Everything the team needs to
run Atyab Lebnen on Odoo.

What this document is for, and how to use it.

This page is the full operating manual for Atyab Lebnen's systems. It doesn't assume you've used Odoo before, or that you're comfortable with computers — every task is written as a numbered list you can follow top to bottom.

How to find what you need

• Use the left menu to jump straight to a topic.
• Use the search bar at the top (or press / on your keyboard) and type a word — like "change" or "VAT" — to find the right section fast.
• Each task is a numbered list. Follow the numbers in order — don't skip ahead.
• Yellow boxes are warnings — read those carefully. Green boxes are tips that make the job easier.

Atyab Lebnen ("by Veggie") sells fresh Lebanese produce two ways: in person at the Achrafieh store, and online through Shopify. Restaurants, hotels, and hospitals buy on account through the same backend. Every sale — whichever channel it came through — lands in one system: Odoo.

A note on what's "Odoo" and what's "us"

Odoo is an off-the-shelf business platform used by companies all over the world — it doesn't come built for produce retail specifically. What you see in the store today is Odoo's standard toolkit, set up and configured to fit how Atyab Lebnen actually works. Every section below is labeled so it's clear which parts you'd find in any Odoo install anywhere, and which parts were decisions and setup work done specifically for this business.

How to sign in to Odoo for the first time, and what to do if you forget your password.

First time logging in

1. Open your web browser. Chrome or Safari both work fine. On the store computer, there should already be a shortcut — if not, type erp.atyablebnen.com into the address bar at the top (not the search bar) and press Enter.
2. Enter your email address. This is the login your manager gave you — for example achrafieh@atyablebnen.com for the store register, or your own @atyablebnen.com address if you have a personal login.
3. Enter your password. If this is your very first login, you should have received a "set your password" email — check your inbox (and spam folder) for an email from Odoo.
4. Click Log In. You should land on a dashboard with app icons — Point of Sale, Inventory, Accounting, etc. Only the apps your role can access will show up.

Forgot your password

1. On the login page, click "Reset Password" (usually a small link under the password box).
2. Enter your email address and submit.
3. Check your email for a reset link — it usually arrives within a minute. Check spam if you don't see it.
4. Click the link and choose a new password.
5. If no email arrives after 10 minutes, contact whoever manages the system (see Contacts) — your account may need a manual reset.

Where things live online.

All of it runs on one server, so if one address stops loading, the others are usually fine — try refreshing the page first before assuming it's your internet or login.

Six accounts, each scoped to what that job actually needs to touch.

Odoo's user and access-rights system is standard on any install. The six specific logins below, and exactly what each one can and can't touch, were set up specifically for how this team is structured.

Two locations, and how stock moves between them.

Warehouses and stock tracking are core Odoo Inventory features. Having exactly two warehouses, named this way, with the store auto-resupplying from Main, is specific to how Atyab Lebnen operates.

• Main Warehouse — where deliveries from suppliers first arrive.
• Achrafieh Store — the retail shop floor. It automatically pulls stock from Main Warehouse when it runs low (this is called a "resupply route" — you don't need to do anything manually for it to work, but see Receiving Stock below for how to confirm a transfer).

Checking how much of something you have

1. From the Odoo dashboard, click Inventory.
2. Click Products.
3. Search for the item by name in the search bar at the top.
4. Click into the product — the "On Hand" quantity shown is what's currently in stock at that location.

What to do when a delivery from a supplier arrives.

This is the same Transfers/Validate flow used in any Odoo Inventory setup — nothing about it was custom-built.

1. Go to Inventory → Transfers. Find the incoming delivery — it will be labelled with the supplier's name and today's date, marked "Ready" or "Waiting."
2. Open the transfer. You'll see a list of every product expected in the delivery, with the quantity ordered.
3. Check the physical delivery against the list. Count each item as it comes off the truck or van.
4. If everything matches, click Validate. The stock is now officially in the system and available to sell.
5. If something is missing or wrong, edit the quantity received for that line before validating — don't validate a quantity you didn't actually receive. See the warning box below.

What happens to produce that spoils before it sells — it goes back to the supplier, not in the bin.

The Return feature itself is native Odoo. Using it to route spoiled stock back to the supplier for credit — instead of writing it off as a straight loss — was a workflow decision made for this business.

Fresh produce spoils. Instead of writing it off as a pure loss, Atyab Lebnen returns spoiled stock to the supplier (VeggieTaza or others) through Odoo's return process, which credits the cost back.

1. Go to Inventory → Transfers and find the original delivery you received the spoiled item on (or start a new return from the product page — ask a manager if you're not sure which).
2. Click Return.
3. Select the product and quantity being returned — the amount that actually spoiled, counted physically.
4. Confirm the return. This moves the spoiled stock out of sellable inventory and records it against the supplier.

Two kinds of barcode, depending on how the product is sold.

The "21 = weighed" barcode rule is one of Odoo's built-in default formats — it works this way out of the box on any install with weighed products, nothing was custom-programmed. What is specific to Atyab Lebnen is which 5-digit code was assigned to which product.

If a barcode won't scan

1. Try scanning again, holding the item flatter and closer to the scanner.
2. Check the barcode isn't smudged, torn, or printed too small to read.
3. If it still won't scan, search for the product by name in the POS search bar instead — every product can also be found by typing its name.
4. If this keeps happening on the same product, tell a manager — the barcode may need to be reprinted or reassigned.

The first thing you do at the register before any sale.

Opening Control and the cash-count prompt are a native Odoo POS feature — this screen looks the same in any Odoo store that has Cash Control turned on.

1. Log in with the store login on the POS screen.
2. Tap "New Session" (or "Continue Selling" if one is already open — see the warning below).
3. An Opening Control screen appears, asking for "Opening cash."
4. Count the cash physically in the drawer before typing anything.
5. Enter that counted amount into the Opening cash field.
6. Optionally add a note (e.g. "opened by [name]").
7. Tap "Open Register." You can now start ringing up sales.

From an empty cart to a finished order.

Adding items

1. Scan the barcode, or tap the product's picture on screen, or type its name into the search bar at the top right.
2. For weighed items, place the item on the scale first — the weight and price appear automatically.
3. The item appears in the list on the left with its price.
4. To sell more than one of the same item, tap the item in the cart, then tap the number keypad and enter the quantity, or tap the item again to add another one.

Removing an item or fixing a mistake

1. Tap the item in the cart list on the left to select it.
2. Use the number pad to change the quantity, or tap the small trash/delete icon to remove it entirely.

When the total looks right

Confirm the Total shown at the bottom matches what you'd expect, then move to Taking Payment.

Cash, card, or customer account — and how to handle change correctly.

1. Tap "Payment" at the bottom of the cart screen.
2. Choose the payment type: Cash, Card, or Customer Account.
3. For Cash: type the exact amount the customer physically handed you (not the total owed) into the Cash field. Use the +10 / +20 / +50 quick buttons if that's easier.
4. The screen automatically shows Change — the amount to hand back.
5. For Card: tap Card, process the payment on the card terminal, and confirm once approved.
6. Tap "Validate" once the amount matches. The receipt will print (or offer to email/print).

Giving change in a different currency (USD sale, LBP change)

This two-line workaround isn't a built-in Odoo feature — Odoo doesn't have a specific "mixed currency change" button. It's a practice worked out for how cash actually moves in this store, using the standard multi-payment-line screen.

If a customer pays in USD but you're handing back change in LBP, don't just type the USD change amount and hand over LBP without recording it — this will make the LBP drawer count wrong at closing. Instead:

1. Enter the Cash (USD) line with the amount actually kept in USD.
2. Add a second payment line: Cash (LBP), entered as a negative amount equal to the LBP you're physically handing back as change.
3. Validate as normal.

Counting the drawer at the end of the day.

1. From the register screen, open the menu and tap "Close Register."
2. You'll see totals broken down by payment type — Cash, Card, Customer Account.
3. Physically count every bill and coin in the drawer, separated by currency (USD and LBP counted separately).
4. Enter the counted total into the "Cash Count" field.
5. The screen will show a "Difference" — the gap between what Odoo expected and what you actually counted.
6. If there's a difference, recount before assuming it's wrong — miscounts happen more often than actual missing cash.
7. Add a closing note if anything was unusual that day.
8. Tap "Close Register" to finish.

Why the shelf price is exactly what gets charged.

Tax-included pricing is a standard Odoo tax setting. Checking that box for the 11% VAT rate — so it matches normal Lebanese retail practice — was a configuration decision made for this store.

All shelf prices already include Lebanon's 11% VAT. A $5 shelf tag charges $5 at the register — you never add tax on top manually, and the system doesn't either.

For the accounting role — how the books are structured.

Odoo's accounting engine and app structure are standard. The Lebanese PCGL chart of accounts is a country-specific package built into Odoo — applying it to this company, rather than a generic chart, was the setup decision made here.

The chart of accounts follows Lebanon's official PCGL structure. There is exactly one set of real books — no parallel or "adjusted" version is maintained anywhere in this system, on principle as well as by law. Every entry made in Odoo (a POS sale, a vendor bill, a bank transaction) posts straight into this one ledger.

Where to look for common tasks

• Customer invoices — Accounting → Customers → Invoices
• Vendor bills — Accounting → Vendors → Bills
• Bank reconciliation — Accounting → Accounting → Bank
• VAT / tax reports — Accounting → Reporting → Tax Report

Seeing profit per channel — store, Shopify, Toters — without splitting the books.

Analytic Accounting is a standard Odoo module, used the same way by any company that wants cost-center or channel-level reporting. Which channels exist and how they're tagged is specific to Atyab Lebnen.

Every sale and cost gets tagged with which channel it came from. That lets anyone pull up "how did Shopify do this month" separately from "how did the store do this month," while the underlying accounts stay exactly one true ledger. Nothing about this changes what's reported to tax authorities — it's an extra layer of visibility on top, not a second set of numbers.

How the exchange rate is set, and who keeps it current.

Multi-currency itself is a standard Odoo feature. Using a manually-updated fixed rate (rather than an automatic live feed, which needs a paid plan) is the setup that fits this business today.

USD is the main currency. LBP is set as a secondary currency at a fixed manual rate — currently 1 USD = 89,000 LBP. This does not update automatically; it's a manual figure someone has to check and update.

Updating the rate

1. Go to Accounting → Configuration → Currencies.
2. Open LBP.
3. Add today's rate.
4. Save.

Owned by John, Christina, and Mahmoud — any of the three can update it. Given how LBP moves, checking it regularly matters more than who specifically does it each time.

How the online store connects to everything else.

Odoo has no built-in Shopify connector. The link between the two systems was custom-built specifically for this business — it isn't something that comes with either platform.

The Shopify catalog mirrors what's in Odoo. When an order comes in online, it syncs automatically into Odoo, so it's fulfilled from the same stock the store sells from — nothing has to be entered twice.

Fulfilling an online order

1. Check Shopify (or Odoo Sales) for new orders.
2. Pick and pack the items from Main Warehouse stock.
3. Mark the order as fulfilled once it ships or is ready for delivery/pickup.

Where the logo and brand colors show up, and where they don't.

Document Layout and receipt branding are standard Odoo features anyone can configure. The actual logo, colors, and content applied through them are Atyab Lebnen's own branding.

• Website — name and favicon are set in the Website module.
• Invoices, receipts, quotations — carry the logo and colors via Document Layout (Settings → Companies → Configure Document Layout).
• POS printed receipts — branded separately under Point of Sale receipt settings.

The Odoo menus and buttons themselves stay Odoo's own default color — that's a limit of the current plan, not something left unfinished.

Common situations, and what to do about them.

Plain-language definitions for terms used around the store and in this document.

What's decided, what's pending.

This is a summary for the team — the full internal tracker lives separately.

Who to go to, depending on what's wrong.