Post journal voucher

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Post journal voucher within SmartERP.

This guide is for Senior Accountants and Chief Accountants recording non-cash transactions and adjustment entries.

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2. Prerequisites & Security Access Groups#

• Required Modules: account, smarterp_finance, smarterp_ethiopian_payroll
• Security Groups:
  • Show Full Accounting Features (Technical ID: account.group_account_user)
  • Billing Administrator / Financial Controller (Technical ID: account.group_account_manager)
  • Chief Financial Officer / Auditor (Technical ID: account.group_account_readonly)
• Master Data Dependencies: Chart of accounts, statutory tax definitions (VAT 15%, WHT 2%/30%), payment terms, and open fiscal periods for Company 1 (Ashewa Technology Solutions S.C.).

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Accounting app icon.
4. From the top navigation bar, open Accounting → Customers / Vendors / Accounting / Configuration.

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Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Name / Reference (Mandatory): Unique identifier or auto-generated voucher sequence number
   • Accounting Date (Mandatory): Effective posting date falling within an open fiscal period
   • Journal (Mandatory): Designated financial journal (Cash, Bank, Customer Invoices, Vendor Bills, Miscellaneous)
   • Partner / Entity (Mandatory): Registered customer, vendor, or employee partner record (res.partner)
3. Configure optional operational parameters and localized tags as required:
   • Analytic Distribution (Optional): Cost center or project allocation percentage
   • Tax Treatment (Optional): Statutory withholding tax or VAT exemption certificate
   • Payment Reference (Optional): Commercial bank transaction reference or cheque number
4. Click the Save icon in the control bar to commit the record.

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Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Draft → In Payment / Confirmed → Posted / Reconciled).
• Ledger & System Impact: Generates immutable double-entry journal items (account.move.line) updating general ledger balances, trial balance, and statutory tax registers.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

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Create a new Journal Voucher (JV)#

1. Open Accounting → Accounting → Journal Entries and press New.
2. In Journal, select Miscellaneous Operations or General Operations.
3. In Date, select the effective accounting date.
4. In Reference, enter the voucher identifier: e.g. JV/2026/00084 - Monthly Rent Amortization.
5. Under Journal Items, press Add a line to enter the debit:
   • Account: 630100 - Rent Expense
   • Partner: select Landlord partner.
   • Debit: 45,000.00
   • Credit: 0.00
6. Press Add a line to enter the credit:
   • Account: 130100 - Prepaid Rent Asset
   • Debit: 0.00
   • Credit: 45,000.00
7. Check the bottom total bar: Total Debits must equal Total Credits.
8. Press Post.

Reverse or amend a Journal Voucher#

Posted journal vouchers cannot be edited. If an error is detected:

1. Open the posted journal entry.
2. Press Reverse Entry.
3. Choose the Reversal Date and enter a reason.
4. Press Reverse. The system posts a mirror entry negating the original debit and credit lines.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Account: Automatic reconciliation (account.ir_cron_auto_reconcile): Runs nightly to match open ledger transactions
  • Asset: Compute depreciation lines (account_asset.ir_cron_compute_depreciation): Runs monthly on the 30th to compute fixed asset depreciation schedules
  • Tax: Generate VAT and WHT schedules (smarterp_finance.ir_cron_tax_schedules): Runs monthly to prepare MOR tax return summaries
• Custom Print Templates & Reports:
  • Official Cash Receipt Voucher (CRV)
  • Bank Payment Voucher (BPV) & Cheque Payment Voucher (CPV)
  • Withholding Tax Certificate (Form 3.4)
  • General Ledger & Trial Balance Audit Schedules
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#

Next#

• Manage petty cash: Set up petty cash fund.
• Execute month-end closing: Execute month-end closing.