Periodic operational accounting checks for purchases and sales

Quick summary: Use four reports to compare receipts and deliveries with invoices. Review them regularly, preferably weekly, and at least at the end of every month. Resolve each difference or record its reason, owner, and next action date.

When to review

Review the reports during routine operations to catch missing invoices, incorrect links, and receipt or delivery mistakes early. Review more frequently when transaction volumes are high.

At each month-end, review all four reports as of the last day of the month. Repeat the review after entering missing documents. Accounting, purchasing, sales, and inventory coordinate the review; for services, involve the delivery owner as well.

Choose the report

Find the reports under Accounting > Review, in the Purchases and Sales groups.

Report	What an entry means	First check
Bill To Receive	Received quantity exceeds billed quantity.	Is the supplier’s bill missing, incomplete, or linked to the wrong order?
Billed Not Received	Billed quantity exceeds received quantity.	Is the delivery pending, its receipt missing, the link incorrect, or the billed quantity too high?
Invoices To Be Issued	Delivered quantity exceeds invoiced quantity.	Do you need to issue an invoice, complete a partial invoice, or link an existing invoice correctly?
Invoiced Not Delivered	Invoiced quantity exceeds delivered quantity.	Is delivery pending, its record missing, or a credit note required?

The report names describe quantity differences. An entry does not by itself mean a mistake or a late payment. A difference can be justified, for example when invoicing before delivery or billing services monthly by agreement.

For services, “received” or “delivered” refers to recorded service performance rather than a stock movement.

Open Accounting in Odoo

Prepare the review

Select the company being reviewed. If you work with multiple companies, review each separately.
Open a report and choose the review date using the As of calendar button. For September closing, select September 30, 2026. This is a snapshot date, not a date range.
Check active filters. The reports open with For the Last 365 Days enabled. When reviewing a past date, remove it if necessary because it is relative to today. Even without that filter, the reports cover only orders from approximately the year preceding the selected date; review older outstanding orders separately in Purchase or Sales.
Expand the supplier or customer groups. Clicking an entry opens its order.
Gather related invoices, delivery notes, receipt records, service completion evidence, returns, and credit notes. Involve a user with the necessary permissions for corrections.

Handle each entry

Record the order, supplier or customer, product or service, received or delivered quantity, and invoiced quantity. Compare quantities in the same unit of measure.
Establish the facts using supporting documents. Distinguish missing goods from a missing Odoo record, and a missing invoice from an invoice without the correct order link.
Check all partial invoices, partial receipts or deliveries, returns, and credit notes. Only one line or part of a quantity may explain the difference.
Check invoice status. Drafts can also affect invoiced quantities. A Draft invoice is not posted even when the quantity comparison already counts it. Always look for an existing invoice before creating another.
Follow the guide for the specific report: complete missing records using evidence, correct links, process invoices, arrange delivery, or handle credit notes.
Record the finding, related documents, owner, next action, and deadline on the order. Attach the agreement or response when waiting for a supplier or customer.
Reopen the report at the same date, then check today’s position. Establish whether the difference is resolved or remains a justified timing difference.

Complete the month-end review

Every remaining entry needs an explanation and a next action. Prioritize old, recurring, or large differences and disputed transactions.

Give accounting the outstanding differences with quantities, values, dates, and evidence. Accounting decides whether accruals, deferrals, or other closing entries are needed. Before using Create Accrual Entries, check whether the same business event has already been accounted for. Such an entry does not replace an invoice, receipt, delivery, or credit note and does not correct their links.

The review is complete when all four reports have been reviewed, missing documents addressed, and remaining differences explained and assigned. The goal is an accurate, traceable record; justified differences may remain visible.

Example of a month-end timing difference

You receive goods on September 30, 2026, but the supplier issues the bill on October 2, 2026. The Bill To Receive entry as of September 30 is justified. Link the October bill to the correct order and give accounting the evidence of the September receipt. Do not change the bill date simply to remove the September entry.

Limitations to consider

The reports use lines from confirmed orders. They are not a complete review of standalone invoices without order links. Also check unlinked invoices and drafts.
For past dates, the invoice comparison uses the Invoice Date or Bill Date, while goods use the completed movement date. Also check the Accounting Date for closing. Verify the historical position of manually recorded services using completion evidence.
The displayed amount supports the review; it is not a payment instruction or automatically the correct closing entry amount. For purchases, it also depends on whether billing uses ordered or received quantities. Check quantities, agreed prices, taxes, and currency on the documents.
Do not change stock, quantities, or dates just to clear a report. Corrections must reflect actual business events.