Track uncleared cheques

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Track uncleared cheques within SmartERP.

This guide is for Treasury Officers and Auditors reviewing uncleared banking transactions.

{screenshot:track-uncleared-cheques-overview-dashboard}

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.

{screenshot:track-uncleared-cheques-app-switcher-navigation}

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.

{screenshot:track-uncleared-cheques-record-creation-form}

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.

{screenshot:track-uncleared-cheques-transaction-processing-state}

Open the Uncleared Cheques Register#

1. Open Accounting → Vendors → Payments.
2. In the search filter, select Payment Delivery Type: CPV and Status: Uncleared / Outstanding.
3. The list shows all physical cheques issued that have not yet cleared on imported bank statements.

The Bank Reconciliation Statement equation#

SmartERP computes the monthly Bank Reconciliation Statement automatically:

$$\text{Balance per Bank Statement} + \text{Deposits in Transit} - \text{Outstanding Unpresented Cheques} = \text{Balance per General Ledger}$$

Handling stale and cancelled cheques#

Under Ethiopian commercial practice, cheques not presented within 6 months become legally stale:

1. Locate the stale cheque in the payments list.
2. Press Cancel Cheque & Reopen Bill.
3. Enter the cancellation reason: e.g. Cheque expired / unpresented after 180 days.
4. The system posts a reversing journal entry crediting Accounts Payable and debiting the Bank Account.
5. Reissue a replacement CPV if the commercial debt remains valid.

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 budgets: Manage budget envelopes.
• Financial reporting: Financial dashboards and reporting.