Odoo 19 Setup | AlShayeb Partners Blueprint

Quick Launch Checklist

1

Provision Environments

Set up DEV/TEST/STAGE/PROD with identical addons and configs; enable automated backups + audit logs

2

Create Database

One Odoo 19 database with multi-company (Bethlehem HQ, Ramallah, Jerusalem, Amman, Egypt)

3

Configure Accounting

Apply IFRS/NGO-ready Chart of Accounts, taxes, and currencies (ILS, JOD, EGP, USD); enable multi-currency

4

Security & SOD

Lock down security with branch-aware access groups and record rules; implement segregation of duties

5

Base Settings

Configure languages, time zones, sequences, email, document storage, chatter, and attachments

6

Intercompany Features

Turn on reciprocal partners, automated journals, and elimination accounts for intercompany transactions

7

Seed Master Data

Load templates for partners, products/services, COA segments, cost centers, and projects

A. Environments (Identical Topology)

Option A: Odoo.sh (Recommended)

Default Choice

Pros:

Faster CI/CD pipeline
Automated backups
One-click staging environments
Lower operational burden

Cons:

Less infrastructure control
Dependency on Odoo SaaS

Option B: Self-Hosted Docker/K8s

Alternative

Pros:

Full infrastructure control
On-premise data options
Network-level control
Hybrid cloud capabilities

Cons:

Requires DevOps expertise
Higher maintenance overhead

Environment Configuration

Environment	Purpose	Access	Data
DEV	Feature development and testing	Developer access only	Dummy/synthetic data
TEST	Integrated module testing	QA team + developers	Nightly refresh from STAGE
STAGE (UAT)	User acceptance testing	Business users only	Production-like data (sanitized)
PROD	Live operations	Restricted; authorized users only	Real operational data

Foundational Operations

Backup Policy: Automated daily full backups (retain 35 days) + hourly diffs (retain 72h); encrypt at rest

Audit Logging: Enable server logs + audit logs (sudo/user actions, model create/write/unlink, login events)
CI/CD Pipeline: PR → run tests (lint, unit, data-load smoke) → build → deploy to TEST → manual promote to STAGE/PROD
Version Control: All custom modules + data templates in git monorepo

B. Database Creation (Single DB, Multi-Company)

Database Configuration

Database Name: alshayeb_group_prod (with suffixes: _dev, _test, _stage)
Languages: Arabic (ar), English (en), French (fr) [optional]
Time Zones: Company default = Asia/Hebron; per branch override (Amman, Cairo)
Multi-Company: Enabled
Multi-Currency: Enabled with automatic FX rate updates

Initial Module Installation

C. Multi-Company Model & Naming

Code	Legal Entity	Location	Currency	Role
ALP-HQ	AlShayeb Partners	Bethlehem	ILS	Parent Company
ALP-RAM	AlShayeb Partners - Ramallah	Ramallah	ILS	Branch
ALP-JRS	AlShayeb Partners - Jerusalem	Jerusalem	ILS	Branch
ALP-AMM	AlShayeb Partners - Jordan	Amman	JOD	Branch
ALP-EGY	AlShayeb Partners - Egypt	Cairo	EGP	Branch (AI Helpdesk Hub)

Intercompany Policy

Parent Company: ALP-HQ (Bethlehem)
Inheritance: Children inherit default fiscal settings from parent
Shared Resources: Partners and products shared across all companies
IC Transactions: Automated Purchase↔Sale with mirror partners (e.g., "ALP-AMM (Internal)")
Clearing Accounts: 1399/2399 per company pair
Consolidation: Elimination company for consolidated reporting (Phase 2)

D. Base Settings (Global Configuration)

Document Sequences

Format: COMP-DOC-YYYY-#####

Example: HQ-INV-2025-00001

Document Types:

Email Configuration

Outgoing: SMTP per domain with DKIM/SPF
Incoming: Catch-all aliases mapped to models
helpdesk@ → Helpdesk Tickets
projects@ → Project Tasks
ap@ → Vendor Bills
ar@ → Customer Invoices
hr@ → HR Requests

Documents App Structure

Workspace Tree:

/Finance
/HR
/Projects
/Audit
/Intercompany
/Contracts

Knowledge Base

Space: "Odoo SOPs"

Categories:

Finance Procedures
HR Policies
Intercompany Workflows
Helpdesk Playbooks
Education & Healthcare

Attachments & Storage

Storage: Filestore (disk-based)
Size Limit: 25MB per file
OCR: Auto-OCR on PDFs (Enterprise)
Retention: Per document type policy

Currency Configuration

Currency	Role
ILS	Primary (HQ)
JOD	Jordan operations
EGP	Egypt operations
USD	International contracts
EUR	European clients

Auto-rate update: Daily at 08:00 Asia/Hebron

E. Chart of Accounts (IFRS/NGO-Ready)

Approach: Start from IFRS base COA, extend with NGO segments (projects/grants). Use analytic accounts for projects/grants; analytic tags for donor/fund/cost category.

COA Structure (High Level)

Range	Category	Description
1000–1999	Assets	Current assets, fixed assets, intangibles
1399-XXX	IC Receivables	Intercompany clearing (per counter-company)
2000–2999	Liabilities	Current liabilities, long-term debt
2399-XXX	IC Payables	Intercompany clearing (per counter-company)
3000–3999	Equity	Share capital, retained earnings, reserves
3790	FX Revaluation	Unrealized FX Gain/Loss
3990–3999	Eliminations	Consolidation eliminations (future)
4000–4999	Income	Revenue from services, grants, other income
5000–5999	COGS	Cost of goods/services sold
6000–7999	Operating Expenses	Salaries, rent, utilities, professional fees

Journal Configuration (Per Company)

Accounting Controls

Lock Dates: Monthly close at T+5 business days; user groups for period lock vs. final lock (Accounting Manager only)
Analytic Requirement: Mandatory analytic account on spend lines for NGO projects; enforce via Studio rule or server action
Reconciliation: Bank reconciliation models for common transactions; monthly IC reconciliation
Audit Trail: All journal entries logged with user, timestamp, and approval chain

F. Tax, Localization, and Currencies

Palestine/Israel (ILS)

VAT: Standard rates as applicable
Tax Groups: AR/AP configured
Tax Tags: Reporting categories
Reverse Charge: Cross-border if needed

Jordan (JOD)

VAT/Sales Tax: Per Ministry of Finance
Withholding: As required by law
Reports: Local tax reports configured

Egypt (EGP)

VAT: Egyptian VAT rates
Withholding: 1–5% scenarios
E-Invoice: Readiness for API connector (Phase 3)

Note: Exact statutory rates to be parameterized during Phase 2 with local accountant sign-off. FX gains/losses realized at payment; monthly FX revaluation scheduled action for open items.

G. Master Data Seeding (Golden Templates)

Partners

Single contact per legal entity
Multi-company shared enabled
Internal companies as vendors/customers for IC
Complete contact hierarchy

Products/Services

Service SKUs: Audit, Tax, Advisory
Odoo Implementation & Support
Helpdesk services
Revenue accounts mapped per service

Banks & Payment Terms

Bank accounts per company
Default journals with IBAN/SWIFT
Payment terms: Net 0/15/30/45
NGO milestone-based terms

Analytic Structure

Template: PRJ-[Donor]-[Country]-[YY]-[Seq]

Example: PRJ-UNICEF-PS-25-001

Cost Centers:

Finance
HR
Audit
Odoo Services
Education

H. Security, Access Groups & Segregation of Duties

Principles: Least privilege, need-to-know, company-aware access. No cross-company posting except designated roles. Record rules restrict by company_id and branch analytic.

Key Access Groups

Group	Permissions	Restrictions
Group_Finance_Admin	Full accounting, period lock, configuration	Per company assignment
Group_Finance_Clerk	Vendor/customer entries	No lock, no configuration
Group_HR_Admin	HR configuration, contracts, payroll	Company-specific
Group_HR_Officer	HR operations, employee records	Read-only on payroll
Group_Project_Manager	Project creation, planning, budgets	Own projects + assigned
Group_Project_User	Task management, timesheets	Assigned tasks only
Group_Audit_ReadOnly	Read accounting, journals, documents, logs	No write access (internal auditors)
Group_IC_Controller	Intercompany postings + reconciliation	Cross-company access limited to IC
Group_Helpdesk_Agent	Ticket management, KB access	Egypt hub assignments
Group_Helpdesk_Manager	Team management, SLA configuration	Egypt hub oversight

Segregation of Duties (SOD) Examples

❌

AP Invoice Entry ≠ Vendor Payment Approval

❌

Journal Configuration ≠ Journal Posting

❌

HR Contract Admin ≠ Payroll Validation

Admin Controls

2FA: Required for all admin accounts
IP Allowlisting: Production back-office access restricted by IP
Password Policy: Rotation every 180 days; complexity requirements enforced
Audit Export: Weekly export to /Audit/Logs for compliance
Session Timeout: 30 minutes inactivity; force logout on sensitive operations

I. Intercompany Automation (Minimal Viable Config)

Configuration Steps

Create internal customer/supplier card per company with dedicated IC pricelist (zero margin)
Enable Auto-Create IC Orders: Sale in ALP-HQ → auto Purchase in ALP-AMM
Configure mirrored delivery and invoicing workflows
Map IC accounts to 1399/2399 clearing accounts
Set tax exempt status for IC flows
Implement monthly IC reconciliation report
Setup elimination models (Phase 2) for consolidated P&L/BS

See Intercompany Controls Page: For detailed control matrix, reconciliation procedures, and out-of-balance detection mechanisms, see Intercompany Controls.

J. Operational Modules (Baseline Switches)

Accounting

All companies active
Bank journals configured
Payment acquirers (online collections)
Reconciliation models

HR & Payroll

Company structures defined
Jobs and contracts
Leave management
Payroll rules per country (progressive)

Projects

Templates: Audit, Odoo deployment, NGO grant
Task stages configured
Timesheets required
Budget tracking enabled

Helpdesk

Teams: Odoo-Internal, Client-Odoo, Finance-Support
SLAs: First response ≤ 4h, Resolve ≤ 2 days
Email aliases configured
Egypt hub operations

Documents & Knowledge

SOP library structure
Approval flows for finance docs
Threshold-based routing
Version control enabled

K. Email, Notifications, and SLA

Email Configuration

Outgoing: SMTP per domain
Authentication: DKIM/SPF configured
Bounce Handling: Automated processing
Queue Management: Retry logic for failures

Helpdesk SLAs (Phase 1)

First Response: ≤ 4 business hours
Resolution: ≤ 2 business days (internal)
Escalation: Auto-escalate at 80% SLA
Tracking: Dashboard monitoring

Notification Strategy

Manager Digest: Weekly summary (open items, IC mismatches, overdue tasks)
Real-time Alerts: Critical issues, SLA breaches, approval requests
Monthly Reports: KPI summary, risk register updates, audit findings
User Preferences: Configurable notification channels (email, in-app, SMS)

L. Backups, Disaster Recovery, and Monitoring

1 hour

RPO (Recovery Point Objective)

4 hours

RTO (Recovery Time Objective)

35 days

Full Backup Retention

72 hours

Differential Retention

Backup Strategy

Daily Full Backups: Encrypted, off-site storage (object storage + cross-region)
Hourly Differentials: 72-hour rolling window for rapid recovery
Monthly Testing: Documented restore tests (compliance requirement)
Encryption: AES-256 encryption at rest and in transit

Monitoring & Alerts

Uptime Monitoring: 24/7 external service checks
Performance Metrics: Response time, database load, worker health
Security Alerts: Failed login spikes, mass deletes, privilege escalation
Log Anomaly Detection: ML-based pattern recognition
Disaster Runbook: Stored in /Audit/DR with role assignments

M. Sample Data & Templates (Import Order)

Critical: Follow this exact import sequence to avoid dependency errors.

Currencies & Rates - Base currencies and initial exchange rates
Chart of Accounts & Taxes - Full COA with tax configurations
Companies & Journals - All entities and their journals
Partners - Customers, vendors, internal companies
Products/Services - Service catalog with revenue mapping
Banks - Bank accounts and payment methods
Payment Terms - Standard and custom terms
Analytic Accounts - Projects, cost centers, tags
Opening Balances - Initial balances (last step)

CSV Import Templates

Model	Key Fields
res.partner	name, company_type, street, city, country_id, vat, email, phone, is_company, parent_id, company_ids/id
product.template	name, type, categ_id/id, list_price, standard_price, taxes_id/id, property_account_income_id/id
account.account	code, name, user_type_id/id, company_id/id, reconcile, deprecated
account.journal	name, type, code, currency_id/id, company_id/id, bank_account_id/id

N. Human-Taught AI Helpdesk (Egypt Hub) – System Hooks

Knowledge Curation Workflow

1

Draft

Curator creates KB article

→

2

Peer Review

Second curator validates

→

3

Approved

Manager approval

→

4

Published

Available to AI system

AI Integration (Phase 4)

KB Categories: Linked to Helpdesk categories for auto-suggest
RAG Endpoints: Read-only API for LangChain (article title, body, tags, version, approvals)
Citation Tracking: Every AI answer cites KB article ID + version
Escalation Logic: Unresolved queries automatically escalate to human curator
Audit Trail: All AI interactions logged for quality review

Learn More: See AI Helpdesk Architecture for complete implementation details.

O. Acceptance & Quality Gates

✅

DEV/TEST/STAGE/PROD created with automated backups, logging, CI/CD

✅

Single DB with five companies configured; sequences and email aliases working

✅

IFRS/NGO COA, journals, taxes stubbed per country; multi-currency enabled

✅

Security groups + SOD implemented; intercompany accounts/journals present

✅

Base modules installed; master data templates prepared; imports tested on TEST

✅

DR plan, RPO/RTO documented; monthly restore test scheduled

Error Handling & Admin Notes

Error Scenario	Resolution
Import Errors	Capture .log files; fix mapping (external IDs), re-run; never import directly into PROD
FX Sync Failures	Fall back to manual rate entry; flag in month-end checklist
Email Bounces	Verify SPF/DKIM; queue reprocess; disable faulty aliases
Access Denials	Check company context (user menu) and group membership; avoid granting multi-company unless necessary

Odoo 19 Multi-Company Setup

Quick Launch Checklist

Provision Environments

Create Database

Configure Accounting

Security & SOD

Base Settings

Intercompany Features

Seed Master Data

A. Environments (Identical Topology)

Option A: Odoo.sh (Recommended)

Option B: Self-Hosted Docker/K8s

Environment Configuration

Foundational Operations

B. Database Creation (Single DB, Multi-Company)

Database Configuration

Initial Module Installation

C. Multi-Company Model & Naming

Intercompany Policy

D. Base Settings (Global Configuration)

Document Sequences

Email Configuration

Documents App Structure

Knowledge Base

Attachments & Storage

Currency Configuration

E. Chart of Accounts (IFRS/NGO-Ready)

COA Structure (High Level)

Journal Configuration (Per Company)

Accounting Controls

F. Tax, Localization, and Currencies

Palestine/Israel (ILS)

Jordan (JOD)

Egypt (EGP)

G. Master Data Seeding (Golden Templates)

Partners

Products/Services

Banks & Payment Terms

Analytic Structure

H. Security, Access Groups & Segregation of Duties

Key Access Groups

Segregation of Duties (SOD) Examples

Admin Controls

I. Intercompany Automation (Minimal Viable Config)

Configuration Steps

J. Operational Modules (Baseline Switches)

Accounting

HR & Payroll

Projects

Helpdesk

Documents & Knowledge

K. Email, Notifications, and SLA

Email Configuration

Helpdesk SLAs (Phase 1)

Notification Strategy

L. Backups, Disaster Recovery, and Monitoring

Backup Strategy

Monitoring & Alerts

M. Sample Data & Templates (Import Order)

CSV Import Templates

N. Human-Taught AI Helpdesk (Egypt Hub) – System Hooks

Knowledge Curation Workflow

Draft

Peer Review

Approved

Published

AI Integration (Phase 4)

O. Acceptance & Quality Gates

Error Handling & Admin Notes