Odoo Billing Functional Training
- Create and send professional looking invoices and get paid online.
- Register payments and automatically link them to issued invoices.
- Make refunds.
- Define your follow-up rules in order to remind your customers to pay issued invoices.
- Manage customer contracts & recurring invoicing.
2. 2 7 Manage Payables 10 7.1 Encode Supplier Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 7.2 Simplify your Encoding by Generating Draft Invoices from Purchase Orders or Incoming Shipments 10 7.3 Manage Payment Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
1. Billing Release 8 Original version by Odoo November 03, 2014 Contents 1 Introduction 3 2 Video Case Study 3 3 Start with Odoo Billing 3 3.1 Install the App & Select your Accounting Package . . . . . . . . . . . . . . . . . . . . . . . . . 3 3.2 Set up your Default Taxes & Currency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 3.3 Customize Invoice Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 3.4 Define your Bank Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 4 Issue Invoices 5 4.1 Issue Customer Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 4.2 Refund/Cancel an Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 4.3 Set Payment Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 4.4 Issue Invoices from Delivery Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 5 Get Paid 7 5.1 Mark Invoices as Paid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 5.2 Allow your Customers to Pay Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 5.3 Manage & Launch Customers Follow-ups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 6 Manage Customer Contracts 8 6.1 Manage Fixed Price Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 6.2 Process Recurring Invoicing & Renewal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 6.3 Invoice Time & Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
12. 12 Note: • The Preferred Date is particularly important for the preparation of electronic transfers, because banking interfaces enable you to select a future execution date for each operation. – Due date : each operation will be effected at the invoice deadline date, – Directly : the operations will be effected when the orders are validated, – Fixed date : you must specify an effective payment date in the Scheduled date if fixed field that follows. So to configure your Odoo, most simply you can choose to pay all invoices automatically by their deadline. • If a payable line is partially reconciled (paid), you will get the balance when selecting it from the lines to pay.
3. 3 1 Introduction As a company, you have to issue invoices: • before a service/product delivery (advance payment), • during the delivery in case of long-term services/projects, • after the delivery (balance). Odoo’s Online Billing software allows you to: • Create and send professional looking invoices and get paid online. The system directly integrates with other Odoo apps to bill based on: – sales orders ( Sales app); – delivery orders ( Warehouse app); – timesheets and expenses ( Human Resources app). • Register payments and automatically link them to issued invoices. • Make refunds. • Define your follow-up rules in order to remind your customers to pay issued invoices. • Manage customer contracts & recurring invoicing. 2 Video Case Study ITools deals with services & products dedicated to business management. The founder Nick Hawson decided to opt for Odoo as an internal solution but also as a solution to sell to his clients. Since CRM and Sales apps are now in production, the company needs to extend the functional scope to issue invoices, follow payments, manage customer support contracts, etc. 3 Start with Odoo Billing 3.1 Install the App & Select your Accounting Package • If you have an Odoo instance already, install Online Billing . If you have already installed Sales, Purchase, Point of Sale, etc., the Accounting package has been installed already. If not, Odoo will automatically ask you to do it. • If you start from scratch, go to Odoo.com and click the Billing link to start your own instance. Once in the Accounting Configuration wizard, select the Accounting package that applies to your country or the Custom one if you do not find the country. Note: • The Accounting package (or chart of accounts) package contains national taxes, fiscal positions (see here below), accounts (see Accounting chapter), etc. A company has by definition only one chart of accounts. Once installed, you cannot remove or replace it. • The Custom package is a template that can be used to build your own chart of accounts, so you don’t have to start from scratch. It embeds a set of generic preset accounts and taxes etc. You can rename and duplicate them as you need.
10. 10 Tip: • As for Timesheets, you can reinvoice Expenses (purchase invoice & expense note lines) from Contracts. Find out more about Expenses in the Human Resources chapter. • To set specific costs for employees depending on the contract, check One employee can have different roles per contract in the Sales settings. Otherwise, the cost taken into account comes from the employee form (the employee related to each user). 7 Manage Payables 7.1 Encode Supplier Invoices • Create a supplier invoice. • Enter a Date, a Due Date, Supplier Invoice Number and a Payment Reference. • Encode invoice lines. Tip: • To avoid mistakes with totals when encoding supplier invoices, tick Check the total of supplier invoices in the Accounting settings. That way, you can enter the total amount provided by your supplier in your invoice and easily compare it with the one computed by Odoo. If both totals do not tally (tax rounding, etc.), you won’t be able to validate the invoice. Note: • Odoo allows two different methods of tax computation (see Invoicing/Accounting settings): – Round per line : for each tax, the tax amount will first be computed and rounded for each order/invoice line and then these rounded amounts will be summed, leading to the total amount for that tax. If you sell with tax included in prices, you should choose Round per line because you certainly want the sum of your tax-included line subtotals to be equal to the total amount with taxes. – Round globally : for each tax, the tax amount will be computed for each order/invoice line, then these amounts will be summed and finally this total tax amount will be rounded. • It often happens that a supplier adds 1 to the total because the tax calculation has been rounded upwards. Some tax amounts are not valid because of this rounding. Tax roundings can also be different when you get a supplier invoice with various tax rates. For example, it is impossible to arrive at the amount of 145.50 if you are working with a precision of 2 decimal places and a rate of 19.6%: – 121.65 x 1.196 = 145.49 – 121.66 x 1.196 = 145.51 In this case you can modify an existing row in the Taxes tab (or add one) so that you can adjust the total computed by Odoo. 7.2 Simplify your Encoding by Generating Draft Invoices from Purchase Orders or Incoming Shipments When you receive the supplier’s invoice, Odoo allows you to easily control it by comparing it with the theoretical invoice generated by Odoo to see if everything matches. Thanks to this, you will save precious time! If errors exist, you can report those to your supplier and adapt your Odoo invoices consequently. Odoo enables several invoicing control mechanisms for purchases. Choose the one fitting at best your own pro- cesses: • Based on generated draft invoice [DEFAULT]: creates draft invoice when the request for quotation has been confirmed.
7. 7 Tip: • You can make the warehouse operator launch the invoicing as soon as the goods are delivered if you apply Create and open the invoice when the user finish a delivery order in the Warehouse settings. This does not work when you use the barcode interface for deliveries. 5 Get Paid 5.1 Mark Invoices as Paid Odoo offers an easy & quick tool to mark your invoices as paid in order to keep track of your customer balances. • As soon as you receive the customer payment (in cash or in your bank account), click the Register Payment button in the invoice. • Select the payment method the customer has chosen (e.g. Paypal). You can easily add your company’s payment methods (see later). • In case you receive only part of the total amount, change the Paid Amount correspondingly. The invoice balance then shows you the amount that still has to be paid. • When you receive the remaining part, click the Register Payment button again. As soon as the invoice is entirely paid, it will be marked as Paid . Odoo allows you to manage more complex situations like grouped payments and write-offs. • Go to Customer Payments and select the customer for whom you want to register a payment. • Enter the amount paid. All the open invoices and credit notes for the customer are displayed and the payment amount is assigned to the open amounts: – For fully paid invoices, Full Reconcile is ticked; – Partially paid invoices will be kept open but their balance will be updated in consequence. • To register payment differences with write-off, select the corresponding invoice and tick the Full Reconcile checkbox. It is done automatically if the payment amount is higher than expected of course. • Now register the payment difference at the bottom of the form. Select an appropriated expense account if you manage your books in Odoo. Note: • The Write-off option enables you to fully reconcile invoices and payments even if their amounts are not exactly equivalent. It is especially useful if you manage operations in foreign currencies. Odoo permits foreign customers whose accounts are in different currencies to have a difference of up to, say, 0.50 units of currency and put the difference in a write-off account (revenue or expense depending on the case). To find it more about multi-currencies transactions, please refer to the Accounting chapter. • If you manage your Books with Odoo, Odoo gives you the opportunity to record bank statements and to process the reconciliation (see Accounting chapter). In this case, do not register bank payments directly from the invoice. 5.2 Allow your Customers to Pay Online Odoo embeds several Online Payment Methods in order to make the payment process easy for your customers: Paypal, Ogone, Buckaroo or Adyen (to install from Accounting settings). • Install Paypal . Creating a Paypal account from paypal.com is free and easy! • Enter your Paypal email address and name in Odoo’s Paypal configuration page.
11. 11 • Based on purchase order lines : creates purchase lines to invoice in the Invoice Control menu (Purchases ! Invoice Control). One line corresponds to one purchase order line. It allows you to create one invoice for several lines belonging to one or different purchase orders. Pay attention: this batch process requires specific conditions like having the same supplier. • Based on incoming shipments : creates invoice from incoming shipments related to the purchase order. It allows you to invoice only the quantities actually received. • Set your preferred invoicing control policy in the Purchases settings. • Launch and follow the invoicing from Purchases ! Invoicing Control . Tip: • You can automatically set the Due Date of an invoice by defining a default payment term in the supplier form (Accounting tab). This enables you to efficiently manage payment orders. 7.3 Manage Payment Orders Odoo gives you forms to prepare, validate and execute payment orders. This enables you to manage issues such as: • Payment provided on several due dates; • Automatic payment dates; • Separating payment preparation and payment approval in your company; • Preparing an order during the week containing several payments, then creating a payment file at the end of the week; • Creating a csv file for electronic payment which can be sent to a bank for execution; • Splitting payments depending on the balances available in your various bank accounts. The system lets you enter a series of payments to be carried out from your various bank accounts. Once the different payments have been registered, you can validate the payment orders. During validation you can modify and approve the payment orders, sending the order to the bank for electronic funds transfer. This process can also be regularly scheduled. In some companies, a payment order is kept in Draft state and payments are added to the draft list each day. At the end of the week, the accountant reviews and confirms all the waiting payment orders. • Go to Invoicing settings and tick Manage payment orders . • To enter a payment order, use the menu Accounting ! Payment ! Payment Orders . • Create a payment mode based on bank account and the tied payment journal. • Set the Preferred date for payment. • Select the supplier invoices to pay by clicking Invoices and setting a due date. Odoo will then propose lines for which the due date is included within the date you set. • Open a payment line and have a look at the data to send to the bank. • Confirm the payment order. You can print or export it to CSV to send instructions to the bank. • When the payment order has been transmitted, click Make Payments . Tip: • If you want to display the amount to pay in your payment order lines , you need to tick the Allow multi currencies option from the Accounting settings.
5. 5 4 Issue Invoices 4.1 Issue Customer Invoices If you are using the Sales app, Odoo also gives you the opportunity to generate an invoice ready to send from confirmed sales orders. • Create a draft invoice on the fly or from a sales order if you use the Sales app as well. You will notice that all the relevant sales data (customer, products/services, due date from payment terms, etc.) are automatically transferred to the invoice. • Validate the invoice and send it to the customer by email. • Customize the email template with the Website Builder tool. Note: • Odoo Sales allows you to launch different invoicing policies from the sales order: – Invoice the whole sales order : the remaining balance of the entire sales order will be invoiced. – Percentage : a specific percentage of the total amount (vat included) will be invoiced. This method is specifically used for services (e.g. 30% at confirmation of the order, 70% when the job is done). This partial invoice will automatically be deducted from the remaining balance invoice. – Fixed amount (deposit) : a specific amount will be invoiced. The main element here, compared to the previous method, is the advance product (e.g. advance payment, type = service) to display in the invoice. With this product, you can automatically set a VAT rate in the advance invoice, use a pre- defined advance amount or assign a specific revenue account (see Accounting tab of the product form). This partial invoice will automatically be deducted from the remaining balance invoice. – Some order lines : invoice some specific sales order lines. Tick Generate invoices based on the sales order lines to add the menu Lines to Invoice . 4.2 Refund/Cancel an Invoice In case you have to refund the customer, click Refund Invoice in order to generate a refund document. In the Refund Invoice wizard, you can choose between three possibilities: • Create a Draft Refund : creates a draft credit note of the complete invoice. You can change this credit note, i.e. to make a partial credit note. • Cancel : creates a credit note for the complete invoice, validates the credit note and reconciles it with the invoice concerned. The existing invoice is “cancelled” in a legal way. • Modify : creates a credit note for the existing invoice, validates the credit note and reconciles it with the invoice. The existing invoice is duplicated so that you can modify it.
9. 9 • Set automatic recurring invoices; • Follow the contract renewal process; • Analyze the renewal rate; • Compute statistics based on expected revenues. 6.1 Manage Fixed Price Contracts Recurring revenues are essential, whatever your business. More and more companies try to cover such a process through all-in-one service packages, insurances, renting, etc. Furthermore, recurring revenue is proven to be a real asset in terms of customer loyalty. • Apply Use contracts management from the Sales settings. • Create a new contract from a subscription quotation. • Add a comment to the contract that has to be printed on the invoice. • Set up a contract template and apply the Fixed Price invoicing. Define a recurring invoice for the next year. • Issue the invoice from the sales order. • Validate the invoice and have a look at the contract’s Invoicing section. Tip: • You can create contracts from templates in order to decrease the encoding time. • Force the user to select a contract template by switching on this setting from the Sales settings. 6.2 Process Recurring Invoicing & Renewal Once the end date of the contract has passed or the maximum number of service units (e.g. for a support contract) is reached, the contract is marked as To renew and the account manager will be notified by email to renew the contract with the customer. A specific Sales menu item is dedicated to contracts to renew. • Apply the automatic recurring invoicing to generate next invoices automatically. • Retrieve all the contracts to renew in the Contracts to Renew menu (if the end date is passed) in order to contact the client. Tip: • The system finds out the contracts to renew once a week . As the admin, you can have a look at the parameters of those scheduled actions in Settings ! Technical ! Automation ! Scheduled actions . You need the Technical Features access right to get this menu. 6.3 Invoice Time & Materials This section is tightly linked to the Human Resources applications. If you want to learn more about this app, have a look at the Human Resources chapter. • Create a contract in which you apply the timesheets, invoicing based on timesheets with a 100% invoicing ratio. • Then enter some timesheet entries from the Human Resources menu. • Invoice the encoded timesheet from the Time & Materials to Invoice section. • Check the costs & revenue for your contract.
4. 4 3.2 Set up your Default Taxes & Currency • In the next wizard (Set Your Accounting Options), you can select the default taxes to apply to your new products and your company’s main currency (USD). • If you have selected the Custom chart of accounts, you have to set the default tax rates (15% by default). To set those taxes as default taxes for your new products, go to the Invoicing settings page ( eInvoicing & Payments section). 3.3 Customize Invoice Numbers • By default, the customer invoice sequence is SAJ/%(year)s/0001 . You can change it from the Invoicing settings. You can also customize the sequences of supplier invoices and refunds. Tip: • Below you can find a legend of dynamic prefixes you can use in your sequence. – Current Year with Century: %(year)s – Current Year without Century: %(y)s – Month: %(month)s – Day: %(day)s – Day of the Year: %(doy)s – Week of the Year: %(woy)s – Day of the Week (0:Monday): %(weekday)s – Hour 00- ! 24: %(h24)s – Hour 00- ! 12: %(h12)s – Minute: %(min)s – Second: %(sec)s 3.4 Define your Bank Account • Open your company form to register your first bank account. • Click Edit Company data on the company logo and create your bank account. This bank account can be displayed in the footer of any document printed from Odoo. • Create the dedicated Bank with a dedicated BIC. Those data are then automatically completed in the bank account form. • You can select the default bank journal (“Bank”) as accounting journal asociated to this bank account. If you do not, Odoo will generate a new bank journal automatically when you save the Company Data form. Process that way here. • Once done, come back to the account form and have a look at the newly created journal. Tip: • From the journal form, you can edit the sequence exactly like for invoices (see above). This sequence is used internally for any payment or bank statement recorded in this journal. Bank statements are introduced in the next chapter (Accounting).
6. 6 Tip: • If you have to modify the content of a validated invoice due to a mistake, select Modify . • If you just have to refund the customer, select Create Draft Refund . • If the posted invoice is wrong and needs to be cancelled, choose Cancel . 4.3 Set Payment Terms In the Customer form (Accounting tab), in the sales quotation or directly in the invoice, you can set specific customer payment terms. Those payment terms enable you to compute due dates for invoices. Payment terms are checked by the Customer Followup app in order to send appropriate payment reminders. • Create a 30% advance, balance 30 days end of the month payment term including two computation lines. To set up an end of the month due date, type -1 in Day of the Month . • Have a look at this field’s tooltip to get acquainted with all the due date possibilities. • Then apply this to a new invoice. The payment term appears in the printed document. Note: • You can define whatever payment terms you need in Odoo. Payment terms determine the due dates for paying an invoice. • Text that you put in the Description field will be printed on invoices, so enter a clear description of the payment terms there. • The Amount to pay field enables you to calculate the amount to pay for each line: – Percent (% of the total amount, value between 0 and 1), – Fixed Amount , – Balance (remaining balance after accounting for the other lines). Make sure to set the last computation line to Balance , to avoid rounding errors. Tip: • The due date displayed in the invoice is the one from the Balance line (the first one). In case of payment terms with more than one computation line, the invoice entry will be split accordingly in several lines with individual due dates. If you set payment terms with two due dates, even if only one due date is displayed in the invoice, the follow-up app (which aims to remind customers to pay their invoices) will consider both due dates with their respective amount. 4.4 Issue Invoices from Delivery Orders If you follow stock moves in Odoo with the Warehouse application, you get the opportunity to create invoices from what you deliver (delivery order) and not only from what you sell (sales order). Note: • Apply Generate invoices after and based on delivery orders in the Sales settings. The invoicing policies of sales orders still have the following options: On Demand, On Delivery Order, Before Delivery. However, when you create a new quotation, the invoicing method On Delivery Order will now be proposed by default. • The Invoice button will no longer appear in the sales order because of the method chosen, but instead in the delivery order. Refer to the Warehouse chapter to go further with warehouse processes.
8. 8 • When Paypal is configured, a dedicated link is inserted in the Sales Order & Invoice email templates. It enables customers to pay in a few clicks! This shortcut only appears with Paypal. • If you use the Customer Portal, a payment link is added for portal users in the Sales Order & Invoice form. This link also appears for employees if you tick Show payment buttons to employees too in the Accounting settings. Note: • Getting paid with Paypal does not mean that you get the money in the bank. This tool aims to simplify the payment process of your customers. When you receive the paypal confirmation notification, you can register the payment within a new payment method in order to mark the invoice as paid. A specific topic is dedicated to this in the Accounting chapter since the creation of a new journal requires the understanding of some Accounting concepts. 5.3 Manage & Launch Customers Follow-ups Getting paid is probably one of the hardest things to achieve for an entrepreneur. Well, Odoo comes with an easy follow-up system enabling you to remind your customers to pay! This app gives you the opportunity to handle follow-up levels for sending letters, emails and/or perform manual actions, such as a follow-up call. • Apply Manage customer payment follow-ups in the Accounting settings. Return to the Accounting settings and click Configure your follow-up levels . • Have a look at the default follow-up levels in Accounting ! Configuration ! Follow-up ! Follow-up Levels and set them in a way that suits your business needs. • To send emails automatically, to print letters and to get manual actions to be done, go to Accounting ! Payment Follow-up ! Send Letters and Emails and launch the follow-up computation. We recommend you to do this regularly, for instance once a week. • Display an overview of the reminders sent according to follow-up level. Go to Do Manual Follow-Ups and group by Followup Level. • You can display all the manual actions to do from the menu Do Manual Follow-Ups . If those actions have been assigned to several salesmen, they will see their own actions in the Sales menu ( My Follow-Ups ). Tip: • You can exclude some invoices from the follow-up mechanism , in case of conflict with the customer or any other reason. To do so, open a customer form and tick No Follow-up for a specific due amount in the Payment Follow-up tab. You can of course untick it afterwards. • If you do not want to send all your reminders at once, Odoo allows you to also send a reminder to individual customers by email . The default Follow-up email template will be sent when you click the Send Overdue Email button in the Payment Follow-up tab of the customer form. A history will be kept in the chatter below the customer form. 6 Manage Customer Contracts The Contract Management app allows you to: • Centralize all data related to a specific contract in one place; • Do the invoicing from one place for: – Sales order, – Timesheet, – Expenses;
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