# Post manual entries, by template and by spreadsheet

> Post an accrual by hand, create a template for the entries that repeat every month, split an expense by fixed percentage. In Odoo 18, by KMEE.

Fonte: https://docs.kmee.com.br/en/odoo/18.0/funcional/contabilidade/lancamentos-manuais-por-modelo-e-planilha/

Post an accrual by hand, create a template for the entries that repeat every month, split an expense by fixed percentage, import adjustment entries from the spreadsheet of the accounting office and register a fixed asset that depreciates every month.

## Before you start

The accounts of the entries exist in the chart of accounts: 5.1.1.3.02 Aluguel de Imóveis, 2.1.2.1.01 Aluguéis a Pagar, and for the split 5.1.1.4.07 Telefone e Internet (sales area), 5.1.1.3.05 Telefone e Internet and 2.1.2.1.03 Telefone a Pagar. For the spreadsheet, have the columns Reference, Date, Journal, Journal Items/Account, Journal Items/Label, Journal Items/Debit and Journal Items/Credit, with the accounts and the journal as they are in Odoo. For the asset, the furniture was bought in December 2025 for 30,000.00 (account 1.2.8.1.06 Móveis & Utensílios) and is in use since January 2026, with the asset profile Móveis e utensílios (10% ao ano): 10 years, straight line, monthly, with the accounts 1.2.8.9.05 (-) Móveis & Utensílios and 5.1.1.7.01 Depreciação. This applies in Brazil with configuration: the accounts come with the chart of accounts of the Brazilian localization, and the company registers the entry templates, with the percentages it agrees on, and the asset profile with the rate of the Brazilian Federal Revenue.

## Step by step

### 1. Post an entry by hand

Example: the rent of the store for April, 3,000.00, is due in May, but the expense belongs to April. Open Accounting > Journal Entries and click New: the entry opens in the Miscellaneous Operations journal. Enter the reference Aluguel da loja 04/2026 and the accounting date 04/30/2026. Add the debit line: account 5.1.1.3.02 Aluguel de Imóveis, 3,000.00. Add the credit line: account 2.1.2.1.01 Aluguéis a Pagar, 3,000.00. Click Post and check the entry as Posted, with debit and credit of 3,000.00: the sum of the debits equals that of the credits, and the expense enters April, by accrual.

### 2. Create the template of the monthly entry

For an entry that repeats every month, open Invoicing > Configuration > Journal Entry Templates and click New. Name it Provisão do aluguel da loja, choose the Miscellaneous Operations journal and enter the reference. Add line 1: Aluguel de Imóveis, as a debit, with the typed value (User input). Add line 2: Aluguéis a Pagar, as a credit, calculated by the formula L1, the value of line 1. Save. The template also serves for the manual depreciation and other expenses that repeat.

### 3. Post the month by the template

In the template, click Generate Journal Entry and enter the date 04/30/2026 and the value of 3,000.00. Click Create Journal Entry: debit and credit of 3,000.00. Click Post: the rent of April is posted. Each month, only the date and the value change.

### 4. Split an expense by fixed percentage

Example: the store and the office use the same phone and internet contract, 1,000.00 a month, and the company agreed on 60% for the sales area and 40% for administration, so that the DRE shows each expense in its line. Create, as in the previous step, the template Rateio de telefone e internet (60% vendas, 40% administração): line 1 is the total, as a credit in Telefone a Pagar, and lines 2 and 3 are debits calculated by L1 \* 0.6 and L1 \* 0.4. Click Generate Journal Entry, enter 04/30/2026 and the total of the bill, 1,000.00, and click Create Journal Entry: 600.00 in 5.1.1.4.07 Telefone e Internet (sales) and 400.00 in 5.1.1.3.05 Telefone e Internet (administrative). Check the credit of 1,000.00 in Telefone a Pagar and click Post. 600.00 + 400.00 = 1,000.00: the entry balances.

### 5. Import entries from a spreadsheet

Example: at the closing of April 2026, the accounting office sent two accruals that arrive only in May, the rent of the store (3,000.00) and the electricity of April (1,150.00), in two entries of 04/30/2026 in the Miscellaneous Operations journal. Check the spreadsheet: one line per item, with account, debit and credit; the lines without reference and without date continue the entry above, as its other items. Open Accounting > Journal Entries, and in the gear choose Import records. Click Upload data file and choose the spreadsheet: Odoo links each column to its field. Click Test: everything seems valid. Click Import: the two entries come in as Draft, with debits and credits of 4,150.00 (3,000.00 + 1,150.00). Search for Provisão, open the one of the rent, check debit and credit of 3,000.00 and click Post. The one of the electricity is left for checking before posting.

### 6. Register a fixed asset

Example: the furniture of the store (tables, chairs and display shelves) cost 30,000.00 and went into use in January 2026. In the table of the Federal Revenue, furniture depreciates in 10 years (10% a year, IN RFB 1.700/2017, Annex III). In Invoicing, open Assets > Assets, click New and name it Móveis e utensílios da loja. Choose the profile Móveis e utensílios (10% ao ano): 10 years, with monthly depreciation. Enter the purchase value of 30,000.00 and the start date 01/01/2026. Save and, in the Depreciation Board, click Compute: 120 months of 250.00 (30,000.00 x 10% / 12). Click Confirm Asset: the asset goes to Running.

### 7. Depreciate month by month

Open Assets > Compute Assets, enter 03/31/2026 and click Compute. Back to the asset by the Assets menu, in the Depreciation Board, January, February and March appear as posted: 3 x 250.00 = 750.00, and the book value on 03/31/2026 is 29,250.00. Open the entry of January: debit of 250.00 in 5.1.1.7.01 Depreciação (expense) and credit in 1.2.8.9.05 (-) Móveis & Utensílios, which reduces the fixed asset.

## Expected result

The rent of April posted by hand and by the template, the telephone split into 600.00 and 400.00, the two adjustment entries imported from the spreadsheet (4,150.00) and the furniture in use with 120 installments of 250.00, depreciation of January to March posted (750.00) and book value of 29,250.00.

## If something goes wrong

If Odoo does not let you post, the debits and the credits do not add up to the same value: fix the values of the lines until the difference is zero and click Post again. If line 2 of the template stays without value, the formula cites a line that does not exist or that comes after it: use L and the sequence number of a previous line, such as L1. If the entry does not balance, the percentages of the formulas do not add up to 100%: fix them to add up to 1 (for example, 0.6 and 0.4). If the Miscellaneous Operations journal does not appear in the list, check the company of the template and type part of the name of the journal. If the Test points to an account or journal not found, the code or the name in the spreadsheet is not the same as in Odoo: fix the spreadsheet and test again. If a column stays without an Odoo field beside it, choose the field in the list or fix the title in the spreadsheet (for example, Journal Items/Account). If the depreciation board is empty, the purchase value, the start date or the profile is missing: fill the three fields, save and click Compute again.

## Odoo 18 manual

Standard Odoo 18 features used in this task, from the official manual.

- [Journals](https://docs.kmee.com.br/en/odoo/18.0/modules/financeiro/diarios/)

## Continue the process

- [Issue the trial balance, the DRE and the balance sheet](https://docs.kmee.com.br/en/odoo/18.0/funcional/contabilidade/balancete-dre-e-balanco/)
- [Prepare the chart of accounts, the periods and the analytic accounting](https://docs.kmee.com.br/en/odoo/18.0/funcional/contabilidade/plano-de-contas-periodos-e-analitica/)