Odoo Project: Next Steps & Action Plan
Key tasks and responsibilities to move the Odoo project forward, based on the meeting on May 20, 2025.
Stripe Reconciliation & Down Payments
Fix Down Payment Invoices (Include Taxes)
Ensure all new down payment invoices are generated with taxes included. Ticket to be submitted.
Fix Historical Down Payment Invoices
Retroactively add taxes to down payment invoices from May 1, 2025, to present for reconciliation.
Develop Stripe Reconciliation Module
Build a module to automate matching Stripe payments with invoices and accounting for fees.
Engineering: Include Stripe Fees in CSV/Mongo
Follow up on open ticket to include Stripe fees in the data feed from Mongo.
Blake's Team: Correct Down Payment Generation
Ensure down payments generated since May 1, 2025, match Stripe payments (before fees).
Process for "Cashless" Orders Paid by Stripe
Define and implement process: create Odoo down payment (gross amount, correct date) when a cashless order is paid via Stripe.
Refunds Management
Integrate Stripe with Odoo for Refunds
Activate Stripe connection in Odoo to process refunds directly, automating paper trail.
Create Missing Credit Notes (Past Refunds)
Create down payment credit notes in Odoo for past refunds and reconcile. Provide video to Blake/Eileen.
SOP for Manual Refunds (If Needed)
Establish SOP: if Stripe refund is manual, immediately create Odoo down payment credit note.
Tax Management
Investigate TaxJar Integration/Data
Obtain TaxJar login to integrate with Odoo or ensure tax data is in Mongo CSV.
Get AvaTax Access for Odoo
Gain access to AvaTax to handle tax calculations and integration within Odoo.
Checking Account & Bill Management
Complete May Reconciliation
Finalize all reconciliations for May 2025 to establish a correct baseline.
Address Unmatched Mobile Deposits
Investigate and ensure sufficient detail for SVB mobile deposits is available in Odoo.
Update SOP for Bill Due Dates
Ensure Mary Beth correctly enters vendor bill due dates in Odoo; provide guidance for missing due dates.
Freight Club Bill Allocation
Use analytic distribution for Freight Club and similar service bills instead of multiple entries.
Odoo Functionality & Processes
Training on New Odoo Processes
Provide video/training on charging Stripe from Odoo, sending invoices, and receiving payments via Odoo.
Enforce Correct Odoo Usage
Ensure all sales orders have correct revenue and down payment invoices generated in Odoo for payment requests.
Monitor & Reconnect Bank Feeds
Monitor bank feed connections; reconnect if they don't sync automatically after the recent outage.
Reporting & Review
Send Meeting Minutes/Summary
Distribute summary of the May 20th meeting, including tasks and responsibilities.
Set Next Milestone Review
Review progress on all tasks during the next meeting.
Odoo Project: Next Steps & Action Plan
Key tasks and responsibilities to move the Odoo project forward, based on the meeting on May 20, 2025.
Stripe Reconciliation & Down Payments
Fix Down Payment Invoices (Include Taxes)
Ensure all new down payment invoices are generated with taxes included. Ticket to be submitted.
Fix Historical Down Payment Invoices
Retroactively add taxes to down payment invoices from May 1, 2025, to present for reconciliation.
Develop Stripe Reconciliation Module
Build a module to automate matching Stripe payments with invoices and accounting for fees.
Engineering: Include Stripe Fees in CSV/Mongo
Follow up on open ticket to include Stripe fees in the data feed from Mongo.
Blake's Team: Correct Down Payment Generation
Ensure down payments generated since May 1, 2025, match Stripe payments (before fees).
Process for "Cashless" Orders Paid by Stripe
Define and implement process: create Odoo down payment (gross amount, correct date) when a cashless order is paid via Stripe.
Refunds Management
Integrate Stripe with Odoo for Refunds
Activate Stripe connection in Odoo to process refunds directly, automating paper trail.
Create Missing Credit Notes (Past Refunds)
Create down payment credit notes in Odoo for past refunds and reconcile. Provide video to Blake/Eileen.
SOP for Manual Refunds (If Needed)
Establish SOP: if Stripe refund is manual, immediately create Odoo down payment credit note.
Tax Management
Investigate TaxJar Integration/Data
Obtain TaxJar login to integrate with Odoo or ensure tax data is in Mongo CSV.
Get AvaTax Access for Odoo
Gain access to AvaTax to handle tax calculations and integration within Odoo.
Checking Account & Bill Management
Complete May Reconciliation
Finalize all reconciliations for May 2025 to establish a correct baseline.
Address Unmatched Mobile Deposits
Investigate and ensure sufficient detail for SVB mobile deposits is available in Odoo.
Update SOP for Bill Due Dates
Ensure Mary Beth correctly enters vendor bill due dates in Odoo; provide guidance for missing due dates.
Freight Club Bill Allocation
Use analytic distribution for Freight Club and similar service bills instead of multiple entries.
Odoo Functionality & Processes
Training on New Odoo Processes
Provide video/training on charging Stripe from Odoo, sending invoices, and receiving payments via Odoo.
Enforce Correct Odoo Usage
Ensure all sales orders have correct revenue and down payment invoices generated in Odoo for payment requests.
Monitor & Reconnect Bank Feeds
Monitor bank feed connections; reconnect if they don't sync automatically after the recent outage.
Reporting & Review
Send Meeting Minutes/Summary
Distribute summary of the May 20th meeting, including tasks and responsibilities.
Set Next Milestone Review
Review progress on all tasks during the next meeting.