Hello everyone, I would like to ask for your help in implementing a cash advance sort of system where an employee can request via approvals module a cash advance. Then when it gets approved it will generate a journal entry and/or a bill for the accounting department.
I tried automation in odoo studio but no journal entry is being created and bills is also not created.
I hope someone can help. Thank you!
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Hi,
If you're looking to manage approvals without heavy customization, we’ve built a Dynamic Approval Engine that works across any model — no coding required.
You can configure:
Multi-level approvals
Conditional approval rules (amount, user role, etc.)
Approval flows for Sales, Purchase, Invoice or any custom model
It’s designed to be flexible and save a lot of development time.
You can check it here: https://apps.odoo.com/apps/modules/19.0/skit_approval_engine
Happy to share a quick demo if needed 👍
Hi,
To implement a cash-advance workflow in Odoo, the idea is to extend the Approvals module so that it can communicate with the Accounting module. The process begins by creating a dedicated Approval Category specifically for cash-advance requests. This category defines the structure of the request, including fields for the employee, the requested amount, and the purpose of the advance. Once this category is in place, employees submit their cash-advance requests through the standard approval.request model.
When the request reaches approval, you then override the action_approve() method of the approval request. Inside this method, you can add custom logic to automatically generate an accounting journal entry that reflects the cash advance granted to the employee. This ensures that the accounting team does not have to manually create any entries; everything is generated automatically once the manager approves the request. This complete workflow allows you to manage cash advances smoothly and consistently within Odoo.
Try the following steps.
1- Create an Approval Type
* This defines a new approval category called “Cash Advance Request”.
data/approval_category_data.xml
<?xml version="1.0" encoding="UTF-8"?>
<odoo>
<record id="approval_category_cash_advance" model="approval.category">
<field name="name">Cash Advance Request</field>
<field name="description">Approval workflow used to request employee cash advances.</field>
<field name="requires_approver">True</field>
<field name="has_amount">True</field>
<field name="approver_ids" eval="[(0,0,{'user_id': ref('base.user_admin')})]"/>
</record>
</odoo>
2- Extend Approval Request to Add Cash Advance Fields
* You may want to store fields such as:
- employee requesting the advance
- amount requested
- purpose
- journal entry created
models/cash_advance_request.py
from odoo import models, fields, api
from odoo.exceptions import UserError
class ApprovalRequest(models.Model):
_inherit = "approval.request"
cash_advance_amount = fields.Monetary(
string="Cash Advance Amount",
currency_field="currency_id",
)
currency_id = fields.Many2one(
"res.currency",
default=lambda self: self.env.company.currency_id.id,
)
journal_entry_id = fields.Many2one(
"account.move",
string="Journal Entry",
readonly=True,
)
def _is_cash_advance(self):
"""Check if the request belongs to our custom category"""
return self.category_id == self.env.ref(
"cash_advance.approval_category_cash_advance"
)
3- Override action_approve() to Create a Journal Entry
* When a Cash Advance Request is approved:
- Create a journal entry
- Debit → Employee Receivable
- Credit → Cash/Bank
- Link the JE back to the request
models/cash_advance_request.py (continued)
def action_approve(self):
"""Extend the approval workflow to create a journal entry."""
res = super().action_approve()
for request in self:
if not request._is_cash_advance():
continue
if request.journal_entry_id:
continue # Avoid duplicates
employee = request.request_owner_id.employee_id
if not employee:
raise UserError("No employee linked to the requester.")
amount = request.cash_advance_amount
if amount <= 0:
raise UserError("Cash advance amount must be greater than zero.")
# Journal with type 'cash' or 'bank'
journal = self.env['account.journal'].search(
[('type', 'in', ['cash', 'bank'])],
limit=1
)
if not journal:
raise UserError("Please configure a Cash or Bank Journal.")
# Use employee’s receivable account
receivable_account = employee.address_home_id.property_account_receivable_id
if not receivable_account:
raise UserError("Employee has no receivable account configured.")
# Construct the journal entry
move_vals = {
'move_type': 'entry',
'journal_id': journal.id,
'ref': f"Cash Advance - {employee.name}",
'line_ids': [
# Debit employee receivable
(0, 0, {
'name': "Cash Advance to Employee",
'account_id': receivable_account.id,
'debit': amount,
}),
# Credit cash/bank
(0, 0, {
'name': "Cash Advance Disbursement",
'account_id': journal.default_account_id.id,
'credit': amount,
}),
]
}
move = self.env["account.move"].create(move_vals)
move.action_post()
# Link JE to request
request.journal_entry_id = move.id
return res
Hope it helps
1. Create the Approval Type
Go to Approvals → Configuration → Approval Types → Create
Name: Cash Advance Request
Add fields: Employee, Amount, Purpose
Set approvers (Manager / Finance)
2. Create an Automated Action
Go to:
Settings → Technical → Automation → Automated Actions → Create
Set:
Model: Approvals Request
Trigger: On Update
Condition: state == 'approved'
Action: Execute Python Code
3. Paste This Code (for Journal Entry)
employee = record.employee_id
amount = record.amount or 0.0
journal = env['account.journal'].search([('type', '=', 'cash')], limit=1)
advance_account = env['account.account'].search([('code', '=', '141000')], limit=1)
cash_account = env['account.account'].search([('code', '=', '100000')], limit=1)
move_vals = {
'journal_id': journal.id,
'ref': f"Cash Advance - {employee.name}",
'line_ids': [
(0, 0, {'account_id': advance_account.id, 'name': 'Advance', 'debit': amount}),
(0, 0, {'account_id': cash_account.id, 'name': 'Cash Out', 'credit': amount}),
]
}
move = env['account.move'].create(move_vals)
move.action_post()
4. Test
Submit a cash advance request
Approve it
Check Accounting → Journal Entries
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Hello, Thank you for this. But this is where I get blocked by the problem, nothing is created in the journal entries even though I followed your instructions.
I hope you can help me further, Thank you!