Accounting SOP

Accounting Daily Quick Guide

Use this guide for the daily accounting work in Odoo: dashboard review, customer invoices, payments, vendor bills, journal checks, and end-of-day controls.

Daily Accounting Flow

1. ReviewOpen the Accounting Dashboard and identify unpaid, late, and to-pay items.
2. ProcessCreate, post, and correct invoices, bills, payments, and credit notes.
3. ControlReview journals, journal items, follow-ups, budgets, and hotel receivables.
4. CloseRun daily reports, resolve exceptions, and protect closed periods.

1. Accounting Dashboard

Menu path: Accounting / Dashboard

The dashboard is the first accounting control screen. It summarizes sales, purchases, bank/cash journals, unpaid documents, late balances, and available bank import or transaction actions.

Accounting Dashboard screenshot
Accounting Dashboard with sales, purchases, bank, hotel bank, hotel cash desk, and hotel sales journals.
  • 1Use Sales and Hotel Sales to see unpaid or late customer invoices.
  • 2Use Purchases to see vendor bills waiting for payment.
  • 3Use Bank, Hotel Bank, and Hotel Cash Desk to open transactions and import statements.

2. Customer Invoices

Menu path: Accounting / Customers / Invoices

Customer invoices record money owed by customers. Hotel final invoices and deposit invoices also appear here when posted from hotel folios.

Customer invoices list screenshot
Customer invoice list with invoice number, customer, date, due date, total, payment state, and status.
  1. Open Accounting / Customers / Invoices.
  2. Use filters to find draft, posted, unpaid, partial, or late invoices.
  3. Open the invoice and confirm customer, invoice date, due date, journal, invoice lines, taxes, and analytic distribution.
  4. Click Post when the invoice is complete, or Reset to Draft only when correction is authorized.
  5. Use Credit Note for approved customer refunds or invoice corrections.
Customer invoice form screenshot
Posted hotel customer invoice with payment state, invoice lines, analytic tag, paid amount, and amount due.
Button or FieldMeaningControl Rule
PostConfirms the accounting entry.Only post after customer, taxes, accounts, and amount are reviewed.
PayStarts payment registration.Use only when actual payment has been received.
Credit NoteCreates a reversing customer document.Requires management or accounting approval.
Amount DueUnpaid invoice balance.Must be reviewed before checkout or collection follow-up.

3. Customer and Vendor Payments

Menus: Accounting / Customers / Payments and Accounting / Vendors / Payments

Payments record money received from customers or paid to vendors. A payment should match the real bank, cash, or payment provider transaction.

Customer payments screenshot
Customer Payments list for reviewing registered payments and payment status.
  1. Open the related invoice or bill.
  2. Click Pay or Register Payment.
  3. Select journal, payment date, amount, and payment method.
  4. Confirm the payment and verify the invoice or bill payment state.
  5. Reconcile bank or cash transactions when bank statements are imported.

4. Vendor Bills

Menu path: Accounting / Vendors / Bills

Vendor bills record supplier costs. They affect expenses, payables, taxes, and cash planning.

Vendor bills screenshot
Vendor Bills list for supplier invoices and bills to pay.
  1. Open vendor bills from the dashboard or Vendors menu.
  2. Check vendor, bill date, due date, bill reference, expense account, tax, and analytic distribution.
  3. Post the bill after review.
  4. Register payment only when the supplier payment is approved and executed.

5. Journal Entries and Journal Items

Menus: Accounting / Accounting / Transactions / Journal Entries and Review / Control / Journal Items

Journal entries are the accounting records behind invoices, bills, payments, adjustments, assets, and manual entries. Journal items are the individual debit and credit lines.

Journal entries screenshot
Journal Entries list for posted and draft accounting entries.
Journal items screenshot
Journal Items list for debit, credit, account, partner, analytic, and reconciliation review.
Control rule

Manual journal entries should be limited to approved adjustments. Use supporting notes and attachments where possible.

6. Budgets and Assets

Menus: Accounting / Accounting / Budgets and Accounting / Accounting / Management / Assets

Budgets compare planned amounts against practical and theoretical amounts. Assets control capitalization and depreciation.

Budget form screenshot
Budget form with planned amount, practical amount, theoretical amount, and achievement percentage.
Asset form screenshot
Asset form used for depreciation and asset lifecycle control.

7. End-of-Day Accounting Close

  1. Review unpaid and late customer invoices from the dashboard.
  2. Review vendor bills to pay and payments created today.
  3. Check hotel folio invoices and payments against front desk handover.
  4. Review Follow-up Reports for open receivables.
  5. Run daily reports: Day Book, Cash Book, Bank Book, and Invoices Posted Today if hotel operation is active.
  6. Use Lock Dates only after the period has been reviewed and approved.