diff --git a/accounting/payables/supplier_bills.rst b/accounting/payables/supplier_bills.rst index 2557c1c96..ebe67c4d8 100644 --- a/accounting/payables/supplier_bills.rst +++ b/accounting/payables/supplier_bills.rst @@ -5,5 +5,5 @@ Supplier Bills .. toctree:: :titlesonly: - supplier_bills/overview + supplier_bills/manage supplier_bills/bills_or_receipts diff --git a/accounting/payables/supplier_bills/manage.rst b/accounting/payables/supplier_bills/manage.rst new file mode 100644 index 000000000..3f0dc8e4f --- /dev/null +++ b/accounting/payables/supplier_bills/manage.rst @@ -0,0 +1,234 @@ +========================== +How to manage vendor Bills +========================== + +The **Purchase** application allows you to manage your purchase orders, +incoming products, and vendor bills all seamlessly in one place. + +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. + +Here is the standard work flow in Odoo: + +1. You begin with a **Request for Quotation (RFQ)** to send out to your + vendor(s). + +2. Once the vendor has accepted the RFQ, confirm the RFQ into a + **Purchase Order (PO)**. + +3. Confirming the PO generates an **Incoming Shipment** if you purchased + any stockable products. + +4. Upon receiving a **Vendor Bill** from your Vendor, validate the bill + with products received in the previous step to ensure accuracy. + +This process may be done by three different people within the company, +or only one. + +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:: ./media/manage01.png + :align: center + +When creating the product, Pay attention to the **Product Type** field, +as 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. + +.. 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 recommend to set the product type to **Service**. + +Managing your Vendor Bills +========================== + +Purchasing products or services +------------------------------- + +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) + +.. image:: ./media/manage02.png + :align: center + +Validate the purchase order and receive the products from the Inventory +application. + +Receiving Products +------------------ + +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: + +.. image:: ./media/manage03.png + :align: center + +Navigating this route will take you to a list of all orders awaiting to +be received. + +.. image:: ./media/manage04.png + :align: center + +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 also have the capability to +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. + +.. image:: ./media/manage05.png + :align: center + +Purchasing service products does not trigger a delivery order. + +Managing Vendor Bills +--------------------- + +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. + +.. image:: ./media/manage06.png + :align: center + +The first thing you will need to do upon creating a Vendor Bill is to +select the appropriate Vendor as this will also pull up any associated +accounting or pricelist information. From there, you can choose to +specify any 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. + +.. image:: ./media/manage07.png + :align: center + +While the invoice is in draft state, you can make any modifications you +need (i.e. remove or add product lines, modify quantities, and change +prices). + +.. note:: + + Your vendor may send you several bills for the same Purchase Order if: + + 1. Your vendor is in back-order and is sending you invoices as they ship the products. + 2. Your vendor is sending you a partial bill or asking for a deposit. + +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. + +Vendor Bill Matching +==================== + +What to do if your vendor bill does not match what you received +--------------------------------------------------------------- + +If the bill you receive from the vendor has different quantities than +what Odoo automatically populates as quantities, this could be due to +several reasons: + +- the vendor is incorrectly charging you for products and/or services + that you have not ordered, + +- 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, + +- or the vendor did not bill you for previously purchased products. + +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. + +If you are unable to find a purchase order related to a vendor bill, +this could be due to one of a few reasons: + +- the vendor has already invoiced you for this purchase order, + therefore it is not going to appear anywhere in the selection, + +- someone in the company forgot to record a purchase order for this + vendor, + +- or the vendor is charging you for something you did not order. + + + +How product quantities are managed +---------------------------------- + +By default, services are managed based on ordered quantities, while +stockables and consumables are managed based on received quantities. + +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**. + +.. image:: ./media/manage08.png + :align: center + +You can then change the default management method for the selected +product to be based on either: + +- Ordered quantities + +- or Received quantities + +Batch Billing +------------- + +When creating a vendor bill and selecting the appropriate purchase +order, you may continue to select additional purchase orders and Odoo +will add the additional line items from that purchase order.. 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. + +.. rst-class:: text-muted + +| Written by Fabien Pinckaers (Odoo) +| Proofread by Richard Shall (Odoo) diff --git a/accounting/payables/supplier_bills/media/manage01.png b/accounting/payables/supplier_bills/media/manage01.png new file mode 100644 index 000000000..f07620b91 Binary files /dev/null and b/accounting/payables/supplier_bills/media/manage01.png differ diff --git a/accounting/payables/supplier_bills/media/manage02.png b/accounting/payables/supplier_bills/media/manage02.png new file mode 100644 index 000000000..d4e2279f7 Binary files /dev/null and b/accounting/payables/supplier_bills/media/manage02.png differ diff --git a/accounting/payables/supplier_bills/media/manage03.png b/accounting/payables/supplier_bills/media/manage03.png new file mode 100644 index 000000000..8f24389a8 Binary files /dev/null and b/accounting/payables/supplier_bills/media/manage03.png differ diff --git a/accounting/payables/supplier_bills/media/manage04.png b/accounting/payables/supplier_bills/media/manage04.png new file mode 100644 index 000000000..f06688a81 Binary files /dev/null and b/accounting/payables/supplier_bills/media/manage04.png differ diff --git a/accounting/payables/supplier_bills/media/manage05.png b/accounting/payables/supplier_bills/media/manage05.png new file mode 100644 index 000000000..5d4beab5a Binary files /dev/null and b/accounting/payables/supplier_bills/media/manage05.png differ diff --git a/accounting/payables/supplier_bills/media/manage06.png b/accounting/payables/supplier_bills/media/manage06.png new file mode 100644 index 000000000..9acc678f3 Binary files /dev/null and b/accounting/payables/supplier_bills/media/manage06.png differ diff --git a/accounting/payables/supplier_bills/media/manage07.png b/accounting/payables/supplier_bills/media/manage07.png new file mode 100644 index 000000000..eb3aa8d71 Binary files /dev/null and b/accounting/payables/supplier_bills/media/manage07.png differ diff --git a/accounting/payables/supplier_bills/media/manage08.png b/accounting/payables/supplier_bills/media/manage08.png new file mode 100644 index 000000000..32ae048e2 Binary files /dev/null and b/accounting/payables/supplier_bills/media/manage08.png differ diff --git a/accounting/payables/supplier_bills/overview.rst b/accounting/payables/supplier_bills/overview.rst deleted file mode 100644 index 07db3bb76..000000000 --- a/accounting/payables/supplier_bills/overview.rst +++ /dev/null @@ -1,3 +0,0 @@ -==================================== -Overview of the bill control process -====================================