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Odoo Project: Next Steps

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)

Assigned: Hassan/Sam
Target: By May 22-23, 2025
Status: To Do

Ensure all new down payment invoices are generated with taxes included. Ticket to be submitted.

Fix Historical Down Payment Invoices

Assigned: Hassan/Sam
Status: To Do

Retroactively add taxes to down payment invoices from May 1, 2025, to present for reconciliation.

Develop Stripe Reconciliation Module

Assigned: Hassan/Sam
Status: In Progress

Build a module to automate matching Stripe payments with invoices and accounting for fees.

Engineering: Include Stripe Fees in CSV/Mongo

Assigned: Ben Cave (to follow up with Eng.)
Status: Blocked

Follow up on open ticket to include Stripe fees in the data feed from Mongo.

Blake's Team: Correct Down Payment Generation

Assigned: Blake's Team
Status: To Do

Ensure down payments generated since May 1, 2025, match Stripe payments (before fees).

Process for "Cashless" Orders Paid by Stripe

Assigned: Payton/Team
Status: To Do

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

Assigned: Hassan (Eoin to provide credentials)
Target: Post-meeting (May 20/21)
Status: In Progress

Activate Stripe connection in Odoo to process refunds directly, automating paper trail.

Create Missing Credit Notes (Past Refunds)

Assigned: Hassan
Status: To Do

Create down payment credit notes in Odoo for past refunds and reconcile. Provide video to Blake/Eileen.

SOP for Manual Refunds (If Needed)

Assigned: Team
Status: To Do

Establish SOP: if Stripe refund is manual, immediately create Odoo down payment credit note.

Tax Management

Investigate TaxJar Integration/Data

Assigned: Hassan (Ben/Owen for login)
Status: Blocked

Obtain TaxJar login to integrate with Odoo or ensure tax data is in Mongo CSV.

Get AvaTax Access for Odoo

Assigned: Hassan
Status: To Do

Gain access to AvaTax to handle tax calculations and integration within Odoo.

Checking Account & Bill Management

Complete May Reconciliation

Assigned: Hassan (Stripe), Ben & Ailin (Checking)
Status: In Progress

Finalize all reconciliations for May 2025 to establish a correct baseline.

Address Unmatched Mobile Deposits

Assigned: Eoin/Ben
Status: To Do

Investigate and ensure sufficient detail for SVB mobile deposits is available in Odoo.

Update SOP for Bill Due Dates

Assigned: Ben (to update SOP for Mary Beth)
Status: To Do

Ensure Mary Beth correctly enters vendor bill due dates in Odoo; provide guidance for missing due dates.

Freight Club Bill Allocation

Assigned: Ben/Team
Status: To Do

Use analytic distribution for Freight Club and similar service bills instead of multiple entries.

Odoo Functionality & Processes

Training on New Odoo Processes

Assigned: Hassan
Status: To Do

Provide video/training on charging Stripe from Odoo, sending invoices, and receiving payments via Odoo.

Enforce Correct Odoo Usage

Assigned: All Teams
Status: To Do

Ensure all sales orders have correct revenue and down payment invoices generated in Odoo for payment requests.

Monitor & Reconnect Bank Feeds

Assigned: Ben
Target: Ongoing / As needed
Status: To Do

Monitor bank feed connections; reconnect if they don't sync automatically after the recent outage.

Reporting & Review

Send Meeting Minutes/Summary

Assigned: Hassan
Completed: May 21, 2025
Status: Done

Distribute summary of the May 20th meeting, including tasks and responsibilities.

Set Next Milestone Review

Assigned: All
Target: May 27, 2025
Status: To Do

Review progress on all tasks during the next meeting.

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Last Updated: May 21, 2025