When you’re importing goods or shipping products to customers whether locally or internationally the sticker price is just the beginning.

You might think,
“I paid 1,00k for this shipment, so that’s my product cost.”
But is it?
Not quite.

What Are Landed Costs?

Landed Cost is the total cost of getting a product from the supplier’s location to your warehouse or customer’s doorstep. It includes:

• Product Purchase Price
• Freight Charges
• Customs Duties & Import Fees
• Clearance & Documentation Charges
• Insurance
• Handling Charges
• Taxes & Other Miscellaneous Fees
• And many Others

In short, it’s the “real cost” of stocking or delivering an item and if you’re not calculating this, your product margins might be misleading, and your pricing strategy could be off.

How to Configure Landed Costs in Odoo

To get started:

Enable the Feature
Head over to Odoo Inventory → Configuration → Settings, scroll down to the Valuation section, and check the box for Landed Costs.
Select a Default Journal where related accounting entries will be posted.

Creating Landed Cost Products

For recurring charges like shipping or customs:
Go to Odoo Inventory → Products → Create.
Name your product (e.g., “Shipping Charges”).
Set Product Type to Service.

Under the Purchase tab:

• Check Is a Landed Cost
• Choose a Split Method:
  • Equal – splits cost equally across items
  • By Quantity – splits by item count
  • By Current Cost – based on item value
  • By Weight / By Volume – based on physical attributes

Processing Purchase Orders & Vendor Bills

Once the Purchase Order (PO) is confirmed and items are received:

• Open the Purchase App
• Create the Purchase Order

Receive the Product, Do the GRN, Next

Now Once, The Material is Received, Click Create Bill from PO Itself

Add the landed cost product (Shipping Charge) as a new invoice line in bottom, as soon as it added, a button of create Landed cost will Enable. Now confirm the bill.

Applying and Validating Landed Costs

After adding landed costs to the vendor bill:

• Click Create Landed Costs
• Select the related transfer (goods receipt)
• Review the Valuation Adjustments
• Click Validate to finalize

A Valuation smart button will appear, letting you view updated stock values.

Reporting & Accounting

View overall valuations via Odoo Inventory → Reporting → Valuation
Journal entries are automatically created and can be viewed under Accounting → Journal Entries

Key Notes:

• Landed costs apply only to Storable Products
• Product categories must use AVCO or FIFO costing methods
• Supports manual or automated inventory valuation

Why Use Landed Costs?

Most businesses using Odoo Inventory track their purchase price and sale price. However, if you’re not tracking landed costs, your cost of goods sold (COGS) might be underestimated.

This leads to:

• Incorrect profit margins
• Poor pricing decisions
• Inaccurate inventory valuation
• Incomplete financial reporting

That’s where Odoo Inventory’s Landed Costs feature steps into help you assign all indirect costs to the products you’ve received, and give you a realistic view of your inventory and profitability.

Using landed costs ensures:

• Accurate product margins
• Realistic stock valuations
• Proper cost distribution across your inventory

The post Odoo Inventory Tips: Integrating Landed Costs for True Product Pricing appeared first on Welcome to Ahex Technologies.

Why Use Follow-Up Levels?

Follow-up messages are essential to keep your cash flow healthy. Odoo Accounting helps you:

• Automatically identify overdue invoices.
• Send reminders through email, SMS, or even postal letters.
• Customize reminders based on the number of days overdue.

Whether you handle installment payments or standard invoices, Odoo Accounting makes it easy to schedule and send reminders with the right tone at the right time.

Configuration: Setting Up Follow-Up Actions

Navigate to: Accounting → Configuration → Follow-up Levels.
By default, Odoo Accounting provides pre-configured levels.
You can edit a level to change the number of days before or after the due date when a reminder is sent.
Adjust the Description or customize the Actions (e.g., send Email, SMS, or Letters).

Content Templates:

• Choose a pre-filled Email or SMS Template to speed up communication.
• Click the internal link arrow next to the template field to customize it.

Additional Options:

• Automatic: Let Odoo Accounting send reminders automatically.
• Attach Invoices: Include overdue invoice PDFs in reminders.
• Add Followers: Notify your team when a customer replies to reminders.
• Schedule Activities: Assign tasks (e.g., call the customer) when the follow-up level triggers.

Invoice Follow-Up Process

Before You Start:
Make sure all bank transactions are reconciled to avoid sending reminders for invoices that are already paid.

View Overdue Invoices:
Go to Accounting → Customers → Invoices.

Use the search filter to quickly find invoices marked as Overdue.

Follow-Ups for a Single Customer

For a customer-specific overview:
Go to Accounting → Customers → Customers.
Open the customer record and check the Accounting tab.
View their Invoice Follow-Up Status or click Overdue Invoices for detailed data.

Additional Features:

• Reminders: Automatic or manual based on your settings.
• Next Reminder: Adjust the date for the next follow-up.
• Responsible User: Assign who handles this follow-up action.

Manual Reminder:
Click Send and choose between Print, Email, SMS, or Post.
Optionally attach invoices or modify the content template before sending.

Follow-Ups for All Customers
Want to check all overdue customers at once?
Go to Accounting → Customers → Customers.
Use filters like Overdue Invoices or Requires Follow-up.
Switch to List View, select the customers, and click Process Follow-Ups to send reminders in bulk.

Reports You Should Use
Customer Statement:
Accessed via the Customer Statement smart button on a customer’s form. It provides a detailed view of their account balance, due invoices, and payment history.
You can send this statement directly to the customer by clicking Send → Print & Send.
For multiple customers, select them from the list view and click Open Customer Statements.

Follow-Up Report:
For a consolidated view of overdue invoices, go to Accounting → Reporting → Partner Ledger → Follow-Up Report.
Generate PDF or XLSX formats for sharing or record-keeping.

Tips & Best Practices

• Use Multiple Follow-Up Levels: Send a friendly email first, then a stronger reminder, and finally a firm notice if payments are still delayed.
• Automate Where Possible: Save time with automated follow-ups and activities.
• Monitor Your Chatter: Odoo Accounting’s chatter logs every follow-up action, so your team can track communication history.

Curious how it works? Watch the full video here: https://www.youtube.com/watch?v=ALKD9PfptKg

The post Odoo Accounting Tips: Mastering Invoice Follow-Ups Easily appeared first on Welcome to Ahex Technologies.

Three-Way Matching in Odoo is a process that ensures you only pay for what you receive by comparing three key documents before approving an invoice:

1. Purchase Order (PO) – Specifies what was ordered.
2. Receipt (GRN – Goods Receipt Note) – Confirms what was received.
3. Vendor Bill (Invoice) – Details what is being charged.

How Odoo Handles Mismatches

If there is a discrepancy between these documents, Odoo flags the invoice under the **“Should Be Paid”** field in the Vendor Bill (under Other Info):

Yes – The invoice matches the PO and GRN; ready for payment.

No – A mismatch is detected; payment should be reviewed.

Exception – A minor issue that requires manual review.

Note: Odoo does not take automatic action on mismatches. Your team must review the flagged invoices and decide whether to proceed with payment.

Enabling Three-Way Matching in Odoo

To activate Three-Way Matching in Odoo, follow these steps:

1. Navigate to Odoo > Purchase > Configuration > Settings.
2. Locate the Purchase Order Matching (3-way matching) option.
3. Enable this setting to allow Odoo to automatically check invoices against PO & GRN.

Once enabled, Odoo will compare the details from these documents and help in identifying discrepancies before processing payments.

How Three-Way Matching Works in Odoo

Here’s how the process flows within Odoo:

1. Create a Purchase Order (PO): The procurement team raises a PO and confirms the order.
2. Receive Goods (GRN): Upon receiving the items, the warehouse team validates the receipt.
3. Vendor Invoice Processing: The supplier sends an invoice, and Odoo automatically matches it against the PO and GRN.

If everything aligns correctly, the invoice is marked as payable. If discrepancies are found, the invoice is flagged for manual review before payment.

Benefits of Three-Way Matching in Odoo

• Prevents Overpayments: Ensures invoices are paid only for received goods/services.
• Improves Financial Control: Reduces risks of fraud or errors in vendor payments.
• Streamlines Invoice Processing: Automates invoice verification, saving time and effort.
• Enhances Compliance: Ensures financial transactions are accurate and well-documented.

By implementing Three-Way Matching in Odoo, your organization can maintain better control over vendor payments and avoid discrepancies that could lead to financial losses.

The post Odoo Tips and Tricks: Three-Way Matching in Odoo – Simplify Your Payments! appeared first on Welcome to Ahex Technologies.

In this guide, we will share practical Odoo tips and guide you through the process of setting up approval rules step-by-step. By mastering these Odoo tips and tricks, you can enhance your Odoo ERP implementation for improved business efficiency and workflow management.

What Are Approval Rules in Odoo?

Approval rules in Odoo enable organizations to establish checks and balances for different business activities, including purchases and leave requests. 

By defining these rules, you can guarantee that transactions needing a certain threshold or group approval adhere to a consistent process. This functionality is particularly beneficial for companies aiming for greater operational transparency and efficiency.

Step-by-Step Guide to Setting Up Approval Rules

Follow these Odoo tips to configure approval rules in the Purchase module effectively:

1. Access the Purchase Module
   • Begin by navigating to the Purchase module on your Odoo dashboard. This module manages supplier relationships, purchase orders, and vendor bills.
2. Create a New Purchase Order
   • Click on the New button to initiate a fresh purchase order. This ensures you start with clean data tailored to your business requirements.
3. Access Studio
   • To further customize your purchase workflows in Odoo, follow these steps:
     • Click on the Studio icon located in the top-right corner of the screen.
     • Use Studio to tailor forms, fields, or views according to your business needs.
4. Enable Approval Settings
   • In the order form, locate the Settings menu. Enable the Confirm Order option, a prerequisite for activating approval rules.
5. Define Approval Rules
   • Go to the Approval Rules section and set up criteria, such as:
     • Assigning the Allowed Group to Purchase Administrator.
     • Selecting a Responsible individual, like Super Admin, to oversee approvals.
6. Add a Descriptive Note
   • Use the Description field to document the purpose and details of the approval rule. Clear descriptions help your team understand and follow the process seamlessly.

With these steps, your approval rules will be set up, enabling efficient purchase workflow management.

| For a detailed walkthrough, click here for visual understanding.

Why Approval Rules Are Essential

Approval rules enhance workflow transparency and guarantee adherence to organizational policies. By utilizing features from Odoo ERP development, businesses can reduce errors, uphold accountability, and efficiently scale their operations.

Additional Odoo Tips and Tricks for Efficiency

Use Automation

Automate routine tasks such as notifications for pending approvals. This reduces delays and keeps your workflow smooth.

Generate Customized Reports

Create tailored reports to gain insights into approval trends and overall efficiency. These reports help in identifying areas for process improvement.

Integrate for Added Functionality

Leverage integrations with tools like spreadsheets or payment gateways for a more robust ERP ecosystem.

For further insights on boosting business efficiency, you can explore this guide on practical Odoo tips and Tricks.

Final Thoughts

Getting the approval rule setup right in Odoo is crucial for enhancing your operations. By utilizing these Odoo tips and tricks, you can create more efficient workflows and empower your teams.

If you’re looking to elevate your ERP setup, dive deeper into Odoo’s features today!

For the latest updates, tips, and insights on Odoo, connect with us on social media or check out our website. Stay updated and let Odoo revolutionize your work processes.

The post Odoo Tips and Tricks: A Step-by-Step Guide to Approval Rule Setup appeared first on Welcome to Ahex Technologies.

Managing a business can be challenging, but Odoo offers tools to make things easier. Whether you’re automating tasks or optimizing workflows, there are smart ways to use Odoo that can save time and improve productivity. In this Blog, we’ll cover 6 practical Odoo tips and tricks to streamline your operations and make day-to-day tasks smoother. Whether you’re new to Odoo or a seasoned user, these tips will help you unlock more potential and work more efficiently.

1. Optimize Database Performance with Indexing

• Steps:
  1. Identify the most frequently accessed tables in your Odoo database.
  2. Add indexes to key columns using SQL queries, such as:

CREATE INDEX idx_column ON table(column);

• Regularly analyze and vacuum your database for optimal performance.

Benefits: Proper indexing speeds up queries, reduces system lags, and enhances the performance of heavy workloads such as reporting and analytics.

2. Streamline Workflow Automation

• Steps:
  1. Navigate to Settings > Automation > Scheduled Actions.
  2. Set up automated tasks like sending invoices or following up with clients by specifying triggers and actions.

Benefits: Automating routine tasks saves time, reduces manual errors, and improves efficiency across sales, accounting, and CRM operations.

3. Enhance User Experience with Kanban View Customization

• Steps:
  1. Go to Apps > Studio.
  2. Drag and drop elements to customize the Kanban board based on your business needs (e.g., add color coding for task prioritization).

Benefits: Customizing the Kanban view provides better visibility of tasks and helps teams prioritize efficiently.

4. Improve Inventory Management Using Batch Processing

• Steps:
  1. Enable batch processing from Inventory > Configuration > Settings > Batch Picking.
  2. Create batches to handle large inventory updates simultaneously rather than individually.

Benefits: Batch processing enhances warehouse operations by minimizing manual data entry and speeding up stock transfers.

5. Optimize Sales with Custom Filters

• Steps:
  1. Go to Sales > Orders > Advanced Filters.
  2. Set up custom filters such as “Orders above $1000” or “Pending payments.”
  3. Save these filters for quick access to specific data.

Benefits: Custom filters allow you to quickly access critical information and take action, improving response times and customer satisfaction.

6. Automate Reporting with Scheduled Reports

• Steps:
  1. From Reporting > Scheduled Reports, configure the frequency and format of reports (e.g., daily sales reports emailed every morning).
  2. Select specific users to receive the reports automatically.

Benefits: This ensures key stakeholders get timely, actionable insights without the need for manual report generation, improving decision-making efficiency.

Conclusion:

By applying these Odoo tips, you can significantly improve the efficiency of your business processes. These tricks range from database optimization techniques to automating workflows and customizing user interfaces, all of which contribute to smoother operations and better decision-making. When combined with a thoughtful Odoo Implementation strategy, these optimizations can unlock the full potential of your ERP system and ensure that your business is operating at its highest level of productivity.

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