1. Opening & Meeting Purpose

Content:

• Confirm accounting project scope
• Align on current finance workflows
• Validate analytic accounting and budget tracking approach
• Review expense and advance clearance process
• Agree project plan, roles, and next steps

2. Project Background & Context

• Existing ALT platform covers operations: sales, inventory, mobile WE/MWE workflows
• Accounting module will connect financial control with these operations
• Objective is to support ALT finance, Geres reporting, budget tracking, and audit readiness

3. Project Objectives

1. Configure Odoo Accounting for ALT operations
2. Link accounting with sales, inventory, expense, and budget flows
3. Enable donor/project/budget reporting through analytic accounting
4. Support training, testing, and controlled go-live

4. Scope of Work

Core Scope

• Chart of Accounts
• Journals
• Taxes
• GL, AR, AP
• Cash and Bank
• Expense and Advance flow
• Budget and analytic accounting
• Financial reports
• Opening balances
• Training and UAT

Controlled Customization

• Custom reports or workflow adjustment only after confirmation

5. Key Scope Clarifications

• No historical transaction migration
• Master data and opening balances only
• Accounting covers ALT and direct WE/MWE relationships
• End customers of WEs/MWEs are handled operationally, not as ALT accounting customers
• Standard Odoo features will be used as much as possible

6. Proposed Accounting Structure

7. Budget & Donor Reporting Flow

Fund Received → Budget Allocation → Expense / Advance → Documents Attached → Report to Geres / Donor

Key points:

• Budget received before usage
• Monthly cash forecast may remain manual initially or be considered later
• Budget vs actual reporting will be system-supported
• Audit documents will be linked where possible

8. Expense & Advance Clearance Flow

1. Advance request
2. Approval
3. Payment / disbursement
4. Expense recording
5. Document attachment
6. Advance clearing
7. Additional payment or refund if difference exists
8. Reporting by budget code / billing code

Decision needed:

• POC user?
• Lite user?
• Portal user?

9. Inventory & Cost of Sales Accounting

• Cost of sale will be recognized when stock is delivered / stock-out occurs
• Inventory reporting is mainly internal
• Discount treatment must be confirmed:
  • Product discount
  • Whole PO discount
  • Discount split between COS and expense if required

10. Reporting Requirements

Break reports into groups:

Standard Financial Reports

• GL
• P&L
• Balance Sheet
• Trial Balance
• SOCIE
• Cash Flow

Management / Donor Reports

• Budget vs Actual
• Budget Code report
• Billing Code / Project report
• Expense document report
• Audit support report

11. Implementation Approach

Use two-phase delivery:

Phase 1 – Core Accounting Setup & Go-Live Readiness

• Basic accounting setup
• Analytic structure
• Expense/advance flow
• Standard reports
• Training, UAT, stabilization

Phase 2 – Enhancements & Custom Reporting

• Advanced reports
• Specific workflow customization
• Improvements after real usage feedback

12. Timeline & Milestones

• Requirement confirmation
• Configuration
• Demo / validation
• Data preparation
• Training
• UAT
• Phase 1 acceptance
• Phase 2 enhancement

“Timeline will be finalized after confirmation of analytic accounting and expense/advance workflow.”

13. Roles & Responsibilities

14. Key Decisions Required

1. Final analytic accounting structure
2. Expense and advance user option
3. Budget control behavior: warning or blocking
4. Report format priorities
5. Cash forecast scope: system or manual
6. Opening balance cut-off date
7. Timeline confirmation

15. Next Steps

• Conduct analytic accounting demo
• Conduct advance/expense clearance demo
• Confirm configuration decisions
• Finalize project timeline
• Prepare project kickoff minutes
• Start accounting configuration