Chapter: 4 - Financial management aspects of vendors and customers with Odoo Accounting

Follow Up Reports

In the real-time operations of the companies, there will be instances where the customer will be generating the payment towards the company for the sales conducted to them due to various reasons. Therefore, the burden falls under the business owners to follow up the sales operations as well as its payment. The problem arises when the manageability of this aspect becomes uncontrollable. Considering the aspects in mind the Odoo developers have implemented a Follow-Up option where the business owner can follow up with the customers for the payment using various activities which can be scheduled within the company or with the customer.

The Follow Up Reports option can be accessed from the Customers menu of the Odoo Accounting module. In the Follow Up Reports menu, all the details of the Follow Up Reports will be depicted such as the Name, Total Due, Total Overdue, Follow-up Status, and the Follow-Up Level. There are Filter as well as Group By options that are available in the menu helping you to obtain the respective Follow Up Report from the menu. Additionally, these Follow Up Reports are generated based on the Follow Up Levels that have been configured in the platform. Furthermore, the Follow Up Levels can be defined in the Accounting module of the Odoo platform under the Configuration tab > Follow Up Levels (described in section 3.5.2). In addition, the action to be performed for the respective Follow-Up activity such as email or print letter or SMS or Manual Action or any other for each Follow-Up report is also described in the Follow Up Level configured.

 Follow Up Reports

To know further detail on a Follow Up Report you can select it and will be depicted with a similar window as shown in the following screenshot. Here, The Customer details along with the contest information will be depicted. The Next Reminder Date will also be depicted which can be modified. If the First reminder is an Email the First reminder email will be described along with the contents in it.

Furthermore, all the information regarding the invoices which have been defined in the respective Follow Up Report will be depicted in the table as shown in the following screenshot. Here the Invoice number, Date of invoice, Due Date of payment, Source Document, Communication, Expected Date, and the Total Due Amount will be depicted. If you need to Exclude a respective invoice from the Follow Up Report you can enable the Exclude option which is available concerning each invoice line.

 Follow Up Reports

You can get a printout of the report by selecting the Print Letter option that is available in the Follow Up Report menu and you will be depicted with a preview of the Letter along with the various available configuration options. The Layout can be defined either as Light, Boxed, Clean, or Background. Furthermore, the Company logo can be defined and configured with Colors, Font to be used, Company Tagline, Footer description, and Paper Format can be described. The Preview of the Letter can be seen on the right side of the window and the configuration changes based on the option you choose in operations. Finally, you can select the Save button that is available to save the configuration of the Letter and Print the Letter.

 Follow Up Reports

You can send the Follow up by post to the customer by selecting the Send By post option that is available which will direct you to the window as depicted in the following screenshot. Here a warning message will be depicted to you about the Stamp(s) cost to send the letter. The Stamps can be purchased from the Odoo website for the integrated Postal services with Odoo. You can select the Send By post option if you are acceptable with the Stamps being used and you have enough balance of Stamps to proceed with the operation.

 Follow Up Reports

To indicate how the operations, work here we have integrated the Snailmail postal service for the letter, invoices, reports and other aspects of the company operation to be sent to the customers. You can select the Confirm option for the Follow Up Report or the Follow-up letter to be sent via post to the customer and do ensure that the customer address, as well as the Zip Code, has been mentioned.

 Follow Up Reports

You also have the option to send the Follow Up Report by email by selecting the Send By Email option that is available in the respective Follow Up Report and you will be depicted with the default email with the template being used. You also have the provision to edit the details described in the email or choose a different mailing template that has been defined. The new description can also be saved as a template to be used for future operations.

 Follow Up Reports

Follow-Up Reports by text messages, to send Text messages based on the Follow-Up Reports you can select the Send By SMS option available in the respective Follow-Up Reports that have been described. Upon selecting to send a Text message you will be depicted with the following window where the message can be configured. The Recipient will be auto-defined along with the Mobile number of the in-charge person of the company and a default Message template will be defined which can be modified based on your need. However, you should ensure that the Text message character should be below 65 characters and if it’s above 65 Characters the message is sent as two SMS and you can finally select the Send SMS option available.

 Follow Up Reports

Once all the configurations as well as sending operations concerning the follow-up reports are being done the next step is to select the Done options and then select to reconcile it for the invoices to be matched with the bank payments which have been described. Once up select the Done options the screen of your Follow Up Report will depict an animation as shown in the following screenshot with an overview of the operations.

 Follow Up Reports

As the Follow Up Report configuration aspect has been done the next step as mentioned earlier is to Reconcile, there is a distinctive Reconcile option that is available under the Follow Up Report menu and upon selecting it you will be depicted with the Reconciling menu as shown in the following screenshot. Here the name of the customer and the amount as well as the Account details such as whether it's a Receivable or a Payable account will be described. Furthermore, the Miscellaneous Matching details of the respective Reconciliation will also be described.

 Follow Up Reports

Additionally, the Manual Operations regarding each of the aspects of the Reconciliation operations can be configured with distinctive operational capabilities. The details such as Account, Taxes, Analytical Accounting, and Analytical Tags should be defined for the operations to be moving ahead for the accounting management. Moreover, the Label Journal details, Amount incorporated, Tax Included Price, and the Write off Date can be defined. You can enable them to check option for the Reconciliation operations to be further checked before processing.

 Follow Up Reports

The Follow Up Reports management with the Odoo platform will be a useful tool in follow-up management of the payment operations and will be one of the most useful tools to support you during real-time functioning. Let's now move on to the next section where the Direct Debit Mandates of the customer management in the Odoo Accounting will be discussed.

whatsapp
location

Calicut

Cybrosys Technologies Pvt. Ltd.
Neospace, Kinfra Techno Park
Kakkancherry, Calicut
Kerala, India - 673635

location

Kochi

Cybrosys Technologies Pvt. Ltd.
1st Floor, Thapasya Building,
Infopark, Kakkanad,
Kochi, India - 682030.

location

Bangalore

Cybrosys Techno Solutions
The Estate, 8th Floor,
Dickenson Road,
Bangalore, India - 560042

Send Us A Message