DRKDS Accounting Pro - User Manual

1. Introduction

DRKDS Accounting Pro brings Enterprise-level accounting features to Odoo 19 Community Edition. It extends the base DRKDS Accounting module with advanced capabilities for bank reconciliation, drill-down reports, and financial management.

Key Features

Bank Reconciliation

Import bank statements in multiple formats and reconcile with automated matching rules.

Drill-down Reports

Click on any amount to see underlying transactions with hierarchical navigation.

Advanced Reports

P&L with comparison, Balance Sheet, Cash Flow (Direct & Indirect methods).

Budget Management

Create budgets by account, track actuals vs budget, variance analysis.

Asset Management

Fixed asset register with depreciation schedules and disposal tracking.

Recurring Entries

Automate periodic journal entries for rent, depreciation, accruals.

This module requires DRKDS Accounting (base module) to be installed first.

2. Installation

Prerequisites

Odoo 19 Community Edition
DRKDS Accounting module (must be installed first)
Analytic Accounting module

Installation Steps

Ensure DRKDS Accounting base module is installed
Copy drkds_accounting_pro folder to addons directory
Update Apps List in Odoo
Search for "DRKDS Accounting Pro" and Install
Configure settings as needed

3. Configuration

Module Settings

Go to Accounting > Configuration > Settings to configure Pro features:

Setting	Description
Enable Bank Reconciliation	Activate bank statement import and reconciliation features
Auto-matching Rules	Enable automated transaction matching
Budget Alerts	Enable notifications when budget thresholds are exceeded
Asset Depreciation	Auto-generate depreciation entries monthly
Period Lock Level	Control who can post in locked periods

4. Bank Reconciliation

Overview

Bank reconciliation matches your bank statement transactions with entries in Odoo, ensuring your books match your actual bank balance.

Reconciliation Process

Import Statement: Upload your bank statement file
Auto-Match: System automatically matches transactions
Manual Match: Review and match remaining items
Create Entries: Create journal entries for unmatched items
Validate: Confirm the reconciliation

Reconciliation Interface

The reconciliation screen shows:

Left Panel: Bank statement lines (imported)
Right Panel: Open journal items (from Odoo)
Match Suggestions: AI-powered matching recommendations
Running Balance: Real-time reconciliation status

Partial Reconciliation: Match a single statement line against multiple journal entries, or vice versa.

5. Bank Statement Import

Supported Formats

Format	Extension	Description
CSV	.csv	Comma-separated values (configurable columns)
OFX	.ofx	Open Financial Exchange (US banks)
QIF	.qif	Quicken Interchange Format
CAMT	.xml	ISO 20022 format (European banks)

Importing a Statement

Go to Accounting > Bank > Import Statement
Select the Bank Journal
Choose the File Format
Upload the statement file
Map columns (for CSV) or confirm import
Review imported transactions

CSV Column Mapping

For CSV imports, map your file columns to:

Date
Description/Reference
Debit Amount (or combined Amount)
Credit Amount
Balance (optional)
Partner Reference (optional)

6. Auto-Matching Rules

How Matching Works

The system uses configurable rules to automatically match statement lines with journal entries:

Matching Criteria

Criteria	Weight	Description
Exact Amount	High	Statement and journal entry amounts match exactly
Reference Match	High	Invoice/payment reference found in description
Partner Match	Medium	Partner name found in description
Date Proximity	Low	Entries close to statement date

Creating Custom Rules

Go to Accounting > Configuration > Matching Rules
Create new rule
Define conditions (text contains, amount range, etc.)
Set actions (match to account, create partner, etc.)
Set priority order

Custom rules allow automatic categorization of recurring transactions like utilities, subscriptions, and payroll.

7. Drill-down Reports

Interactive Reporting

All financial reports support drill-down functionality:

Drill-down Features

Click any amount to see underlying transactions
Expand accounts to see sub-accounts
Filter on-the-fly by date, journal, partner
Navigate hierarchy up and down the chart of accounts

Navigation

Open any financial report (Trial Balance, P&L, etc.)
Click on an amount cell
View journal entries that make up that amount
Click on journal entry to open full details
Use breadcrumbs to navigate back

Export Options

Excel: Full report with drill-down data
PDF: Formatted report for printing
CSV: Raw data for analysis

8. Profit & Loss Statement

Report Features

Period selection (month, quarter, year, custom)
Comparison with previous period or same period last year
Variance analysis (amount and percentage)
Multi-company consolidation
Analytic account filtering

Report Structure

Section	Accounts Included
Revenue	Income accounts (4xxx)
Cost of Goods Sold	Direct cost accounts (5xxx)
Gross Profit	Revenue - COGS
Operating Expenses	Expense accounts (6xxx)
Operating Income	Gross Profit - Operating Expenses
Other Income/Expense	Non-operating items (7xxx)
Net Income	Final profit/loss

Generating P&L

Go to Accounting > Reports > Profit & Loss
Select date range
Enable comparison if needed
Select comparison period
Click Generate
Drill down on any amount for details

9. Balance Sheet

Report Structure

Section	Accounts Included
Current Assets	Cash, Receivables, Inventory
Non-Current Assets	Fixed Assets, Investments
Total Assets	Sum of all assets
Current Liabilities	Payables, Short-term debt
Non-Current Liabilities	Long-term debt
Equity	Capital, Retained Earnings
Total Liabilities & Equity	Must equal Total Assets

Features

As-of date reporting
Comparison with previous period
Unallocated earnings included in equity
Multi-currency support

10. Cash Flow Statement

Methods Supported

Direct Method

Shows actual cash receipts and payments:

Cash from customers
Cash paid to suppliers
Cash paid to employees
Other operating cash flows

Indirect Method

Starts with net income and adjusts for non-cash items:

Net Income
+ Depreciation
+/- Changes in working capital
= Cash from Operations

Cash Flow Categories

Category	Examples
Operating Activities	Sales receipts, supplier payments, salaries
Investing Activities	Asset purchases/sales, investments
Financing Activities	Loans, dividends, share capital

11. Budget Management

Creating a Budget

Go to Accounting > Budgets > Create
Enter budget name and period
Add budget lines for each account
Enter planned amounts (monthly/quarterly)
Save and activate budget

Budget Features

Account-level budgets: Set budget per GL account
Analytic budgets: Budget by cost center/project
Period distribution: Monthly, quarterly, or custom
Revision tracking: Track budget revisions

Budget vs Actual Report

Column	Description
Account	Budget account name
Budget	Planned amount
Actual	Actual spent/received
Variance	Budget - Actual
% Used	Percentage of budget consumed

Budget Alerts: Configure thresholds to receive notifications when budget usage exceeds defined percentages (e.g., 80%, 100%).

12. Asset Management

Fixed Asset Lifecycle

Acquisition: Record asset purchase
Depreciation: Monthly/yearly depreciation entries
Revaluation: Adjust asset value if needed
Disposal: Sell or write-off asset

Depreciation Methods

Method	Description
Straight Line	Equal amount each period
Declining Balance	Percentage of remaining value
Sum of Years' Digits	Accelerated depreciation
Units of Production	Based on usage

Creating an Asset

Go to Accounting > Assets > Create
Enter asset name and category
Set acquisition date and cost
Configure depreciation method and useful life
Confirm to start depreciation schedule

Asset Reports

Asset Register - All assets with current values
Depreciation Schedule - Planned depreciation
Asset Movement - Additions, disposals, transfers

13. Recurring Journal Entries

Use Cases

Monthly rent expense
Depreciation entries
Accruals and prepayments
Loan interest payments
Subscription expenses

Creating Recurring Entry

Go to Accounting > Configuration > Recurring Entries
Create new template
Define journal entry lines
Set recurrence pattern (daily, weekly, monthly, etc.)
Set start date and end date (optional)
Activate the template

Recurrence Options

Frequency	Example Use
Daily	Interest accrual
Weekly	Weekly payroll
Monthly	Rent, depreciation
Quarterly	Insurance premium
Yearly	Annual fees

Auto-Post: Enable auto-posting to have entries created and posted automatically by scheduled action.

14. Period Lock

Lock Types

Lock Type	Description
Lock Date for Users	Regular users cannot post before this date
Lock Date for All Users	Even managers cannot post before this date
Tax Lock Date	Tax-affecting entries locked before this date

Setting Lock Dates

Go to Accounting > Configuration > Period Lock
Select the company
Set appropriate lock dates
Save changes

Important: Once periods are locked, they cannot be unlocked without administrator access. Use with caution.

15. Pro vs Base Comparison

Feature	Base (Free)	Pro
Trial Balance	✔	✔
General Ledger	✔	✔
Partner Ledger	✔	✔
Aged Balance	✔	✔
Day Book / Cash Book	✔	✔
Drill-down on Reports	✘	✔
P&L with Comparison	✘	✔
Balance Sheet	✘	✔
Cash Flow Statement	✘	✔
Bank Reconciliation	✘	✔
Statement Import	✘	✔
Auto-Matching Rules	✘	✔
Budget Management	✘	✔
Asset Management	✘	✔
Recurring Entries	✘	✔
Period Lock	✘	✔
Currency Revaluation	✘	✔
Fiscal Year Closing	✘	✔

16. Frequently Asked Questions

Q: Can I use Pro without the base DRKDS Accounting module?

A: No, DRKDS Accounting Pro extends the base module. You must install DRKDS Accounting first.

Q: How do I import statements from Indian banks?

A: Most Indian banks provide CSV downloads. Use the CSV import with column mapping for your bank's format. Save the mapping for future imports.

Q: Can I have multiple budgets for the same period?

A: Yes, you can create multiple budget versions (e.g., Conservative, Optimistic) and compare them.

Q: How does drill-down work with consolidated companies?

A: In consolidated reports, drill-down shows transactions from all selected companies with company identification.

Q: What happens to pending depreciation when I dispose an asset?

A: The system calculates depreciation up to disposal date and books any gain/loss on disposal.

Q: Can I change a recurring entry after it's created?

A: Yes, you can modify the template. Future entries will use the updated template. Past entries are not affected.