Introduction

Welcome to the Odoo documentation designed to help novice users navigate and utilize Odoo's
powerful suite of business applications efficiently. Whether you are a small business owner, a
manager, or an employee responsible for various business operations, this guide will walk you
through the essential features and processes of Odoo, from logging in to generating financial reports.

Why Odoo?

Odoo is a comprehensive and flexible open-source ERP (Enterprise Resource Planning) system that
integrates various business functions into one cohesive platform. With Odoo, you can manage sales,
purchases, inventory, accounting, and point of sale operations seamlessly. Its modular approach
allows you to add or remove functionalities as needed, making it a scalable solution for businesses of
all sizes.

Key Features:

1. User-Friendly Interface: Odoo's intuitive interface ensures that even users with minimal
computer skills can navigate and operate the system effectively.

2. Comprehensive Modules: From managing products and customers to handling invoices and
financial reports, Odoo covers all aspects of your business operations.

3. Customization and Flexibility: Odoo can be tailored to meet the specific needs of your
business, offering various customization options and third-party integrations.

4. Community Support: As an open-source platform, Odoo has a vibrant community that

continuously contributes to its development and offers support through forums and
documentation.
Scope of This Documentation:

This guide will cover the following key modules and processes in Odoo:

1. Logging In: Step-by-step instructions to access your Odoo instance.

2. Setting Up Products: How to create and manage your product catalogue.

3. Sales Process: Managing customers, creating quotations, confirming sales, invoicing, and
recording payments.

4. Purchase Process: Creating vendors, handling requests for quotations, confirming purchase
orders, receiving products, and managing vendor bills and payments.

5. Inventory Management: Inventory adjustments, stock moves, and reordering rules.

6. Point of Sale: Setting up POS, processing sales, and closing sessions.

7. Accounting: Setting up fiscal positions, understanding the chart of accounts, managing

journals, creating journal entries, bank reconciliation, and generating financial reports.
How to Use This Documentation:

Each section of this documentation includes detailed steps, explanations, and placeholders for
screenshots to provide visual aids. The aim is to make the processes clear and straightforward,
ensuring that you can perform tasks with confidence.

We recommend going through the sections sequentially to build a strong foundation in using Odoo.
Feel free to refer back to specific sections as needed for a refresher or when encountering a
particular task.

By the end of this guide, you should have a solid understanding of how to leverage Odoo to
streamline your business operations, improve efficiency, and drive growth. Let's get started!
 Logging In

1. Open your web browser and navigate to your Odoo instance URL. For your case it will be
http://localhost:8069/web/login?db=Shoney_Hardware

This is where you will be accessing your

odoo instance from your browser. Just
open your preferred browser then type in
this URL if logging in for the first time

2. Enter your username and password.

3. Click the Login button.

Setting Up Products

Managing Products

1. Navigate to the Inventory module.

2. Click on Products.

3. Click the Create button.

4. Enter product details: Name, Product Type, Category, Sales Price, Cost, etc.

 Name: The name of the product.

 Product Type: Select whether the product is a storable product, consumable, or a

service.

 Category: Categorize your product for better organization.

 Sales Price: The price at which you sell the product.

 Cost: The cost to produce or purchase the product.

5. Click Save.

Placeholder for managing products screenshot

Importance: Setting up your products correctly is crucial for accurate inventory management and
smooth sales and purchase processes.

Sales Process

Creating a Customer

1. Navigate to the Sales module.

2. Click on Customers.

3. Click the Create button.

4. Fill in the customer details: Name, Address, Email, Phone, etc.

5. Click Save.

Placeholder for creating a customer screenshot

Importance: Adding customers allows you to manage and track your sales relationships and
transactions.

Creating a Quotation

1. In the Sales module, click on Quotations.

2. Click the Create button.

3. Select the customer from the drop-down menu.

4. Add products to the quotation by clicking Add a product.

 5. Set quantities and prices as necessary.

6. Click Save and then Send by Email to send the quotation to the customer.

Placeholder for creating a quotation screenshot

Importance: Creating quotations helps you formalize your offer to customers before they confirm a
purchase, ensuring clarity and agreement on the terms.

Confirming a Sale

1. Open the relevant quotation.

2. Click Confirm Sale.

3. The quotation is now a sales order.

Placeholder for confirming a sale screenshot

Importance: Confirming a sale converts the quotation into a sales order, which is essential for
processing and fulfilling the order.

Creating and Sending Invoices

1. Open the confirmed sales order.

2. Click Create Invoice.

3. Choose the invoice type (e.g., Regular Invoice).

4. Click Create and View Invoice.

5. Validate the invoice and click Send by Email.

Placeholder for creating an invoice screenshot

Importance: Invoicing is crucial for getting paid. It provides your customer with a formal request for
payment for the products or services provided.

Recording Payments

1. Open the invoice.

2. Click Register Payment.

3. Enter payment details: Amount, Payment Method, etc.

4. Click Validate.

Placeholder for recording payments screenshot

Importance: Recording payments helps you keep track of what has been paid and what is still owed,
ensuring accurate financial records.

Purchase Process

Creating a Vendor
 1. Navigate to the Purchases module.

2. Click on Vendors.

3. Click the Create button.

4. Fill in the vendor details: Name, Address, Email, Phone, etc.

5. Click Save.

Placeholder for creating a vendor screenshot

Importance: Adding vendors allows you to manage and track your purchasing relationships and
transactions.

Creating a Request for Quotation (RFQ)

1. In the Purchases module, click on Requests for Quotation.

2. Click the Create button.

3. Select the vendor from the drop-down menu.

4. Add products to the RFQ by clicking Add a product.

5. Set quantities and prices as necessary.

6. Click Save and then Send by Email to send the RFQ to the vendor.

Placeholder for creating an RFQ screenshot

Importance: Creating RFQs helps you request prices from vendors before making a purchase
decision, ensuring you get the best terms.

Confirming a Purchase Order

1. Open the relevant RFQ.

2. Click Confirm Order.

3. The RFQ is now a purchase order.

Placeholder for confirming a purchase order screenshot

Importance: Confirming a purchase order commits you to the purchase and allows you to track the
order's fulfillment.

Receiving Products

1. Open the confirmed purchase order.

2. Click Receive Products.

3. Validate the quantities received and click Validate.

Placeholder for receiving products screenshot

Importance: Receiving products updates your inventory and ensures you have the stock on hand that
you ordered.
Vendor Bills and Payments

1. Open the purchase order.

2. Click Create Bill.

3. Enter the bill details and click Validate.

4. Click Register Payment to record the payment.

Placeholder for vendor bills and payments screenshot

Importance: Managing vendor bills and payments helps you keep track of your expenses and ensure
timely payments to your vendors.

Inventory Management

Inventory Adjustments

1. In the Inventory module, click on Inventory Adjustments.

2. Click the Create button.

3. Select the product and enter the adjusted quantity.

4. Click Save and then Validate.

Placeholder for inventory adjustments screenshot

Importance: Inventory adjustments help you correct stock levels to match physical counts, ensuring
accurate inventory records.

Stock Moves

1. In the Inventory module, click on Transfers.

2. Select the relevant transfer.

3. Review the transfer details and click Validate.

Placeholder for stock moves screenshot

Importance: Managing stock moves keeps track of the movement of products in and out of your
inventory, ensuring accurate stock levels.

Reordering Rules

1. In the Inventory module, click on Reordering Rules.

2. Click the Create button.

3. Select the product and set the minimum and maximum quantities.

4. Click Save.

Placeholder for reordering rules screenshot

Importance: Reordering rules automate the replenishment of stock, helping you avoid stockouts and
overstocking.

Point of Sale

Setting Up a Point of Sale

1. Navigate to the Point of Sale module.

2. Click on Configuration and then Point of Sale.

3. Click the Create button.

4. Enter the POS details: Name, Operation Type, etc.

5. Click Save.

Placeholder for setting up a POS screenshot

Importance: Setting up your POS system correctly ensures smooth and efficient sales transactions at
your retail location.

Processing Sales

1. Open the Point of Sale session.

2. Add products to the order by clicking on them.

3. Click Payment to process the payment.

4. Choose the payment method and click Validate.

Placeholder for processing sales screenshot

Importance: Processing sales through POS provides a quick and efficient way to handle customer
transactions and keep your inventory up to date.

Closing a Session

1. At the end of the day, open the POS session.

2. Click Close Session.

3. Review the session summary and click Validate Closing & Post Entries.

Placeholder for closing a session screenshot

Importance: Closing a POS session ensures all sales data is recorded and finalized, providing accurate
financial records.

Accounting

Setting Up Fiscal Positions

1. Navigate to the Accounting module.

 2. Click on Configuration and then Fiscal Positions.

3. Click the Create button.

4. Enter the fiscal position details and click Save.

Placeholder for setting up fiscal positions screenshot

Importance: Fiscal positions help you manage tax regulations and accounting rules specific to
different regions or customers.

Understanding the Chart of Accounts

1. In the Accounting module, click on Configuration and then Chart of Accounts.

2. Review the default accounts provided.

3. To add a new account, click Create.

4. Enter the account details: Code, Name, Type, etc.

5. Click Save.

Placeholder for chart of accounts screenshot

Importance: The chart of accounts is a list of all accounts used to record financial transactions. It is
essential for organizing your finances and ensuring accurate reporting.

 Code: A unique identifier for the account.

 Name: The name of the account (e.g., Sales, Expenses).

 Type: Defines the nature of the account (e.g., Asset, Liability, Income, Expense).

Explanation: Think of the chart of accounts like a detailed map of your finances. Each account
represents a specific area of your business's financial landscape, helping you keep track of all your
income and expenses.

Managing Journals

1. In the Accounting module, click on Configuration and then Journals.

2. Click the Create button.

3. Enter the journal details: Name, Type, Currency, etc.

4. Click Save.

Placeholder for managing journals screenshot

Importance: Journals are used to record all your financial transactions. They are essential for
maintaining accurate and organized financial records.

 Name: The name of the journal (e.g., Sales Journal, Purchase Journal).

 Type: The type of transactions recorded (e.g., Sales, Purchases, Bank).

 Currency: The currency in which transactions are recorded.

Explanation: Journals are like notebooks where you record all your financial activities. Each type of
transaction has its own journal, making it easier to find and review specific transactions later.

Creating and Managing Journal Entries

1. In the Accounting module, click on Journal Entries.

2. Click the Create button.

3. Select the journal type.

4. Enter the journal entry details: Date, Reference, Accounts, Debit, Credit, etc.

5. Click Save.

Placeholder for creating journal entries screenshot

Importance: Journal entries are the detailed records of all your financial transactions. They ensure
that every financial activity is accurately recorded and balanced.

 Date: The date of the transaction.

 Reference: A unique reference number for the transaction.

 Accounts: The accounts affected by the transaction.

 Debit/Credit: The amounts debited and credited to the accounts.

Explanation: Journal entries are like individual records in your financial notebooks. They capture all
the details of each transaction, ensuring that your books are balanced and accurate.

Bank Reconciliation

1. In the Accounting module, click on Reconciliation.

2. Select the bank statement to reconcile.

3. Match the bank statement lines with the corresponding invoices or payments.

4. Click Validate.

Placeholder for bank reconciliation screenshot

Importance: Bank reconciliation ensures that your bank statement matches your accounting records,
identifying any discrepancies and ensuring accuracy.

Explanation: Reconciliation is like checking your bank statement against your checkbook to make
sure they match. It's a way to ensure that all your transactions are recorded correctly.

Advance Lump Sum Payments for Customers

Creating Advance Lump Sum Payments for Customers

Odoo allows you to record advance payments from customers, which can be useful for deposits or
prepayments. Here’s how to create and manage advance lump sum payments:

Creating an Advance Payment

Navigate to the Accounting module.

Click on Customers in the top menu.

Click the Create button to create a new payment.

Fill in the payment details:

Customer: Select the customer making the advance payment.

Payment Type: Choose “Receive Money”.

Amount: Enter the amount of the advance payment.

Payment Method: Select the appropriate payment method.

Memo: Enter a description (e.g., “Advance payment for order #123”).

In the Outstanding Credits/Debits section, select “Keep open” to leave the payment unreconciled.

Click Confirm to record the payment.

Applying the Advance Payment to an Invoice

When you create an invoice for the customer, you can apply the advance payment:

Create the invoice as usual in the Sales or Accounting module.

Before validating the invoice, click on Add Credit Note or Payment.

Select the advance payment from the list of outstanding credits.

Click Add to apply the payment to the invoice.

Validate the invoice as normal.

Reporting Advance Payments

To view a report of advance payments:

Go to the Accounting module.

Click on Reporting in the top menu.

Select Partner Ledger.

Set the filters to show unreconciled entries for the relevant customers.

The report will show all open advance payments.

Placeholder for advance payment screenshot

Importance: Managing advance payments correctly ensures proper cash flow tracking and helps
maintain accurate customer balances.

Explanation: Think of advance payments like a customer putting money into a savings account with
your business. The funds are there to be used against future purchases or invoices. Proper
management of these funds is crucial for maintaining good customer relationships and accurate
financial records.

Generating Financial Reports

1. In the Accounting module, click on Reporting.

2. Choose the report type: Balance Sheet, Profit & Loss, etc.

3. Set the report parameters and click Generate.

Placeholder for generating financial reports screenshot

Importance: Financial reports provide a snapshot of your business's financial health, helping you
make informed decisions.

Explanation: Financial reports are like report cards for your business. They summarize your financial
performance, showing you where you stand and helping you plan for the future.

Additional Tips

 Customization: Utilize Odoo's customization features to tailor the system to your specific
business needs.

 User Roles: Assign appropriate user roles and permissions to ensure data security and
proper workflow.

 Backup: Regularly backup your Odoo database to prevent data loss.

 Support: Make use of Odoo's community forums and documentation for additional help and
support.