Understanding Default User Groups in Odoo's Accounting Module.

​What is a User in Odoo?

In Odoo, a user is an individual who interacts with the system, typically employees, managers, or other stakeholders who require access to Odoo’s applications. Each user has a unique login, and their activities and access can be controlled and monitored. 

Odoo provides a flexible method for handling security and user access. Users can be assigned to multiple groups, and groups can be inherited to easily manage complex Odoo security and access restrictions.

​What is a Group in Odoo?

A group in Odoo is a way to categorise and manage users based on their roles or responsibilities within a company. Think of it as creating different teams or departments within your organisation. 

For instance, in a medium-sized company with departments like Sales, Marketing, and Accounting, each department’s employees need access to specific tools and data related to their job functions. You can create user groups in Odoo, such as "Sales Team," "Marketing Team," and "Accounting Team" to streamline access management.

​What are Odoo's Access 
Rights?

Odoo access rights are the first level of permissions that define a user’s access to a particular object. These global rights are set per document type or model. For example, you can specify that users in the accounting group have read, write, create, and delete access to records in the chart of accounts. Access rights ensure that users only have access to the information and functions necessary for their roles.

​Navigating to User Permissions

To begin with, let's navigate to the user permissions settings:

1. From the main home screen in Odoo, go to Settings.

2. Under Users & Companies, select Users.

3. Here, you can add new users and assign them different permission levels.

Each module activated in Odoo, including the Accounting module, offers various access rights for different users

​Key User Groups in the 
Accounting Module

Once the Accounting module is activated, you will find two primary sections for user groups:

1.  Bank User Groups.
2. Accounting User Groups.

Bank User Groups.​

Bank user groups determine who can enter and validate bank details for contacts. This is particularly important in regions like Australia, where Odoo can generate ABA (Australian Banking Association) files for batch payments. Only authorised users should be able to modify bank details to prevent fraudulent activities.

Accounting User Groups.​

The Accounting module provides four default user groups:

1.  Billing.

2. Read-Only.

3. Bookkeeper.

4. Accountant. 

Let's delve into the permissions for each group:

1. Billing: 

Users in the Billing group can handle customer invoices and vendor bills. They can:

• Create and send customer invoices.
• Process vendor bills.
• Manage Credit Notes & Refunds.
• Register payments.
• Send Followup Reports.
• View certain reports such as Invoice Analysis & Analytic Reporting.

This group is ideal for users responsible for day-to-day billing activities but who do not need access to more sensitive financial information.

2. Read-Only: 

The Read-Only group is designed for users who need to view accounting information without making any changes. They can:

• View financial data/Accounting Records
• Generate reports.

This group is perfect for auditors or managers who need to review financial data without altering it.

 3. Bookkeeper:

Bookkeepers have broader access than billing users but less than accountants. 
They can:

• Perform all billing tasks.
• Reconcile bank statements.
• Manage expenses.
• Manage Journal Entries.
• Manage Fixed Assets.
• Generate certain Financial Reports.
• Prepare and View Tax Reports.

Bookkeepers play a critical role in maintaining accurate financial records and ensuring all transactions are properly recorded.

 4. Accountant:

The Accountant group has the highest level of access in the accounting module. Users in this group can:

• Perform all tasks available to bookkeepers.
• Access and modify the chart of accounts.
• Close periods and manage fiscal years.
• Generate and submit statutory reports.
• Other Accounting Configuration Settings such as Tax settings, fiscal positions and analytic distribution models.

Accountants are responsible for the overall financial health of the business and ensuring compliance with accounting standards.

​Customising User Groups

While Odoo provides these default user groups, you have the flexibility to customise user permissions to fit your organisation’s specific needs. Administrators can create new user groups or modify existing ones (after enabling developer mode) to ensure that each user has the appropriate level of access.

To customise user groups:

1. Go to Settings.
2. Under Users & Companies, select Groups.
3. Create a new group or modify an existing one by adjusting the access rights.
   

​Conclusion

Understanding and managing user permissions in Odoo’s Accounting module is essential for maintaining data integrity and security. By assigning the appropriate user groups, you can ensure that your team members have the access they need to perform their roles effectively while protecting sensitive financial information.

Stay tuned for more detailed tutorials and tips on leveraging Odoo for your business needs.