate picks up new invoices or changes
After Confirm, entries and invoices for the period must not be touched; the withholding accounts must be balanced beforehand
Export to BOE generates the file in the national tax authority format only; for regional (foral) authorities it serves as a reference for the data

AEAT Modelo 303 Returns11:55

Generation of the monthly or quarterly file for Modelo 303, the VAT self-assessment return for the AEAT. Cases not covered are reviewed: simplified and agricultural regimes, joint filing, insolvency proceedings and regional (foral) tax authorities; the cash basis and pro rata rules are available in additional modules.

What the video covers

Invoicing/Accounting, AEAT Returns, Modelo 303, New: year, monthly or quarterly period type, and automatic start and end dates
Configuration: default export template, journal for the entry (Miscellaneous Operations, not Depreciation), counterpart account and return type
Other data: representative’s tax ID, filing method, use of the tax current account, contact and monthly VAT refund
Draft, processed, done and cancelled statuses; Calculate gathers the entries and shows output VAT, deductible VAT, amounts to offset and the result
Tax lines by item with base and tax amount, and a magnifying glass to view the included invoices; Recalculate picks up new or modified invoices
After Confirm, no invoices with VAT should be recorded in the period; locking the accounting periods is recommended
Export to BOE downloads the file, valid only for the national tax authority and not for regional (foral) ones
Create Entry posts the settlement (477 against 472 and the tax authority as debtor or creditor); the balances of 472 and 477 must match the result

AEAT Modelo 309 Returns4:58

Generation of the AEAT file for Modelo 349, the informative return for intra-Community transactions, filed monthly, quarterly or annually.

What the video covers

AEAT Returns, Modelo 349, New: period type (annual, quarterly or monthly), year, tax ID, electronic filing method and contact person details
Calculate pulls in company records from the entries with their amounts, the invoice detail for each one and corrections from other periods
On confirming, it warns if the contact is missing a surname; you cancel, return to draft, correct, recalculate and confirm
After confirming, entries and invoices for the period must not be modified, unless you cancel and recalculate
Export to BOE generates the file for the national tax authority; for regional (foral) tax authorities it serves only as a reference for the data

AEAT Modelo 347 Returns10:12

Modelo 347: annual return of transactions with third parties exceeding €3,005.06 (base plus VAT).

What the video covers

Invoicing/Accounting, AEAT Returns, Modelo 347: the return is created with year, annual period, contact details, filing method and return type
Calculation parameters: transaction threshold of €3,005.06 and cash threshold of €6,000
Calculate pulls in the data from the entries; if entries are modified afterwards, you must cancel, return to draft and recalculate
Company records: keys A (acquisitions) and B (deliveries), tax ID, amount, cash, properties, quarterly breakdown and invoice detail
Customer and vendor records must have the province and country filled in correctly to avoid errors in the codes
Recalculate button for deliveries only or acquisitions only, without cancelling the entire return
Printing and emailing the detail to each company, which accepts or rejects the data; pending, sent and confirmed statuses, and manual validation
Property records for rentals without withholding not declared in Modelo 115, bulk email sending, Confirm and Export to BOE

Modelo 137 Returns – Gipuzkoa2:16

The option you need to select to generate the Modelo 347 file in the Gipuzkoa tax authority format; the preparation of the return is the same as in the Modelo 347 tutorial.

What the video covers

You go to AEAT Returns, Modelo 347 and prepare the return exactly as in the Modelo 347 tutorial
The only difference: in the Export Configuration field, you choose “Current Modelo 347 Gipuzkoa” instead of the current Modelo 347
You fill in the data, save, calculate, send the letters, print and confirm as usual
When exporting to BOE, the file is downloaded in the Zergabidea format; if the configuration is not changed, it comes out in the national AEAT format

Employee Expenses 12 videos

Introduction to the Odoo Expenses Module1:07

An overview of the Expenses module.

What the video covers

Common expenses: mileage for business trips, meals, etc., paid by the employee (with later reimbursement) or by the company
General flow: expenses generate a report that is approved by the employee’s manager, then posted and its payment recorded

Initial Setup of Expense Types and Products5:56

Definition of expense categories (per diems, mileage, hotels…). The module comes with some by default, which should be reviewed or extended. Each one is linked to its expense account so that posting is correct.

What the video covers

Expenses > Configuration > Expense Categories: default categories are included and can be modified or extended with New
For each category: cost price, internal reference, expense account (for example 629 or subaccounts by type) and vendor and customer taxes
Invoicing section: re-invoice the expense to the customer (no, at cost, or at sales price), which allows it to be assigned to a sales order
Mileage uses the kilometer as its unit of measure, with its cost per kilometer, and the quantity is entered when recording the expense; the rest use units

Expense Journals Setup2:02

A specific accounting journal must be defined for expenses, separate from the one used for vendor bills.

What the video covers

Expenses > Configuration > Settings: default journal for expenses paid by the employee and default journal for expenses paid by the company
They are kept separate because an expense paid by the employee must be reimbursed, while one paid by the company is only posted
Only the Odoo administrator or the consultant in charge of the project can access this configuration

Practical Example: How to Record an Expense6:51

How an employee records an expense in Odoo.

What the video covers

Expenses > My Expenses shows the user’s expenses and their status; with New you enter the description and the category, previously defined in the configuration
Total amount including VAT and tax (for example 10% non-deductible VAT, or none); the expense account comes from the category
Employee (the user by default) and Paid By: the employee, who advances the money and is reimbursed, or the company, for example when paying with a company card
Ticket reference, date, notes and analytic account to allocate the expense to a project and measure its profitability
Expense statuses (to submit, submitted, approved, done, refused) and Attach Receipt button to upload a photo of the ticket as supporting documentation

How to include several expenses in a single report5:59

Recording several expenses grouped into a single report, which is sent to the manager for validation and payment.