Accounting Journal Entry Reset to Draft Access Control
by Odoo DevHouse https://apps.odoo.com/apps/modules/browse?author=Odoo%20DevHouse$ 15.00
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Invoicing (account)
• Discuss (mail) |
| Lines of code | 64 |
| Technical Name |
entry_rtd_access_dv |
| License | OPL-1 |
| Website | https://apps.odoo.com/apps/modules/browse?author=Odoo%20DevHouse |
| Versions | 18.0 19.0 |
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Invoicing (account)
• Discuss (mail) |
| Lines of code | 64 |
| Technical Name |
entry_rtd_access_dv |
| License | OPL-1 |
| Website | https://apps.odoo.com/apps/modules/browse?author=Odoo%20DevHouse |
| Versions | 18.0 19.0 |
Accounting Reset To Draft Access Control
Granular control over who can reset posted journal entries and invoices back to Draft. Prevent unauthorized edits on accounting records - protect your audit trail and financial data integrity.
By default, Odoo grants all users with the "Adviser" role the ability to reset journal entries and invoices to Draft after they have been posted.
This creates a serious security and compliance risk:
- Users can modify posted accounting records without restriction
- Audit trails can be broken or bypassed
- Financial data integrity is compromised
- Internal controls are weakened
- Compliance requirements (SOX, GDPR, local GAAP) may be violated
This module introduces a dedicated access right - Accounting Reset To Draft Access - that gives you complete control over exactly which users can perform the Reset to Draft action on journal entries and invoices. Only users with this checkbox enabled will see the Reset to Draft button. All other users (including those with Adviser role) will have the button hidden.
- Dedicated Access Right: New "Reset To Draft Access" checkbox on user form - Accounting Extra Permissions section
- Button Visibility Control: Reset to Draft button only visible to users with explicit permission
- Security Group Protection: Only Account Managers can grant this permission
- No Core Override: Uses Odoo's native compute field and button invisibility - minimal, clean implementation
- Audit Trail Preserved: Prevents unauthorized modifications that could break audit trails
- Compliance Ready: Meet internal control requirements for financial systems
1. Grant Reset to Draft Permission on User Form
Navigate to Settings -> Users -> Open User -> Access Rights tab -> Enable "Reset To Draft Access".
2. User with Permission Sees Reset to Draft Button
Authorized users see the "Reset to Draft" button on posted journal entries and invoices.
3. User WITHOUT Permission - Button Hidden
Users without the permission (including Advisers) cannot see or click the Reset to Draft button.
Installation & Configuration
- Install the Module: Install through Odoo Apps or manually copy to addons path
- Dependencies: Requires
accountmodule - Restart Server & Update: Restart Odoo and update the app list
- Navigate to Users: Go to Settings -> Users & Companies -> Users
- Open User Form: Select a user and click the "Access Rights" tab
- Enable Permission: Under "Accounting Extra Permissions", check "Reset To Draft Access"
- Save: Click Save - permission takes effect immediately
Step 1: Grant Reset to Draft Permission
As an Account Manager or Administrator, navigate to Settings -> Users & Companies -> Users. Open a user's form and go to the "Access Rights" tab. Under "Accounting Extra Permissions", check the box labeled "Reset To Draft Access".
Important: This permission can only be granted by users in the Account Manager group - ensuring proper segregation of duties.
Step 2: User with Permission - Reset Journal Entry
A user with the "Reset To Draft Access" permission will see the "Reset to Draft" button on:
- Posted journal entries (Accounting -> Journal Entries)
- Posted customer invoices and vendor bills
Clicking the button resets the document to Draft state, allowing modifications.
Step 3: User WITHOUT Permission - Button Hidden
Users who do NOT have the "Reset To Draft Access" permission will not see the Reset to Draft button at all - regardless of their other roles (including Adviser).
This prevents unauthorized users from even attempting to reset posted records.
Step 4: Revoke Permission
To revoke access, simply uncheck the "Reset To Draft Access" checkbox on the user's form and save. The button will immediately become hidden for that user on their next page refresh.
Pro Tip - Best Practice for Permission Management
Create a dedicated security group for users who need Reset to Draft capability (e.g., "Accounting Supervisors"). Add users to this group and assign the permission at the group level rather than per-user. This makes permission management scalable and audit-friendly.
Security Recommendation
Limit Reset to Draft access to senior accountants and finance managers only. Each reset operation modifies posted financial records - it should be treated as a controlled administrative action with proper approval workflows.
Audit Compliance
Meet SOX, GDPR, and local GAAP requirements by restricting who can modify posted entries.
Finance Teams
Allow senior accountants to fix errors while preventing junior staff from modifying posted records.
External Auditors
Grant temporary access for audit adjustments, then revoke after completion.
Multi-User Environments
Prevent accounting errors from being silently corrected without proper oversight.
Month-End Close
Restrict Reset to Draft during critical close periods to prevent accidental modifications.
Training Environments
Trainers can reset entries for demonstration while trainees cannot modify actual data.
Stronger Internal Controls
Prevent unauthorized modifications to posted financial records - enforce segregation of duties.
Regulatory Compliance
Meet audit trail requirements for financial systems - know exactly who can modify posted entries.
Risk Reduction
Eliminate the risk of accidental or malicious modifications to posted accounting records.
Flexible Permission Management
Grant or revoke Reset to Draft access per user - full control without changing core roles.
Do You Need Assistance or Have a Feature Request?
Odoo Proprietary License v1.0 This software and associated files (the "Software") may only be used (executed, modified, executed after modifications) if you have purchased a valid license from the authors, typically via Odoo Apps, or if you have received a written agreement from the authors of the Software (see the COPYRIGHT file). You may develop Odoo modules that use the Software as a library (typically by depending on it, importing it and using its resources), but without copying any source code or material from the Software. You may distribute those modules under the license of your choice, provided that this license is compatible with the terms of the Odoo Proprietary License (For example: LGPL, MIT, or proprietary licenses similar to this one). It is forbidden to publish, distribute, sublicense, or sell copies of the Software or modified copies of the Software. The above copyright notice and this permission notice must be included in all copies or substantial portions of the Software. THE SOFTWARE IS PROVIDED "AS IS", WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE.
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