To monitor specific expenses and income, leverage the Analytic Accounts feature within the Odoo Accounting module. Customize a chart of analytical accounts in your system to record targeted analytical entries tailored to your company's requirements. While these accounts are managed independently, they remain linked to the Odoo general accounts. To access this capability in your Accounting module, ensure that you enable the Analytic Accounting option from the module's Settings menu.
Once you activate this feature, the Analytic Accounting options will be accessible in the module's Configuration menu. To review all available analytical accounts within your system, simply select the Analytic Accounts option. In the list view, you'll find details such as the Name, Reference, Customer, Plans, Company, Debit, Credit, and Balance for each analytic account.
Creating a new analytical account in the Accounting module is straightforward. Simply click the "New" button to open the new setup window depicted below.
Within the Analytic Account section, input the account name. If applicable, enter the customer's ID in the Customer box to associate this account with a specific customer. Specify the Reference, Company, and Currency used for recording the analytical entries in the respective fields. In Odoo 17, utilize the newly introduced Plan field to select a suitable analytic plan for this account. Additionally, you can create a new Analytic Plan from the Configuration menu of the Odoo accounting module.
This window displays a list of available Analytic Plans, as depicted in the screenshot provided below.
By selecting the "New" option, you can effortlessly generate a new one.
After naming the plan, you can designate its Parent plan and Default Applicability in the respective fields. You have the flexibility to select a color that aligns with your identification system. Your company's name will be automatically populated in the appropriate field. Utilize the "Add a Line" button under the Applicability tab to define the applicability of this plan. You can specify the domain as Miscellaneous, Sales Order, Vendor Bill, Expense, or Invoice. The accounts within the financial accounting to which this applicability should be applied are determined by the prefix mentioned in the Financial Accounts Prefix.
Likewise, include the Product Categories to implement this analytical plan. You can set the Applicability as Required, Optional, or Unavailable. Utilize the smart button within the window to add Sub Plans to a parent plan.
Similarly, on the same page, you'll find another smart button enabling you to access the analytical accounts linked with this plan.
Now, let's revisit the configuration of the analytic account. To activate this analytic account for monitoring expenses and income related to budgeted items, you can input budget plans under Budget Items.
Clicking the "Add a Line" button enables you to select a budget from the pre-configured list. For more comprehensive information on the budget setup, you can refer to the corresponding section previously covered in this chapter. Once the analytic account is configured, you can view the gross margin and budget amount by clicking on the respective smart buttons.
Now, let's explore how to add analytical objects to an analytical account. For example, if you wish to include the total of a vendor invoice in your analytics account, you'll be asked to choose the analytic account when generating the vendor bill to record the accounting information.
Once the bill is approved, the item will be appended to the selected analytic account.
As depicted in the screenshot above, you can utilize the relevant smart button within the analytics account to access the recorded data from vendor bills.
Analytical Distribution Model
Enabling the Analytic Accounting option in Odoo allows you to specify an analytic distribution for each journal item. This enables you to allocate the total amount to different analytical accounts. The Configuration menu within the module provides the functionality to manage and create new Analytic Distribution Models.
The list preview showcases the Accounts Prefix, Partner, Product, Company, and Analytic data for each Analytic Distribution Model. By clicking on the "New" button, you can create a new distribution model.
In this window, you can set up the conditions for the distribution model. You can select the Partner, Partner Category, Product, Product Category, and Company to which the analytical distribution will apply in the provided fields. Define the Accounts Prefix to indicate the financial accounting accounts this model should apply to. To distribute the journal item's quantity among different analytic accounts, specify the analytic accounts to use in the "Analytic Distribution to Apply" section.
When generating an invoice for a partner listed in the distribution model according to its configuration, the funds will be allocated to the relevant accounts. An example is provided below.
In this scenario, the relevant analytic accounts will automatically appear under the Journal Items when you initiate a new invoice. Now, let's explore these analytic accounts further.
Entries will be made once the payment has been verified.
The screenshots demonstrate that the new analytic entry is distributed among the analytic accounts specified in the distribution models. That concludes the overview of analytic accounts.