This is the documentation for older versions of Odoo (formerly OpenERP).

See the new Odoo user documentation.

See the new Odoo technical documentation.

Reporting

OpenERP provides many tools for managing customer and supplier accounts. You will see here:

  • financial analysis of partners, to understand the reports that enable you to carry out an analysis of all of your partners,

  • multi-level reminders, which is an automatic system for preparing reminder letters or emails when invoices remain unpaid,

  • detailed analysis of individual partners.

Financial Analysis of Partners

When members of your accounts department sign on to the OpenERP system, they can immediately be presented with the Accounting Dashboard. By default, it contains a useful graph for analyzing receivables. Then look at it using the menu Accounting ‣ Reporting ‣ Dashboard ‣ Accounting Dashboard.

/doc_static/6.0/_images/account_board.png

Accounting Dashboard

In the dashboard, the graph at the right entitled Aged Receivables represents your receivables week by week. That shows you at a glance the cumulative amount of your customer debtors by week.

All of OpenERP's graphs are dynamic. So you can, for example, filter the data by clicking Zoom and then Filter on the Search form. Or just click on Zoom to open in a larger window for a graph, then click Search to display this in a list view.

To obtain a more detailed report of the aged balance (or order by past date), use the menu Accounting ‣ Reporting ‣ Generic Reporting ‣ Partners ‣ Aged Partner Balance.

/doc_static/6.0/_images/account_balance.png

Aged Balance using a 30-days Period

When opening that report, OpenERP asks for the name of the company, the fiscal period and the size of the interval to be analyzed (in days). OpenERP then calculates a table of credit balance by period. So, if you request an interval of 30 days, OpenERP generates an analysis of creditors for the past month, past two months, and so on.

For an analysis by partner, you can use the partner balance that you get through the menu Accounting ‣ Reporting ‣ Generic Reporting ‣ Partners ‣ Partner Balance. The system then supplies you with a PDF report containing one line per partner representing the cumulative credit balance.

/doc_static/6.0/_images/account_partner_balance.png

Partner Balance

If you want detailed information about a partner, you can use the partner ledgers that you reach through the menu Accounting ‣ Reporting ‣ Generic Reporting ‣ Partners ‣ Partner Ledger.

/doc_static/6.0/_images/account_partner_ledger.png

Partner Ledger

Finally, you can look up individual account entries by searching for useful information. To search for account entries, you can use the menu Accounting ‣ Reporting ‣ Statistic Reports ‣ Entries Analysis.

Tip

Exporting Entries

It is helpful to remember that you can export all types of resources in OpenERP. From the web client, you need to navigate to a search list for the resource, then click the Export link at the bottom left of the list. From the GTK client, you would use the menu Form ‣ Export data. This enables you to easily make your own analysis in Microsoft Excel or OpenOffice.org Calc, by exporting accounting entries.

Multi-step Reminders

To automate the management of follow-ups (reminders) you should install the module account_followup (or check the Followups Management option in the Add New Features wizard).

Once the module is installed, configure your levels of follow-up using the menu Accounting ‣ Configuration ‣ Miscellaneous ‣ Follow-Ups.

The levels of follow-up are relative to the date of creation of an invoice, and not the due date. This enables you to put payment conditions such as 'payable in 21 days' and send a reminder in 30 days, or the converse.

For each level, you should define the number of days and create a note which will automatically be added into the reminder letter. The sequence determines the order of the level in ascending order.

Example of Configuring Follow-up Levels

Sequence

Level

Days

Description

1

Level 1

15 days net

First payment reminder

2

Level 2

30 days net

Second reminder

3

Level 3

45 days from end of month

Put on notice

You can send your reminders by mail and/or email with the menu Accounting ‣ Periodical Processing ‣ Billing ‣ Send followups.

/doc_static/6.0/_images/account_followup_wizard.png

Prepare Reminders

OpenERP presents you with a list of partners who are due to be reminded, which you can modify before starting the procedure. On the second tab of the form, you can supply the information you will send in the email reminder.

The system then gives you a PDF report with all of the reminder letters for each partner. Each letter is produced in the language of the partner (if that is available), and you can therefore get letters in several languages in the same PDF on several pages.

You should check the due date of customers and/or suppliers before starting the reminder procedure. You get a list of unreconciled entries' accounts. You can then modify the date, the last follow-up and the level of reminder for each entry.

To obtain a detailed statistical report of sent follow-ups use the menus in Accounting ‣ Reporting ‣ Generic Reporting ‣ Partners ‣ Follow-ups Sent.

The different reports are standard OpenERP screens, so you can filter them and explore the elements in detail.

/doc_static/6.0/_images/account_followup.png

Summary for Follow-ups