Per product line, record how good the stock is, where it moved, how deeply you can trace it, and which compliance tags apply.
Overview
When administrators enable the Quality & condition, Storage & traceability, and Regulatory & compliance blocks, each invoice line can carry operational truth that usually lives in warehouse spreadsheets. This is ideal for food, pharma, chemicals, and high-value electronics.
How it works
You edit fields directly on each invoice line row. Quality checks and Regulatory flags are pick-lists maintained once centrally. Attachments for compliance documents attach to the line, not only to the whole invoice, so auditors see exactly which lot the CoA belongs to.
Step-by-step guide
- Add products to the invoice as usual.
- Expand or open the line form (depending on your Odoo view) to reach Accounting Pro columns.
- Set Quality status to match inspection (Draft, Locked, Released, Blocked).
- Tick the performed Quality checks (visual inspection, COA review, etc.).
- Enter a short Condition code if packaging or product condition is unusual.
- Choose Source location and Destination location from your warehouse list.
- Select Storage requirement (ambient, cold chain, frozen…) if your company defined options.
- Pick Traceability level – batch only vs serial-level reporting.
- Add Regulatory flags (GMP, GDP, hazmat, cold chain…) and Country of origin for customs.
- Upload Regulatory documents for that line (PDF, scan).
Fields table
| Field name | Description | Example |
|---|---|---|
Quality status |
Lifecycle state of the lot at invoicing time. |
Blocked until QA manager releases. |
Quality checks |
Many-to-many checklist of inspections performed. |
Metal detector + weight check. |
Condition code |
Short text for item condition (new, refurb, damaged box). |
“DMG-BOX” for retail allowance. |
Source location |
Warehouse bin or area stock shipped from. |
“Cold room A / shelf 3.” |
Destination location |
Where delivered stock should land in the customer’s network if known. |
Customer regional DC. |
Storage requirement |
Required handling temperature or condition. |
“2–8°C” profile. |
Traceability level |
Whether you report by batch or down to individual serial numbers. |
Serial level for implantable devices. |
Regulatory flags |
Tags for compliance programs affecting the line. |
GDP + cold chain. |
Country of origin |
Country where the goods were made for customs declarations. |
Ireland. |
Regulatory documents |
Attachments such as CoA, MSDS, import licenses tied to the line. |
Upload PDF CoA lot 77821. |
Field explanations
Each item matches one row in the table above, in the same order.
Quality status
Shows whether the lot or line is cleared for billing from a QA perspective (draft, locked, released, blocked). It is about readiness to invoice, not a customer satisfaction score.
Quality checks
A checklist of inspections actually performed (many selections allowed). These should mirror your real SOP steps so audits can see what was done, not only the final status.
Condition code
Short internal code for physical or commercial condition (new, refurbished, damaged packaging, sample). Publish a cheat sheet so sales, warehouse, and AR use the same codes.
Source location
The stock location the goods left from, chosen from your warehouse list. If the bin does not exist yet, ask inventory to create it so reporting stays consistent.
Destination location
Where the stock should land in the customer’s or internal network when that detail is known. Helps cold-chain and multi-site deliveries.
Storage requirement
The handling profile the line needs (ambient, refrigerated, frozen, controlled temp, etc.) from a maintained list. Use it so finance and logistics see the same requirement on the invoice.
Traceability level
Whether regulatory or operational reporting for this line is at batch level only or down to individual serial numbers. Downstream systems use it to decide capture granularity.
Regulatory flags
Tags such as GMP, GDP, hazmat, or cold chain that change how the line must be treated in compliance reporting.
Country of origin
The country where the goods were produced, for customs and certificate-of-origin paperwork. May differ from ship-from country.
Regulatory documents
Attachments (CoA, MSDS, licenses) linked to this line only, so proof stays tied to the exact quantity and lot being invoiced.
Tip: For mixed pallets, split the invoice into two lines so cold-chain and ambient items do not share contradictory storage requirements.
Common mistake: Attaching compliance PDFs only at invoice header level when quantities differ per line – auditors may reject the link. Use line-level Regulatory documents whenever the proof is lot-specific.