Follow the accounts payable and receivable
The due list gathers what the company has to receive and to pay, installment by installment. Finance sees what is overdue, what falls due each week and each month, exports to a spreadsheet, pays several bills at once and posts a bill that comes with a receipt.
Before you start
The finance user has the permission Show All Accounting Features, which releases the Finance menu, and, to export, the permission Access to export feature. The overdue ranges 1-30, 31-60, 61-90 and +91 are registered in Configuration > Invoicing > Overdue Terms, and the Itaú journal is registered for the payments. This applies in Brazil with configuration: the company uses the generic chart of accounts of the Brazilian localization, with accounts such as 5.1.1.3.02 Aluguel de Imóveis and 2.1.1.1.01 Fornecedores.
Step by step
1. See the overdue installments
Open the Finance menu and choose Payments and Due List. Click the arrow of the search box and, in Filters, choose Overdue. Check the installments and the Days overdue column. Receivables count as positive and payables as negative. Example: Lince Azul, 600.00, overdue by 12 days, Clínica Tamboril, 900.00, by 45 days, and Atacado Horizonte, 1,800.00, by 5 days.
2. See what falls due each week
On the same list, click the arrow of the search box and, in Group by, choose Due date and Week. Open the group of the current week and then the next one: each group shows the total that comes in and goes out. Example: the next week, W44, has 3,000.00 to Atacado Horizonte, 1,200.00 from Clínica Tamboril and 3,000.00 of the rent to Casarão Paulistano: -3,000.00 + 1,200.00 - 3,000.00 = -4,800.00.
3. Filter the payables of a supplier in the month
In Filters, choose Payable and search the supplier by partner. Group by Due date and Month: the group of the current month adds up what is due to that supplier. Example: Atacado Horizonte asked what Guatambu Móveis owes this month: 3,000.00 of invoice 4401 + 1,800.00 of invoice 4402 = 4,800.00, which the list shows as -4,800.00, because it is an outflow.
4. See the total receivable per month
In Filters, choose Receivable and, in Group by, Due date and Month: each month shows how much comes into the cash. Example: April, 50,000.00, September, 900.00, October, 1,800.00 and November, 3,300.00, a total of 56,000.00 to receive.
5. Export the list to a spreadsheet
Remove the search filters and tick all the installments in the header box. In Actions, choose Export and, in Fields to export, keep Due date, Journal Entry, Partner, Account, Residual amount and Days overdue. Click Export: one row per installment. Example: 12 open installments, 7 receivable (56,000.00) and 5 payable (34,300.00), a balance of 56,000.00 - 34,300.00 = 21,700.00, with the payables as negative in the spreadsheet.
6. Pay several bills straight from the list
In Filters, choose Payable and tick the bills of 3,000.00 from Atacado Horizonte and Casarão Paulistano. In Actions, choose Register Payment, choose the Itaú journal and click Create payments. The window shows the sum of the bills; with two different suppliers, two payments come out. Example: Atacado Horizonte, 3,000.00, and the rent of Casarão Paulistano, 3,000.00, a total of 6,000.00: two payments of 3,000.00 through Itaú, in process until reconciled with the bank statement.
7. Post a bill that comes with a receipt
In Invoicing, open Vendors > Bills and click New. Choose the supplier, enter the receipt reference, today's date, the accounting date and the due date, and leave the Document Type empty. Add the line, in the expense account, with the value. Save and attach the receipt in PDF with the paperclip of the history. Click Confirm and check, in Journal Items, the debit in the expense and the credit in Fornecedores. The bill enters the due list and the cash flow. Example: the receipt of the store rent from Casarão Paulistano, 3,000.00, due on the 10th of the next month, debit of 3,000.00 in 5.1.1.3.02 Aluguel de Imóveis and credit in 2.1.1.1.01 Fornecedores.
Expected result
The finance team follows what is overdue, what falls due each week and each month, exports the list, pays several bills in one go and posts bills with a receipt, all from the due list.
If something goes wrong
If the list also shows what falls due in the next days, activate the Overdue filter. If the groups appear by month, choose Due date and Week in Group by. If the total mixes receivables and payables, activate the Receivable or Payable filter. If Actions does not show Export, ask the administrator for the permission Access to export feature, and tick the installments before opening Actions. If the Register Payment window shows a different value, another bill was left ticked: close it and tick only the intended ones. If a single payment comes out for bills of the same supplier, untick Group payments in the window. If the fields of the electronic invoice appear on a bill with receipt, leave the Document Type empty. If the debit goes to the Cost of Goods Sold account, choose the expense account on the line before confirming.
Odoo 18 manual
Standard Odoo 18 features used in this task, from the official manual.