[IMP] purchase: update manage vendor bills

closes odoo/documentation#5007

X-original-commit: 688220bb51
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
Signed-off-by: Brandon Seltenrich (brse) <brse@odoo.com>

content/applications/inventory_and_mrp/purchase/manage_deals/manage.rst

@@ -2,226 +2,251 @@
 Manage vendor bills
 ===================
 
-The **Purchase** application allows you to manage your purchase orders,
-incoming products, and vendor bills all seamlessly in one place.
+.. _inventory/purchase/manage_deals/manage:
 
-If you want to set up a vendor bill control process, the first thing you
-need to do is to have purchase data in Odoo. Knowing what has been
-purchased and received is the first step towards understanding your
-purchase management processes.
+A *vendor bill* is an invoice received for products and/or services that a company purchases 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.
 
-Here is the standard work flow in Odoo:
+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.
 
-1. You begin with a **Request for Quotation (RFQ)** to send out to your
-   vendor(s).
+Bill control policies
+=====================
 
-2. Once the vendor has accepted the RFQ, confirm the RFQ into a
-   **Purchase Order (PO)**.
+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.
 
-3. Confirming the PO generates an **Incoming Shipment** if you purchased
-   any stockable products.
+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.
 
-4. Upon receiving a **Vendor Bill** from your Vendor, validate the bill
-   with products received in the previous step to ensure accuracy.
+.. image:: manage/manage-configuration-settings.png
+   :align: center
+   :alt: Bill control policies in purchase app settings.
 
-This process may be done by three different people within the company,
-or only one.
+The policy selected will be the default for any new product created. The definition of each policy
+is as follows:
 
-Configuration
-=============
-
-Installing the Purchase and Inventory applications
---------------------------------------------------
-
-From the **Apps** application, search for the **Purchase** module and
-install it. Due to certain dependencies, installing Purchase will
-automatically install the **Inventory** and **Accounting** applications.
-
-Creating products
------------------
-
-Creating products in Odoo is essential for quick and efficient
-purchasing within Odoo. Simply navigate to the Products submenu under
-Purchase and click create.
-
-.. image:: manage/manage01.png
-  :align: center
-
-When creating the product, pay attention to the **Product Type** field,
-since it is important:
-
-- Products that are set as **Stockable or Consumable** will allow you
-  to keep track of their inventory levels. These options imply
-  stock management and will allow for receiving these kinds of
-  products.
-
-- Conversely, products that are set as a **Service or Digital Product**
-  will not imply stock management, simply due to the fact that
-  there is no inventory to manage. You will not be able to receive
-  products under either of these designations.
+- :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.
 
 .. tip::
-   It is recommended that you create a **Miscellaneous** product for all purchases
-   that occur infrequently and do not require inventory valuation or management.
-   If you create such a product, it is recommended to set the product type to **Service**.
+   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.
 
-Managing your Vendor Bills
-==========================
+.. image:: manage/manage-product-form.png
+   :align: center
+   :alt: Control policy field on product form.
 
-Purchasing products or services
--------------------------------
+3-way matching
+--------------
 
-From the purchase application, you can create a purchase order with as
-many products as you need. If the vendor sends you a confirmation or
-quotation for an order, you may record the order reference number in the
-**Vendor Reference** field. This will enable you to easily match the PO
-with the the vendor bill later (as the vendor bill will probably include
-the Vendor Reference)
+*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.
 
-.. image:: manage/manage02.png
-  :align: center
+To activate it, go to :menuselection:`Purchase app --> Configuration --> Settings`, and scroll down
+to the :guilabel:`Invoicing` section. Then, check the box next to :guilabel:`3-way matching:
+purchases, receptions, and bills`, and click :guilabel:`Save` to save changes.
 
-Validate the purchase order and receive the products from the Inventory
-application.
+.. important::
+   :guilabel:`3-way matching` is **only** intended to work with the :guilabel:`Bill Control` policy
+   set to :guilabel:`Received quantities`.
 
-Receiving Products
-------------------
+   .. image:: manage/manage-three-way-matching.png
+      :align: center
+      :alt: Activated three-way matching feature in purchase settings.
 
-If you purchased any stockable products that you manage the inventory
-of, you will need to receive the products from the Inventory application
-after you confirm a purchase order. From the **Inventory dashboard**, you
-should see a button linking you directly to the transfer of products.
-This button is outlined in red below:
+Create and manage vendor bills on receipts
+==========================================
 
-.. image:: manage/manage03.png
-  :align: center
+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.
 
-Navigating this route will take you to a list of all orders waiting to
-be received.
+With the bill control policy set to ordered quantities
+------------------------------------------------------
 
-.. image:: manage/manage04.png
-  :align: center
+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.
 
-If you have a lot of awaiting orders, apply a filter using the search
-bar in the upper right. With this search bar, you may filter based on
-the vendor (partner), the product, or the source document (also known as
-the reference of your purchase order). You can also
-group the orders by different criteria under **Group By**. Selecting an
-item from this list will open the following screen where you then will
-receive the products.
+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.
 
-.. image:: manage/manage05.png
-  :align: center
+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`.
 
-Purchasing service products does not trigger a delivery 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.
 
-Managing Vendor Bills
----------------------
+Then, click the :guilabel:`Create Bill` button to create a vendor bill for the purchase order.
 
-When you receive a vendor bill for a previous purchase, be sure to
-record it in the Purchases application under the **Control Menu**. You
-need to create a new vendor bill even if you already registered a
-purchase order.
+Clicking the :guilabel:`Create Bill` button reveals the :guilabel:`Draft Bill` page for the purchase
+order.
 
-.. image:: manage/manage06.png
-  :align: center
+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.
 
-The first thing you will need to do upon creating a vendor bill is to
-select the appropriate vendor, since doing so will also pull up any associated
-accounting or pricelist information. From there, you can choose to
-specify one or multiple Purchase Orders to populate the Vendor Bill
-with. When you select a Purchase Order from the list, Odoo will pull any
-uninvoiced products associated to that Purchase Order and automatically
-populate that information below. If you are having a hard time finding
-the appropriate vendor bill, you may search through the list by
-inputting the vendor reference number or your internal purchase order
-number.
+Next, confirm the bill by clicking the :guilabel:`Confirm` button on the :guilabel:`Draft Bill`
+page.
 
-.. image:: manage/manage07.png
-  :align: center
+.. tip::
+   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.
 
-While the invoice is in a draft state, you can make any modifications you
-need (i.e. remove or add product lines, modify quantities, and change
-prices).
+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.
+
+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.
+
+.. image:: manage/manage-draft-vendor-bill.png
+   :align: center
+   :alt: Vendor bill form for ordered quantities control policy.
 
 .. note::
-   Your vendor may send you several bills for the same Purchase Order if:
+   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.
 
-   #. Your vendor is in back-order and is sending you invoices as they ship the products.
-   #. Your vendor is sending you a partial bill or asking for a deposit.
+With the bill control policy set to received quantities
+-------------------------------------------------------
 
-Every time you record a new vendor bill, Odoo will automatically
-populate the product quantities based on what has been received from the
-vendor. If this value is showing a zero, this means that you have not
-yet received this product and simply serves as a reminder that the
-product is not in hand and you may need to inquire further into this. At
-any point in time, before you validate the Vendor Bill, you may override
-this zero quantity.
+.. 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.
 
-Vendor Bill Matching
-====================
+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.
 
-What to do if your vendor bill does not match what you received
----------------------------------------------------------------
+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.
 
-If the bill you receive from the vendor has quantities that do not match
-the quantities automatically populated by Odoo, this could be due to
-several reasons:
+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`.
 
-- The vendor is incorrectly charging you for products and/or services
-  that you have not ordered.
+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.
 
-- The vendor is billing you for products that you might not have
-  received yet, as the invoicing control may be based on ordered or
-  received quantities.
+Finally, click the :guilabel:`Create Bill` button to create a bill for the purchase order.
 
-- The vendor did not bill you for previously purchased products.
+.. note::
+   Clicking :guilabel:`Create Bill` before any products have been received will cause a
+   :guilabel:`User Error` pop-up 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.
 
-In these instances it is recommended that you verify that the bill, and
-any associated purchase order to the vendor, are accurate and that you
-understand what you have ordered and what you have already received.
+.. image:: manage/manage-user-error-popup.png
+   :align: center
+   :alt: User error pop-up for received quantities control policy.
 
-If you are unable to find a purchase order related to a vendor bill,
-this could be due to one of a few reasons:
+Next, click the :guilabel:`Receipt` smart button to view the warehouse receipt form.
 
-- The vendor has already invoiced you for this purchase order;
-  therefore it is not going to appear anywhere in the selection.
+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.
 
-- Someone in the company forgot to record a purchase order for this
-  vendor.
+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`.
 
-- The vendor is charging you for something you did not order.
+Next, click the :guilabel:`Confirm` button to confirm the :guilabel:`Draft Bill`.
 
+.. 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.
 
+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.
 
-How product quantities are managed
-----------------------------------
+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.
 
-By default, services are managed based on ordered quantities, while
-stockables and consumables are managed based on received quantities.
+Create and manage vendor bills in Accounting
+============================================
 
-If you need to manage products based on ordered quantities over received
-quantities, you will need to belong to the group **Purchase Manager**.
-Ask your system administrator to enable these access on :menuselection:`Settings
---> Users --> Users --> Access Rights`. Once you belong to the correct group,
-select the product(s) you wish to modify, and you should see a new field appear,
-labeled **Control Purchase Bills**.
+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.
 
-.. image:: manage/manage08.png
-  :align: center
+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.
 
-You can then change the default management method for the selected
-product to be based on either:
+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
+:guilabel:`Product` forms.
 
-- Ordered quantities
+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).
 
-- or Received quantities
+Then, when ready, click :menuselection:`Register Payment --> Create Payment` to complete the
+:guilabel:`Vendor Bill`.
 
-Batch Billing
--------------
+.. 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)`.
 
-When creating a vendor bill and selecting the appropriate purchase
-order, you may continue to select additional purchase orders. Odoo
-will add the additional line items from the purchase orders you select. If you
-have not deleted the previous line items from the first purchase order,
-the bill will be linked to all the appropriate purchase orders.
+   .. image:: manage/manage-auto-complete.png
+      :align: center
+      :alt: Auto-complete drop-down list on draft vendor bill.
+
+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`.
+
+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.
+
+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.
+
+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.
+
+.. image:: manage/manage-batch-billing.png
+   :align: center
+   :alt: Batch billing register payment pop-up.
+
+.. 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:`/applications/inventory_and_mrp/purchase/manage_deals/control_bills`