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[IMP] purchase: update vendor bills copy

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closes odoo/documentation#9549

Signed-off-by: Samuel Lieber (sali) <sali@odoo.com>
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Brandon Seltenrich (BRSE) 2024-05-30 11:04:36 -04:00 committed by John Holton (hojo)
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content/applications/inventory_and_mrp/purchase/manage_deals/manage.rst
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@ -4,211 +4,196 @@ Manage vendor bills
.. _inventory/purchase/manage_deals/manage:
A *vendor bill* is an invoice received for products and/or services that a company purchases from a
.. |PO| replace:: :abbr:`PO (Purchase Order)`
.. |POs| replace:: :abbr:`POs (Purchase Orders)`
.. |RfQ| replace:: :abbr:`RfQ (Request for Quotation)`
.. |RfQs| replace:: :abbr:`RfQs (Requests for Quotation)`
A *vendor bill* is an invoice received for products and/or services purchased by a company from a
vendor. Vendor bills record payables as they arrive from vendors, and can include amounts owed for
the goods and/or services purchased, sales taxes, freight and delivery charges, and more.
In Odoo, a vendor bill can be created at different points in the purchasing process, depending on
the *bill control* policy chosen in the *Purchase* app settings.
the *bill control* policy chosen in the *Purchase* app's settings.
Bill control policies
=====================
To view and edit the default bill control policy and make changes to it, go to
:menuselection:`Purchase app --> Configuration --> Settings`, and scroll down to the
:guilabel:`Invoicing` section.
To configure the default bill control policy, navigate to :menuselection:`Purchase app -->
Configuration --> Settings`, and scroll to the :guilabel:`Invoicing` section.
Here, there are two :guilabel:`Bill Control` policy options: :guilabel:`Ordered quantities` and
:guilabel:`Received quantities`. After a policy is selected, click :guilabel:`Save` to save changes.
The :guilabel:`Bill Control` feature lists two policy options: :guilabel:`Ordered quantities` and
:guilabel:`Received quantities`.
The policy selected acts as the default for any new product created. Each policy acts as follows:
- :guilabel:`Ordered quantities`: creates a vendor bill as soon as a purchase order is confirmed.
The products and quantities in the purchase order are used to generate a draft bill.
- :guilabel:`Received quantities`: a bill is only created **after** all (or part) of the total order
has been received. The products and quantities received are used to generate a draft bill.
.. image:: manage/manage-configuration-settings.png
:align: center
:alt: Bill control policies in purchase app settings.
The policy selected will be the default for any new product created. The definition of each policy
is as follows:
- :guilabel:`Ordered quantities`: creates a vendor bill as soon as a purchase order is confirmed.
The products and quantities in the purchase order are used to generate a draft bill.
- :guilabel:`Received quantities`: a bill is only created **after** part of the total order has been
received. The products and quantities **received** are used to generate a draft bill.
Once a policy is selected, click :guilabel:`Save` to save the changes.
.. tip::
If a product needs a different control policy, the default bill control policy can be overridden
by going to the :guilabel:`Purchase` tab in a product's template, and modifying its
:guilabel:`Control Policy` field.
If a product needs a different control policy than the one set in the *Purchase* app settings,
that product's control policy can be overridden by going to the :guilabel:`Purchase` tab on a
product form, and selecting the desired policy in the :guilabel:`Control Policy` field.
.. image:: manage/manage-product-form.png
:align: center
:alt: Control policy field on product form.
.. image:: manage/manage-product-form.png
:align: center
:alt: Control policy field on product form.
3-way matching
--------------
*3-way matching* ensures vendor bills are only paid once some (or all) of the products included in
the purchase order have actually been received.
The *3-way matching* policy ensures vendor bills are only paid once all (or some) products in a
purchase order (PO) have been received.
To activate it, go to :menuselection:`Purchase app --> Configuration --> Settings`, and scroll down
to the :guilabel:`Invoicing` section. Then, tick the checkbox next to :guilabel:`3-way matching`,
and click :guilabel:`Save` to save changes.
To activate 3-way matching, navigate to :menuselection:`Purchase app --> Configuration -->
Settings`, and scroll to the :guilabel:`Invoicing` section.
Tick the checkbox next to :guilabel:`3-way matching`, and click :guilabel:`Save`.
.. important::
:guilabel:`3-way matching` is **only** intended to work with the :guilabel:`Bill Control` policy
set to :guilabel:`Received quantities`.
The :guilabel:`3-way matching` feature is **only** intended to work with the :guilabel:`Bill
Control` policy set to :guilabel:`Received quantities`.
Create and manage vendor bills on receipts
==========================================
When products are received into a company's warehouse, receipts are created. Once the company
processes the received quantities, they can choose to create a vendor bill directly from the
warehouse receipt form. Depending on the bill control policy chosen in the settings, vendor bill
creation is completed at different steps of the procurement process.
warehouse receipt form.
With the bill control policy set to ordered quantities
------------------------------------------------------
Depending on the bill control policy chosen in the settings, vendor bill creation is completed at
different steps of the procurement process.
To create and manage vendor bills on receipts using the *ordered quantities* bill control policy,
first go to :menuselection:`Purchase app --> Configuration --> Settings`, scroll down to the
:guilabel:`Invoicing` section, and select :guilabel:`Ordered quantities` under :guilabel:`Bill
Control`. Then, click :guilabel:`Save` to save changes.
Ordered quantities
------------------
Next, go to the :menuselection:`Purchase` app, and click :guilabel:`Create` to create a new request
for quotation (RFQ). Doing so reveals a blank :abbr:`RFQ (request for quotation)` detail form.
To create and manage vendor bills for receipts with the *Bill Control* policy set to *Ordered
Quantities*, first navigate to the :menuselection:`Purchase app`, and click :guilabel:`New` from the
:guilabel:`Requests for Quotation` dashboard.
On the blank detail form, add a vendor to the :abbr:`RFQ (request for quotation)` in the
:guilabel:`Vendor` field, and add products to the :guilabel:`Product` lines by clicking
:guilabel:`Add a line`.
Doing so opens a new :guilabel:`Request for Quotation` (RfQ) form. On the blank |RfQ| form, add a
:guilabel:`Vendor`, and click :guilabel:`Add a line` under the :guilabel:`Product` tab to add
products to the order.
Then, confirm the :abbr:`RFQ (request for quotation)` by clicking the :guilabel:`Confirm Order`
button above the detail form. Doing so turns the :abbr:`RFQ (request for quotation)` into a purchase
order.
On the product line, select a product from the drop-down menu in the :guilabel:`Product` field, and
enter the quantity to order in the :guilabel:`Quantity` field.
Then, click the :guilabel:`Create Bill` button to create a vendor bill for the purchase order.
Once ready, click :guilabel:`Confirm Order` to confirm the |RfQ| into a |PO|.
Clicking the :guilabel:`Create Bill` button reveals the :guilabel:`Draft Bill` page for the purchase
order.
Then, click :guilabel:`Create Bill` to create a vendor bill. This opens a :guilabel:`Vendor Bill`
form in the :guilabel:`Draft` state. From here, add a billing date in the :guilabel:`Bill Date`
field.
On the :guilabel:`Draft Bill`, click the :guilabel:`Edit` button to modify the bill, and add a bill
date in the :guilabel:`Bill Date` field. If needed, add additional products to the
:guilabel:`Product` lines by clicking :guilabel:`Add a line` in the :guilabel:`Invoice Lines` tab.
Next, confirm the bill by clicking the :guilabel:`Confirm` button on the :guilabel:`Draft Bill`
page.
Once ready, confirm the bill by clicking :guilabel:`Confirm` on the :guilabel:`Vendor Bill` page.
.. tip::
Since the bill control policy is set to *ordered quantities*, the draft bill can be confirmed as
Since the bill control policy is set to *Ordered quantities*, the draft bill can be confirmed as
soon as it is created, before any products have been received.
On the new :guilabel:`Vendor Bill`, add a :guilabel:`Bill Reference` number, which can be used to
match the bill with additional documents (such as the :abbr:`PO (purchase order)`). Then, click
:menuselection:`Confirm --> Register Payment`. Doing so causes a pop-up to appear, wherein a payment
:guilabel:`Journal` can be chosen; a :guilabel:`Payment Method` selected; and a :guilabel:`Recipient
Bank Account` can be selected from a drop-down menu.
Once a payment has been received, click :guilabel:`Register Payment` at the top of the bill to
record it.
Doing so causes a :guilabel:`Register Payment` pop-up window to appear, wherein a payment
:guilabel:`Journal` can be chosen, and a :guilabel:`Payment Method` selected.
Additionally, the bill :guilabel:`Amount`, :guilabel:`Payment Date`, and :guilabel:`Memo`
(:dfn:`Reference Number`) can be changed from this pop-up. Once ready, click :guilabel:`Create
Payment` to finish creating the :guilabel:`Vendor Bill`. Doing so causes a green :guilabel:`In
Payment` banner to display on the :abbr:`RFQ (request for quotation)` form.
(:dfn:`Reference Number`) can be edited from this pop-up window, if necessary.
Once ready, click :guilabel:`Create Payment` to finish creating the :guilabel:`Vendor Bill`. Doing
so displays a green :guilabel:`Paid` banner on the |RfQ| form.
.. image:: manage/manage-draft-vendor-bill.png
:align: center
:alt: Vendor bill form for ordered quantities control policy.
.. note::
Each vendor bill provides the option to either :guilabel:`Add Credit Note` or :guilabel:`Add
Debit Note`. A *credit note* is typically issued when a vendor or supplier of goods get some
quantity of products back from the customer to whom they were sold, while *debit notes* are
reserved for goods returned from the customer/buyer to the vendor or supplier.
Received quantities
-------------------
With the bill control policy set to received quantities
-------------------------------------------------------
To create and manage vendor bills for receipts with the bill control policy set to *Received
quantities*, first navigate to the :menuselection:`Purchase` app, and click :guilabel:`New`.
.. warning::
If the creation of a vendor bill is attempted without receiving any quantities of a product
(while using the *received quantities* bill control policy), an error message appears, and
settings must be changed before proceeding.
Doing so opens a new |RfQ| form. On the blank |RfQ| form, add a :guilabel:`Vendor`, and click
:guilabel:`Add a line` under the :guilabel:`Product` tab to add products to the order.
To create and manage vendor bills on receipts using the *received quantities* bill control policy,
first go to :menuselection:`Purchase app --> Configuration --> Settings`, scroll down to the
:guilabel:`Invoicing` section, and select :guilabel:`Received quantities` under :guilabel:`Bill
Control`. Then, click :guilabel:`Save` to save changes.
On the product line, select a product from the drop-down menu in the :guilabel:`Product` field, and
enter the quantity to order in the :guilabel:`Quantity` field.
Next, go to the :menuselection:`Purchase` app, and click :guilabel:`Create` to create a new
:abbr:`RFQ (request for quotation)`. Doing so reveals a blank :abbr:`RFQ (request for quotation)`
detail form.
Once ready, click :guilabel:`Confirm Order` to confirm the |RfQ| into a |PO|.
On the blank detail form, add a vendor to the :abbr:`RFQ (request for quotation)` in the
:guilabel:`Vendor` field, and add products to the :guilabel:`Product` lines by clicking
:guilabel:`Add a line`.
.. important::
When using the *Received quantities* control policy, clicking :guilabel:`Create Bill` before any
products are received causes an :guilabel:`Invalid Operation` pop-up window to appear.
Then, confirm the :abbr:`RFQ (request for quotation)` by clicking the :guilabel:`Confirm Order`
button above the detail form. Doing so turns the :abbr:`RFQ (request for quotation)` into a purchase
order.
Finally, click the :guilabel:`Create Bill` button to create a bill for the purchase order.
.. note::
Clicking :guilabel:`Create Bill` before any products have been received will cause a
:guilabel:`User Error` pop-up message to appear. The :guilabel:`Purchase Order` requires the
receipt of at least partial quantity of the items included on the order to create a vendor bill.
Odoo requires at least partial quantities of the items included in the |PO| to be received in
order to create a vendor bill.
.. image:: manage/manage-user-error-popup.png
:align: center
:alt: User error pop-up for received quantities control policy.
Next, click the :guilabel:`Receipt` smart button to view the warehouse receipt form.
On the |PO|, click the :guilabel:`Receipt` smart button to view the warehouse receipt form.
On the warehouse receipt form, click :menuselection:`Validate --> Apply` to mark the
:guilabel:`Done` quantities. Then, navigate back to the :menuselection:`Purchase Order` (via the
breadcrumbs), and click the :guilabel:`Create Bill` button on the purchase order form.
From here, click :guilabel:`Validate` to register the :guilabel:`Done` (received) quantities.
Doing so reveals the :guilabel:`Draft Bill` for the purchase order. On the :guilabel:`Draft Bill`,
click the :guilabel:`Edit` button, and add a :guilabel:`Bill Date`. If needed, add additional
products to the :guilabel:`Product` lines by clicking :guilabel:`Add a line`.
Then, navigate back to the |PO|, via the breadcrumb, and click :guilabel:`Create Bill`.
Next, click the :guilabel:`Confirm` button to confirm the :guilabel:`Draft Bill`.
This opens a :guilabel:`Vendor Bill` form in the :guilabel:`Draft` state. From here, add a billing
date in the :guilabel:`Bill Date` field. Once ready, confirm the bill by clicking
:guilabel:`Confirm` at the top of the draft.
.. note::
Since the bill control policy is set to *received quantities*, the draft bill can **only** be
confirmed when at least some of the quantities are received.
Once a payment has been received, click :guilabel:`Register Payment` at the top of the bill to
record it.
On the new :guilabel:`Vendor Bill`, add a :guilabel:`Bill Reference` number, which can be used to
match the bill with additional documents (such as the :abbr:`PO (purchase order)`). Then, click
:menuselection:`Confirm --> Register Payment`. Doing so causes a pop-up to appear, wherein a payment
:guilabel:`Journal` can be chosen; a :guilabel:`Payment Method` selected; and a :guilabel:`Recipient
Bank Account` can be selected from a drop-down menu.
Doing so causes a :guilabel:`Register Payment` pop-up window to appear, wherein a payment
:guilabel:`Journal` can be chosen, and a :guilabel:`Payment Method` selected.
Additionally, the bill :guilabel:`Amount`, :guilabel:`Payment Date`, and :guilabel:`Memo`
(:dfn:`Reference Number`) can be changed from this pop-up. Once ready, click :guilabel:`Create
Payment` to finish creating the vendor bill. Doing so causes a green **In Payment** banner to
display on the :abbr:`RFQ (request for quotation)` form.
(:dfn:`Reference Number`) can be edited from this pop-up window, if necessary.
Create and manage vendor bills in Accounting
============================================
Once ready, click :guilabel:`Create Payment` to finish creating the :guilabel:`Vendor Bill`. Doing
so displays a green :guilabel:`Paid` banner on the |RfQ| form.
Vendor bills can also be created directly from the *Accounting* app, **without** having to create a
purchase order first. To do this, go to :menuselection:`Accounting app --> Vendors --> Bills`, and
click :guilabel:`Create`. Doing so reveals a blank vendor bill detail form.
Manage vendor bills in Accounting
=================================
On this blank vendor bill detail form, add a vendor in the :guilabel:`Vendor` field, and add
products to the :guilabel:`Product` lines (under the :guilabel:`Invoice Lines` tab), by clicking
:guilabel:`Add a line`. Then, add a bill date in the :guilabel:`Bill Date` field, and any other
necessary information. Finally, click :guilabel:`Confirm` to confirm the bill.
Vendor bills can also be created directly from the *Accounting* app, without having to create a
purchase order first.
From here, click the :guilabel:`Journal Items` tab to view (or change) the :guilabel:`Account`
journals that were populated based on the configuration on the corresponding :guilabel:`Vendor` and
Navigate to :menuselection:`Accounting app --> Vendors --> Bills`, and click :guilabel:`New`. Doing
so reveals a blank :guilabel:`Vendor Bill` form.
Add a vendor in the :guilabel:`Vendor` field. Then, in the :guilabel:`Invoice Lines` tab, click
:guilabel:`Add a line` to add products.
Select a product from the drop-down menu in the :guilabel:`Product` field, and enter the quantity to
order in the :guilabel:`Quantity` field.
Select a :guilabel:`Bill Date`, and configure any other necessary information. Finally, click
:guilabel:`Confirm` to confirm the bill.
Once confirmed, click the :guilabel:`Journal Items` tab to view the :guilabel:`Account` journals.
These journals are populated based on the configuration on the corresponding :guilabel:`Vendor` and
:guilabel:`Product` forms.
Then, click :guilabel:`Add Credit Note` or :guilabel:`Add Debit Note` to add credit or debit notes
to the bill. Or, add a :guilabel:`Bill Reference` number (while in :guilabel:`Edit` mode).
If necessary, click :guilabel:`Credit Note` to add a credit note to the bill. Additionally, a
:guilabel:`Bill Reference` number can be added.
Then, when ready, click :menuselection:`Register Payment --> Create Payment` to complete the
:guilabel:`Vendor Bill`.
Once ready, click :guilabel:`Register Payment`, followed by :guilabel:`Create Payment`, to complete
the :guilabel:`Vendor Bill`.
.. tip::
To tie the draft bill to an existing purchase order, click the drop-down menu next to
:guilabel:`Auto-Complete`, and select a :abbr:`PO (purchase order)` from the menu. The bill will
auto-populate with the information from the :abbr:`PO (purchase order)`.
To link a draft bill to an existing purchase order, click the drop-down menu next to
:guilabel:`Auto-Complete` *before* clicking :guilabel:`Confirm`, and select a |PO| from the menu.
The bill auto-populates with the information from the chosen |PO|.
.. image:: manage/manage-auto-complete.png
:align: center
@ -219,30 +204,37 @@ Batch billing
Vendor bills can be processed and managed in batches in the *Accounting* app.
To do this, go to :menuselection:`Accounting app --> Vendors --> Bills`. Then, click the
:guilabel:`checkbox` at the top left of the page, beside the :guilabel:`Number` column, under the
:guilabel:`Create` button. This selects all existing vendor bills with a :guilabel:`Posted` or
:guilabel:`Draft` :guilabel:`Status`.
Navigate to :menuselection:`Accounting app --> Vendors --> Bills`. Then, click the
:guilabel:`checkbox` in the top-left corner, beside the :guilabel:`Number` column, under the
:guilabel:`New` button.
From here, click the :guilabel:`Action` gear icon to export, delete, or send & print the bills;
click the :guilabel:`Print` icon to print the invoices or bills; or click :guilabel:`Register
Payment` to create and process payments for multiple vendor bills at once.
This selects all existing vendor bills with a :guilabel:`Status` of :guilabel:`Posted` or
:guilabel:`Draft`.
When :guilabel:`Register Payment` is selected, a pop-up appears. In this pop-up window, select the
appropriate journal in the :guilabel:`Journal` field, choose a payment date in the
:guilabel:`Payment Date` field, and choose a :guilabel:`Payment Method`. There is also the option to
:guilabel:`Group Payments` on this pop-up, as well.
Click the :icon:`fa-print` :guilabel:`Print` button to print the selected invoices or bills.
When ready, click the :guilabel:`Create Payment` button, which creates a list of journal entries on
a separate page. This list of journal entries are all tied to their appropriate vendor bills.
Click :guilabel:`Register Payment` to create and process payments for multiple vendor bills at once.
.. note::
Only payments with their :guilabel:`Status` listed as :guilabel:`Posted` can be billed in
batches. Payments in the :guilabel:`Draft` stage **must** be posted before they can be included
in a batch billing.
Clicking :guilabel:`Register Payment` opens a :guilabel:`Register Payment` pop-up window. From the
pop-up window, select the :guilabel:`Journal` the bills should post to, choose a :guilabel:`Payment
Date`, and select a :guilabel:`Payment Method`.
There is also the option to :guilabel:`Group Payments` together from this pop-up window, as well. If
this checkbox is ticked, only one payment is created, instead of one per bill. This option only
appears if the *Batch Payments* feature is enabled in the settings of the
:menuselection:`Accounting` app.
Once ready, click the :guilabel:`Create Payment` button. This creates a list of journal entries on a
separate page. The journal entries on this list are all tied to their corresponding vendor bills.
.. image:: manage/manage-batch-billing.png
:align: center
:alt: Batch billing register payment pop-up window.
.. note::
The :guilabel:`Register Payment` option for vendor bills in batches will only work for journal
entries whose :guilabel:`Status` is set to :guilabel:`Posted`.
.. seealso::
:doc:`control_bills`