Odoo + Sage | Finance Integration Briefing
+ Section 01
Why we're here
Confirming the 2025 design for how Odoo and Sage exchange data through Snowflake, before we wire it up.
Odoo
SC Operations
Snowflake
Data hub
Sage
Finance ledger
Each system gets what it needs. No team retypes what the other already knows.
Odoo + Sage | Finance Integration Briefing
+ Section 02 · Architecture
How data moves between Odoo and Sage
SageFinance
OdooSC Operations
Available in Odoo
Pickers, defaults, dimension lookups
SO Created
Captures Tag · Location · Fund · Department · Functional Category (line-level)
PO commitment recorded
Stages the future 3-way match
PO confirmed
Vendor + dimensions stamped at commit
Goods Receipt data recorded
Ready for match
Goods Receipt
Warehouse validates qty, flags discrepancies
3-Way Match → AP
Invoice + PO + Goods Receipt matched · Disbursement triggered
Odoo + Sage | Finance Integration Briefing
+ Section 03 · Request Intake
Two intake paths, one destination
The Sales Order is always the destination. Two ways data gets there - manual SC translation at go-live, direct intake from requesters once streamlining is in place.
At Go-Live
Capture at the SO via SC manual entry
WhatsApp
Slack
Email
Voice / call
→
Manual
entry
entry
→
Sales Order
The bottleneck is the feature. SC's manual translation is the data-quality safeguard that keeps Odoo clean.
Post Go-Live
Streamline data directly into Odoo
Odoo Portal / web store
Web form submission
Slack pipe
WhatsApp ingestion
Sales Order
Requesters submit structured data through whatever channel suits them. No SC re-typing. Triage stays human; intake gets automated.
Odoo + Sage | Finance Integration Briefing
+ Section 04 · Roles
Who does what
The record picks up data at each handoff. By the time it reaches Finance, the dimensions are stamped - Finance just runs the match.
01 · Request
Requester
Field · ROC · Partners
Adds to record
- Activation Tag
- Location
- Items + qty
- Need-by date
02 · Triage + Buy
Buyer / SC
Kim · Matty
Adds to record
- Vendor
- Functional Category
- Department
- GL · Fundderived from Tag
- Commits at PO
03 · Receive
Receiver
Warehouse · Activation
Adds to record
- Qty received
- Discrepancies
- Receive date
04 · Match + Pay
Finance
Greg + Team
Finance runs
- 3-way matchInvoice + PO + Goods Receipt
- Disbursement
The shift: dimension coding moves from Finance's downstream cleanup to SC's upstream entry. Finance receives a packet that's already coded.
Odoo + Sage | Finance Integration Briefing
+ Section 05 · Capture Map
Where each finance dimension gets captured in Odoo
Each dimension is user-selected, derived, rule-defaulted, or inherited from the product - then reviewed by the buyer at PO commit.
| Dimension | Captured at | How we capture it |
|---|---|---|
| Tags | SO creation | User-selected SC picks from the active subset of the Sage Tags ledger. Drives default Fund, Department, Functional Category. |
| Location | SO creation | Derived From Odoo warehouse (DC-HQ / ROC-E/W/S) or shipping address (country / US State). |
| Fund | SO creation | Rule from Tag Hazard-to-Fund mapping (Hurricane → 103, Wildfire → 104, etc.). 502 General Ops if no Tag. |
| Department | SO creation | Rule from Tag + purpose DU1-D108 Relief Ops for activations. Overrides for HEAT Training, ROC vehicles + rent, Receivables. |
| Functional Category | SO / PO line | Rule from line description Captured per line so an SO can span categories. AI reads each line's description: direct relief → Program Services; donor / campaign → Fundraising; admin → M&G. |
| GL Account | SO line | Inherited from product Default expense GL per the GL Reference Guide. Examples: 6409 / 6415 / 6303. |
| Expense Type | SO line | Inherited from product Default Expense. Fixed Asset for capital categories. Prepaid recognized at invoice in Sage. |
Buyers can override any default at PO commit. Finance has final review at invoice posting. Functional Category at the line level means a single SO can carry mixed categories (e.g., a relief shipment line and a donor-event photography line on the same order).
Odoo + Sage | Finance Integration Briefing
+ Section 06
Two moments, not one: purchase vs. fulfillment
Moment 1
PURCHASE
ROC buys Cambros for general par stock
Tag
blank or general
Fund
502 General Ops
Time passesweeks, months
Moment 2
FULFILLMENT
Pulled from stock, shipped to Hurricane Y
Tag
RLF-### Hurricane Y
Fund
?
The same physical goods · Different dimensions at two moments
For Finance to weigh in on
AttributionInter-fund transfer at deployment, or reporting-only?
Coding eventsDoes the SO override the PO dimensions, or run parallel?
Cost basisAVCO, current market, or replacement cost?
Odoo + Sage | Finance Integration Briefing
+ Section 07 · AI Assist · MVP scope
An AI assist, narrowly scoped
5 of 7 dimensions are deterministic - captured by rule, derivation, or product. Only 2 need interpretation.
5 Deterministic · No AI needed
Tags
User-selected
Location
Derived
Fund
Rule from Tag
GL Account
From product
Expense Type
From product
2 AI interpretation adds real value
AI assists
Functional Category
Why · Free-text reading required
"Photographer hired for Hurricane X" lands on Fundraising, not Program Services - even with an activation Tag. The AI reads each line's description to make the call.
AI assists
Department override
Why · Catch the few exceptions
Most lines default to the activation's Relief Ops dept. The AI catches the small set of explicit overrides (HEAT Training, ROC vehicles + rent, Receivables from Employees).
Priority · Fast-follow
Can be deferred from scope entirely. If we ship it, it runs at SO creation with no dependency on intake streamlining. Pure upside-only addition once the rest of the integration is wired.
Odoo + Sage | Finance Integration Briefing
+ Section 08 · The trickiest piece
Vendor master: starting simple, with room to grow
At Go-Live
MVP · one-way pull
- Approved payable vendors flow from Sage to Odoo
- SC's broader vendor universe stays Odoo-only, no expectation of Sage sync
- No onboarding workflow, no status round-trip
Post Go-Live
Mid · onboarding handoff
- Lifecycle status visible on both sides (pending / approved / rejected)
- Structured promote-to-payable workflow replaces ad-hoc email handoffs
- Sage stays the system of record for diligence; Odoo gets the queue UI
Odoo + Sage | Finance Integration Briefing
+ Section 09 · For your confirmation
What we'd like to confirm with you
Each below is what we're proposing to build to. Looking for confirmation, or flags if something has changed since 2025.
- Vendor masterMVP one-way pull at go-live; Mid onboarding handoff after go-live.
- Dimensions listSeven dimensions, with Tags holding both activation + project codes.
- Tags syncSage Tags publish to Snowflake; Odoo subscribes.
- Three-way matchOdoo sends PO ref + qty + date + location + discrepancies on every Goods Receipt.
- Non-PO purchasesAmazon / Home Depot / PEX flow through their payable parent in Sage.
- Cost field strategyPopulated from PO confirmation; barcodelookup.com as fallback at product creation.
- AI coding assistantNarrow MVP scope: Functional Category + Department overrides only.
- Inventory consumptionOpen question on attribution when stock bought generically gets deployed to an activation.
Odoo + Sage | Finance Integration Briefing
+ Section 10
Next steps
Two zones to align on today: what's locked for go-live, and what's negotiable against the deadline.
Locked · Required for Go-Live
Core integration
- Master data from Sage → Odoo (Tags, Vendors, GL, Funds, Departments, Locations) via Snowflake
- SO created in Odoo with line-level dimensions
- PO → Sage with dimensions + SO ref
- Goods Receipt → Sage with qty + discrepancies
- 3-way match runs in Sage
- Manual SC entry of Requests
- One-way vendor pull from Sage's approved-payable list
Negotiable · Ride Along if Capacity Allows
Improvements
- AI assist for Functional Category + Department overrides
- Request auto-ingestion (direct into Odoo)
- Round-trip vendor sync (promote-to-payable)
- Non-PO capture flow (PEX / Stamply / Expensify)