Campus Event ERP – Odoo Module (BITS Pilani Hackathon)

A custom Odoo mini‑ERP to manage student clubs, campus events, budgets, sponsors, and purchase requests in one place.

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1. What this project is

• A custom Odoo module named campus_event_erp, not a standalone app
• Built for Windows Odoo installation (tested with Odoo 17)
• Focused on BITS‑style campus fests (Oasis), club events, and approvals

Core capabilities:

• Clubs and members (with faculty advisor, budgets)
• Events with dates, venues, media, and attachments
• Budget lines per event
• Purchase requests with approval state
• Sponsors and sponsorship amounts
• Computed financials (planned budget, actual spend, sponsorship, net cost)

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2. Quick Setup (Windows, local Odoo)

Prerequisites

• Windows 10/11
• Odoo installed from official Windows installer
• PostgreSQL set up by the Odoo installer
• Admin database created (e.g. admin)

Install steps

1. Clone / Download

   • Clone this repo or download ZIP and extract, e.g. to
     C:\Development\Odoo_hackathon\

2. Copy module

   • Copy:

     C:\Development\Odoo_hackathon\server\Hackathon\campus_event_erp\

   • Into your Odoo addons folder, for example:

     C:\Program Files\Odoo\server\addons\campus_event_erp\

   • Or keep it in place and include the Hackathon path in addons_path.

3. Configure odoo.conf

   Edit the config used by your Odoo server and ensure:

   [options]
   addons_path = C:\Program Files\Odoo\server\addons,C:\Development\Odoo_hackathon\server\Hackathon
   
   db_host = localhost
   db_port = 5432
   db_user = postgres
   db_password = YOUR_POSTGRES_PASSWORD
   db_name = admin
   
   data_dir = C:\Users\YOUR_USERNAME\AppData\Local\OpenERP S.A.\Odoo
   http_port = 8069
   logfile = C:\Development\Odoo_hackathon\server\logs\odoo.log

   Adjust paths, username, and database name to match your machine.

4. Restart Odoo

   From an elevated Command Prompt:

   net stop Odoo
   net start Odoo

5. Install the module

   • Open http://localhost:8069
   • Log in as admin
   • Go to Apps → search for Campus Club Event Manager or campus_event_erp
   • Click Install

   After install you should see a Campus Management menu with Clubs, Events, Purchase Requests, Sponsors, Reporting.

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3. Main functional modules

3.1 Clubs & Members

Model files

• models/campus_club.py
• models/campus_club_member.py (inside same file)

CampusClub (campus.club)

• name: Club name (required)
• code: Short unique code (e.g. RAGA, DANC)
• faculty_advisor_id: res.partner (faculty contact)
• currency_id: res.currency (defaults to company currency)
• total_budget: Monetary, overall club budget
• event_ids: One2many to campus.event
• member_ids: One2many to campus.club.member
• active: Boolean flag
• SQL constraint: club code must be unique

Actions

• action_open_events(): Open all events for this club (tree/form)
• action_open_members(): Open all members for this club (tree/form)

CampusClubMember (campus.club.member)

• club_id: Many2one to campus.club (required)
• partner_id: Many2one to res.partner (student contact)
• role: Selection – president, treasurer, core, volunteer
• join_date: Join date (defaults to today)
• is_core: Boolean, computed: true for president, treasurer, core

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3.2 Events & Budgets

Model file

• models/campus_event.py

CampusEventBudgetLine (campus.event.budget.line)

• name: Line label (e.g. “Stage & Lights”)
• event_id: Many2one to campus.event
• category: Selection – decor, catering, printing, tech, prizes, other
• amount: Monetary
• currency_id: res.currency (defaults to company)

CampusEvent (campus.event)

Basic fields:

• name: Event name (required)
• club_id: Many2one to campus.club (required)
• date: Event start date (required)
• end_date: Event end date (optional)
• venue: Text venue description
• state: Selection – idea, to_approve, approved, completed, cancelled
• planned_attendees, actual_attendees: Integers

Media and attachments:

• event_logo: Image field (poster/banner)
• attachment_ids: Many2many ir.attachment for extra files

Relations:

• budget_line_ids: One2many to campus.event.budget.line
• purchase_request_ids: One2many to campus.purchase.request
• sponsor_ids: One2many to campus.sponsor
• currency_id: res.currency

Computed monetary fields:

• planned_budget_total: Sum of budget_line_ids.amount
• actual_spent_total: Sum of purchase_request_ids.amount for states approved/paid
• sponsorship_total: Sum of sponsor_ids.amount
• net_cost: actual_spent_total - sponsorship_total

State transition helpers:

• action_to_approve() → sets state to_approve
• action_approve() → sets state approved
• action_complete() → sets state completed
• action_cancel() → sets state cancelled

Venue double‑booking constraint is present in comments and can be re‑enabled later; it is disabled in the hackathon build for stability.

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3.3 Purchase Requests

Model file

• models/campus_purchase_request.py

Key ideas:

• name: Request reference / sequence
• event_id: Many2one to campus.event
• vendor_id: Many2one to res.partner (supplier)
• category: Linked to spending type
• amount: Monetary
• currency_id: res.currency
• state: workflow (draft → submitted → approved → paid / cancelled)

Approved/paid requests automatically roll into actual_spent_total on the event.

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3.4 Sponsors

Model file

• models/campus_sponsor.py

Key ideas:

• name: Internal sponsorship label
• event_id: Many2one to campus.event
• partner_id: Many2one to res.partner (sponsor)
• amount: Monetary contribution
• benefits: Text explaining sponsor benefits

Sponsor amounts roll into sponsorship_total on the event.

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4. Views & Menus

View files

• views/campus_menus.xml – main menu and actions
• views/campus_club_views.xml – clubs & members views
• views/campus_event_views.xml – event list/form/kanban, image & attachments
• views/campus_purchase_request_views.xml – PR views
• views/campus_sponsor_views.xml – sponsor views
• views/campus_reporting_views.xml – basic reporting

Top‑level menu (example):

• Campus Management
  • Clubs
  • Members
  • Events
  • Purchase Requests
  • Sponsors
  • Reporting

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5. Security

File

• security/ir.model.access.csv

Grants basic user access to:

• campus.club
• campus.club.member
• campus.event
• campus.purchase.request
• campus.sponsor

A res.groups entry like Campus Event Manager (in campus_menus.xml) can be assigned to power users inside Odoo for tighter control.

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6. VS Code Run / Debug (optional)

If you run Odoo from VS Code instead of the Windows service:

1. Add a launch config pointing to your odoo-bin and odoo.conf.
2. In the Run and Debug panel:
   • Select “Odoo Campus Event ERP” (or your config name).
   • Click Run Without Debugging (Ctrl+F5) to start the Odoo server quickly without attaching the debugger.

Then open http://localhost:8069 in the browser.

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7. Typical demo flow

To show everything end‑to‑end:

1. Create Contacts for faculty, students, vendors, sponsors.
2. Create Clubs with faculty advisors and budgets.
3. Add Members (president, treasurer, core, volunteers).
4. Create a realistic fest event (dates, venue, logo, attachments).
5. Add Budget Lines → watch Planned Budget update.
6. Create Purchase Requests and approve/pay them → show Actual Spent.
7. Add Sponsors → show Sponsorship and Net Cost.
8. Use list, form, and kanban views plus Reporting to summarize.

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8. Troubleshooting (short)

• Module not in Apps → verify addons_path, restart Odoo service.
• DB errors → check db_user, db_password, db_name in odoo.conf.
• Port conflict → change http_port and use that in the browser.
• Weird “search must be callable / method name” errors → never set search=True on fields; either remove search or point it to a real search method.

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