Invoicing with Odoo

Table of Contents

1. Prerequisites
2. Preparing data for Invoicing
3. Importing data into Odoo

Prerequisites

1. An active account on Odoo Online: https://www.odoo.com/ or a self-hosted Odoo instance

2. On Demand Delivery product name on CoopCycle must match product name on Odoo (configurable in Settings):

   

3. Account code must match an account used on Odoo (configurable in Settings)

   

4. Client/Store Legal name on CoopCycle must match Customer name on Odoo:

   

   

Preparing data for Invoicing

1. Open Invoicing page and select a period to prepare invoices for:

   

2. Click Refresh to find all clients/stores with orders during the selected period:

   

3. Click on the “plus” icon to view orders for each client and verify that all data is entered correctly

   Make sure that all prices are entered correctly and match the amount you are going to charge a client.

   Only `Subtotal (excl. VAT)` prices are exported to Odoo. `Taxes` and `Total (incl. VAT)` columns are for information only. The actual tax calculation is done on Odoo side.
   ❗️Avoid modifying the price after the export is done to avoid discrepancies between the Client’s CoopCycle Dashboard or Orders history and the totals on the Invoice.

   1. If something is not correct click on the View button next to each order to go to the order details page and modify the data.

      

   2. On the order details page you can:

      • Update a Description and/or an original price: click on the Edit button:

      

      • Modify a price via an Incident; click on the Create an incident button:

      

      TIP: Use the `Refresh` button to refresh the table after editing instead of a reload page button in the browser to avoid resetting the filters.

4. After all orders have been verified select the clients/stores you want to include in the export and click on the Download button:

   

5. Select Odoo (CSV) format and click on the Download button to download the file on your computer:

   

   TIP: The orders included in each export will be marked with a file ID. That can be used to track in which file an order was exported. You can also use a filter to see only orders that are not invoiced (not-included in the previous exports).

   

   

   

Importing data into Odoo

1. On your Odoo instance go to the Invoicing app and choose Import records:

   

2. Click on Upload File and choose a file that you downloaded from CoopCycle

   Odoo should process the file and prefill Odoo Fields. Make sure that the fields are the same as on the screenshot and select an Odoo Field manually if anything is missing

   

3. Click on Test to validate the file

   

   If you get any error messages most probably (1) a Client/Store/Partner name or (2) a Product name or (3) an Account code do not match between Odoo and CoopCycle.

   There are two options to solve it:

   1. Modify the data on CoopCycle to match the data on Odoo; see Prerequisites section above and then repeat the steps from Prepare data for invoicing section again.
      OR
   2. Select Create new values option; that will create a new Client/Partner or a Product entry on Odoo for each missing value (❗️be careful as that might lead to multiple entries for the same Client on Odoo)

   

4. Click Test to re-run the validation. When ‘Everything seems valid’ click on Import:

   

5. After the file is uploaded (might take a few minutes depending on the number of orders) you should see a new Invoice draft created in the list of Invoices

   

6. Confirm the invoice and send it to a client using your preferred communication method using a standard Odoo workflow