What Are the Levels of Access Rights in Odoo18 Accounting Module

TEENA
January 14, 2025
Types-of-access-rights-odoo18

Access Rights in Odoo18 as the capabilities offered to various persons or collectives within that network. When a user attempts to perform an operation in Odoo, such as adding, changing, deleting, or viewing certain data or modules, they to these privileges.

Read-only, Invoicing Running account books, Bank transactions,Administrator, Bookkeeping Under General settings in Odoo, there is the Users & Companies section. The Users & Companies category displays a list of sub-menus, specifically ‘Users’, ‘Groups’, ‘Companies’ and ‘Oauth.’

users-companies

By the Users option, one can view a complete list By using the ‘Internal User’ filter for instance can list all users including , internal portal and public users.

internal user

Below right concerned’ Productivity, that is the accounting module / sub-component with the access level under ‘Accounting:’ All items up to now have and there will be a list where you can choose from all available Odoo18 accounting module access rights

Accounting

These rights are essential for managing invoices and accounting tasks. By assigning each access right to users, you can review the features associated with each one.

  • Invoicing: This access allows users to handle invoices, payments, and basic invoice reporting.
  • Read-Only: Users having read-only access will be able to see all the accounting data without any changes allowed.
  • Invoicing and Banks: This includes the accounting dashboard, bank management, and follow-up reports, in addition to the ‘Invoicing’ access rights.
  • Bookkeeper: Grants the approver reporting and asset as well as analytical accounting access but excludes right to configuration.
  • Administrator: The administrator has complete access, including configuration rights and the ability to manage accounting data. To verify a user’s access rights, start by creating an internal user and assigning various access rights. This will help you identify all the features and functions available to that user based on their access level.

Go to the users’ section for creating a new internal user or choose an existing one to check their accessibility in the accounting module of Odoo 18. In the Accounting section, you can assign the appropriate access rights for this user. This page will display the user’s name, email ID, and type.

Access Right: Invoicing

Set access rights for user Mitchell Admin from General Settings. When access rights as Invoicing, the user can only create customer invoices and make payments for those invoices.

Login as user ‘marc. Select ‘demo’ and enter the Accounting application. When the accounting application is opened, the first page that will be the invoice page. There is no dashboard view for this user if his access rights to ‘Invoicing.’ There is j
ust one menu for the accounting application: Customer, the and Reporting.

In case the Access right given to the user is Invoicing, the user won’t be able to see the details of the journal item generated when the invoice created. But if Marc Demo invoices, he will not receive the journal item details that correspond to the invoice.

Once the invoice gets created, simply use the Credit note option to manage the refunds, if any. Under normal circumstances, the journal entries will also created automatically. User with invoicing access rights that has access to the credit note doesn’t have access to see the journal item created against that credit note. Credit note option will lead to a popup on click. The next step here is to add the reason that needs to displayed on the credit note, click the “Reverse and Create Invoice” button and click the confirm button to confirm the credit note.

As a result of the user having bounds with Invoicing rights, a journal item tab does not exist. Only the Other Info and Invoice Lines tabs are available, also after confirming the credit note. A user with Invoicing access rights has also sale order invoicing control only which allows the user to create invoices of the sale orders without being able to create sale order journal items.

Then ensure that the journals items are available for this user when creating debit notes for the PO. When a purchase order, if the company receives more products than it ordered, the company must pay more for the quotation.

When you check for the reporting menu, there is any sub-menus only one, invoicing Analysis which will give the basic invoicing reports. After that, created invoices will be accessible from different views like graphical view, pivot view etc.

For example If the access right for that user to ‘Invoicing’, this means that user can create invoices, vendor bills, customer payment etc,. But you cannot change the way the accounting application

Access Right: Read-only

Remove access from the user Marc demo, then sign in as Mitchell admin. Once more go to General settings, and proceed to change the Access rights of user Marc demo to Read only.
Odoo allows access to users of its accounting module to view and interpret information pertaining to financial matters as such users are not allowed to affect them in any way. This type of access is usually granted to employees who are not required to perform transactions or change anything in the system but to view some parts of the application for analysis purposes. After that, one can click on the save icon in order to execute the modifications that in the user’s profile. Now, we will log in as Marc demo to the accounting module, having the access rights read-only, and check the changes that have occurred above.

When read-only access right the first aspect that will is that there is no dashboard view. Also visible for those with read only access are the customer, vendor, Accounting and the reporting menus. The user is able to add a customer and creates a new invoice for the customer but there is no possibility to confirm the invoices or vendor bills in order to create payments. At this stage the invoice will still be in the draft status. The user is unable to make any other modifications on the invoice transfer.

The accounting menu is accessible to users with read-only access.This user has access to all menus in the reporting

Access Right: Invoicing & Banks

Open Mitchell Admin’s profile and modify Marc Demo’s access rights to invoicing & Banks Next, log in as the user Marc demo.

In this case, the dashboard view is allocated to the user who the access right of ‘Invoicing & Banks’. The users who also be able to reconcile the payments, but the configuration menu will not be there. This access right is also positioned well to ensure limited access to the authorized personnel to perform the financial activities within the organization

Access right: Bookkeeper

An individual who is booking has access to billing and payments raising responsibilities which means they can create and receive vendor bills, create invoices, receive customer payments, create general ledger entries and manage bank transactions.

For these responsibilities, it is important to have financial records up to mark along with basic key principles and understanding of bookkeeping

Access Right: Administrator

A high level of access within Odoo18 accounting modules, custom reports, posts and spreadsheets, reconciliations and tasks allows the administrators to manage the entire accounting system and perform a variety of activities.The admins basically have the highest degree of access within Odoo accounting modules n reports as well as posts and spreadsheets.

Mitchell admins put the access rights of Marc demo as administrator and save this then proceed to log in as Marc’s demo and choose the Accounting App.

The administrator has complete oversight of the Odoo Accounting application and to adjust its configuration settings. He may include the chart of accounts, reconciliation models etc. The administrator has the overall responsibility of the accounts and n accounting system of the company. He is able to view all the reports of the company.

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