Creating New Invoices in Odoo
1. Purpose
The purpose of this SOP is to provide a standardized and consistent process for creating new invoices in Odoo, ensuring accuracy, preventing duplicates, and aligning invoice records with supporting documentation.
2. Scope
This procedure applies to all personnel responsible for invoice creation in Odoo, specifically Carla and Heather. It covers the full process from validating invoice existence to uploading finalized invoice documentation.
3. Responsibilities
Role | Responsibility |
Carla/Heather | Create and validate invoices in Odoo, ensure data accuracy, upload documentation |
4. Procedure
4.1 Access and Preparation
4.1.1 Access Odoo Invoice Module
Log in to Odoo.
Navigate to the Invoice module.
4.1.2 Export Existing Invoices
Within the Invoice module, select the wheel next to Invoice.
Click export to export the invoice list for reference.
4.1.3 Validate Against External Records
Compare the Symplicity invoice number with the metrics spreadsheet (Excel) to confirm accuracy.
4.2 Duplicate Check
4.2.1 Search by Symplicity Number
Use the search bar in Odoo to search for the Symplicity invoice number.
Confirm the invoice does not already exist.
4.2.2 Search by Invoice Number
Navigate to Invoices.
Search for the invoice number.
4.2.3 Identify Most Recent Version
Sort or review results by date.
Select the most recent invoice version as a reference template.
4.3 Create New Invoice
4.3.1 Initiate New Invoice
Click New to create a new invoice
4.3.2 Enter Core Information
Enter Provider
Enter Customer
4.3.3 Reference Supporting Data
Locate the correct invoice in the metrics spreadsheet.
Enter the:
Location number
Account number
Symplicity number
4.4 Party Details
4.4.1 Update Party Tab
Navigate to the Party tab at the bottom of the page.
Assign:
Sales Admin = Administrator
4.5 Asset Creation
4.5.1 Access Asset Tab
Go to the Assets tab.
4.5.2 Create Asset
Click Create Asset.
4.5.3 Enter Asset Details
Enter Asset Type (as listed on the invoice, e.g., TV).
Note: Asset represents the service provided.
Enter:
Unit price (from the invoice)
Quantity (from the invoice)
4.5.4 Save Asset
Click Save and Close.
4.6 Charges Entry
4.6.1 Add Charges
Navigate to the Charges tab.
Click Add a line.
4.6.2 Enter Financial Details
Input amounts from the most recent invoice, including:
Monthly Recurring Charges (MRC)
Taxes
Other applicable charges
4.6.3 Validate Charge Accuracy
Ensure all charge types align with the invoice.
4.6.4 Verify Total Amount
Confirm the total expected monthly bill in Odoo matches the invoice total.
4.7 Upload Invoice Documentation
4.7.1 Upload Invoice File
Click the purple “Upload Invoice” button.
Upload the invoice file.
4.7.2 Complete Invoice Details
Follow the Invoice SOP guidelines to ensure all required invoicing information is completed.
5. Exceptions and Escalations
5.1 Exceptions
Duplicate Invoice Found:
Do not create a new invoice.
Verify details and update existing record if necessary.
Missing or Incorrect Data (metrics spreadsheet or invoice):
Pause processing until correct information is obtained.
Mismatch Between Odoo and Invoice Totals:
Recheck all values (assets, charges, taxes).
Correct discrepancies before proceeding.
5.2 Escalations
Escalate to the other team member (Carla ↔ Heather) if:
Unable to locate correct invoice data
System errors occur in Odoo
Invoice discrepancies cannot be resolved
If unresolved, escalate to management or system administrator per company policy.