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            Set up Odoo integration


            Overview


            Preparation


            Connection


            Configuration


            Export an expense

            Overview

            The integration supports all Odoo hosting options and Odoo versions 16 & 17


            Key features of the integration

            • Expenses (including receipts and other attachments) from Pleo are automatically exported to Odoo
            • The exported expenses can be recorded as: 
              • Journal entries or vendor bills
              • In draft status or automatically posted
            • Analytics Plans from Odoo are synchronised with Pleo Tag Groups
            • Taxes from Odoo are synchronised and will always be up-to-date in Pleo


            Before you get started
            In Odoo, you need to have the right user permissions to generate an API key and connect the integration


            1. In Odoo, go to Settings
            2. Click on General Settings
            3. Access Manage Users
            4. Select your user
            5. Ensure that the following configurations are in place: 
              • In the Allowed Companies field, ensure that you are assigned to all companies. If you are not assigned to an Odoo company you wish to integrate with Pleo, ensure to have them assigned.
              • In the Accounting field, your user must be assigned to the Accountant or Advisor group. This role is necessary for managing accounting data such as journal entries, vendor bills, accounts, and analytic accounts.
              • In the Administration field, your user must be assigned to the Settings group in order to access advanced configuration options, including API key management.


            Good to know:

            • If you do not have the required user permissions, you need to add them or request your Odoo admin to add them to your account. Or ask your Odoo admin to generate the API Key for you, so you can proceed with the setup yourself
            • The Odoo admin is also required to have the user permissions mentioned above


            Preparation

            Generate API Key 

            1. In Odoo, click on your profile in the top right corner
            2. Select My Profile
            3. Click on Account Security
            4. Within API keys, click New API key
            5. Enter your password and confirm
            6. Enter a key name
            7. Click Generate key
            8. Copy and save the API key


            Install the employees module

            If you already see Employees in your module overview, you don't need to install the module again
            1. In Odoo, click Apps in the module overview
            2. Search for Employees
            3. Click Install
            4. Follow the on-screen instructions


            Create GL accounts in Odoo

            1. In Odoo, go to Accounting
            2. Under Configuration, select Accounts
            3. Click New to create an account
            4. Create the following accounts:
              • Pleo Wallet account - with any type. This account represents your Pleo Wallet and is the source of money for your Pleo expenses
              • Pleo out-of-pocket account - with any type. This account is used to track the out-of-pocket expenses made by your employees
              • Pleo contra account for external reimbursements - with any type. This account is used to track reimbursements made outside of Pleo
              • Accounts Payable account - with type Payable. This account will be used for all expenses recorded as vendor bills in Odoo to track vendor liability


            Create journals in Odoo

            1. In Odoo, go to Accounting
            2. Under Configuration, select Journals
            3. Click New to add a journal
            4. Create the following journals:
              • Journal for Pleo card expenses - with type Miscellaneous
              • Vendor bills - with type Purchase and map the Accounts Payable account you created in the previous step as a Default Expense Account


            Connection

            1. In Pleo, navigate to Settings
            2. Click Accounting
            3. Search for Odoo
            4. Select the Odoo integration and click Continue
            5. Authorise the integration and choose the Pleo entity you are connecting to
            6. Add the following details:
              • Instance location: Open your Odoo account in a new tab, copy its URL, and enter it here - the URL should start with https and end with .com (e.g. https://pleo-integration.odoo.com)
              • Database: Enter the domain name (to find the database name, see below how to do it)
              • Username: Enter the email address of the user that generated the API Key (step 1)
              • API Key: Enter the saved API Key generated (step 1)
              • Click Check
            7. Select a company you'd like to connect to in Odoo
            8. Click Connect

            Find the Odoo database name

            There are several ways to find the name of your Odoo database.


            Using the "My Databases" section
            1. In the top-right corner, click on the user icon
            2. Select My Databases
            3. The database name can be found on the newly opened page:
              Note: If you did not have My Databases in the dropdown, follow the next steps. 

            Activating Developer Mode
            1. Navigate to Settings
            2. Click on General Settings
            3. On Developer Tools, click Activate the developer mode

            Once activated, the database name will appear below the user icon:


            Note: If activating the developer mode also didn't help, follow the next steps. 


            Using Inspect Element
            1. Right-click on an empty area of any page on Odoo
            2. Select Inspect or Inspect Element
            3. Press Ctrl + F (or Command + F on Mac)
            4. Search for the keyword db
            5. In the HTML source code, you can find the database name - it will be a word in quotes after db.
            6. Copy and paste the database name into the integration configuration (db17 in our screenshot situation)


            Configuration


            Accounting Mapping

            If you would like card expenses and/or out-of-pocket expenses to be recorded as vendor bills, switch the Bookkeeping mode toggle. Map the journals and accounts created in Odoo (step 1).

            Tags

            If you would like your Analytical Plans to be synchronised with your Pleo tag groups:


            Good to know:

            • Change how often the integration will be automatically syncing Analytic Plans with Pleo, by updating the Tags Sync Rate
            • You can synchronise up to 5 Analytics plans with Pleo


            Taxes

            If you would like your Taxes to be synchronised to your Pleo integration, switch the toggle to Turn Tax sync on.

            1. Switch the toggle to Turn Tags sync on
            2. Select an Analytics Plan (using a dropdown on the left)
            3. Select an existing or create a new Pleo Tag Group (in the dropdown on the right)
            4. Repeat the process if you wish to sync more Analytics Plans (you can sync up to 5 with Pleo)
            5. Click Sync now


            Good to know: Change how often the integration will be automatically syncing Analytic Plans with Pleo, by updating the Tags Sync Rate


            Export

            • Export queue sync: Set how often the integration will be checking for expenses added to the export queue (5 minutes is recommended)

            • Ignore Pleo Wallet Top-Ups: If enabled, wallet transfers will not be recorded into your Odoo; if disabled, they will be recorded as journal entries

            • Odoo Export receipts: If enabled, receipts and other attachments will be exported to
            • Odoo Export in draft status: If enabled, expenses will be exported to Odoo in draft status instead of being posted
               

            Categories

            1. In Pleo, go to Settings 

            2. Click Accounting 
            3. Select Categories 
            4. Create categories
            5. For every category
              • Add the GL account numbers 
              • Choose a tax code from the dropdown


            Good to know:

            • When adding a category in Pleo, enter only the Odoo account code (e.g., 0005) in the Account field - do not include the account name
            • If you want to update configurations, go to Accounting Settings in Pleo and click Set accounting settings on Odoo


            Export an expense

            After setting up the integration, it's important to export an expense to see if the integration is configured correctly.


            Good to know: If you want to disconnect the integration:

            1. In Pleo, go to Accounting Settings
            2. Open Connection page
            3. Click Disconnect


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