[IMP] purchase: update bill control policy doc

closes odoo/documentation#8390

Signed-off-by: Zachary Straub (zst) <zst@odoo.com>

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

@@ -2,127 +2,157 @@
 Bill control policies
 =====================
 
-In Odoo, the *bill control* policy determines the quantities billed by vendors on every purchase
-order, for ordered or received quantities. The policy selected in the settings will act as the
-default value and will be applied to any new product created.
+.. _purchase/manage_deals/control-bills:
+
+.. |PO| replace:: :abbr:`PO (Purchase Order)`
+.. |POs| replace:: :abbr:`POs (Purchase Orders)`
+
+In Odoo's *Purchase* app, the *bill control* policy determines the quantities billed by vendors on
+every purchase order (PO), for either ordered or received quantities.
+
+The policy selected in the *Purchase* app settings acts as the default value, and is applied to any
+new product created.
 
 Configuration
 =============
 
-To view the default bill control policy and make changes, go to :menuselection:`Purchase -->
-Configuration --> Settings`, and scroll down to the :guilabel:`Invoicing` section. Here, there are
-the two :guilabel:`Bill Control` policy options: :guilabel:`Ordered quantities` and
-:guilabel:`Received quantities`.
+To configure the *bill control* policy, navigate to :menuselection:`Purchase app --> Configuration
+--> Settings`, and scroll down to the :guilabel:`Invoicing` section. Under :guilabel:`Bill Control`,
+select either :guilabel:`Ordered quantities` or :guilabel:`Received quantities`. Then, click
+:guilabel:`Save`.
 
-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 created only *after* part of the total order has been
-  received. The products and quantities *received* are used to generate a draft bill. An error
-  message will appear if creation of a vendor bill is attempted without receiving anything.
-
-.. image:: control_bills/bill-control-policy-error-message.png
+.. image:: control_bills/control-bills-selected-policy.png
    :align: center
-   :alt: Bill control policy draft bill error message.
+   :alt: Selected bill control policy in Purchase app settings.
+
+- :guilabel:`Ordered quantities`: creates a vendor bill as soon as a |PO| is confirmed. The products
+  and quantities in the |PO| are used to generate a draft bill.
+- :guilabel:`Received quantities`: a bill is created only *after* part of the total order has been
+  received. The products and quantities received are used to generate a draft bill. An error message
+  appears if creation of a vendor bill is attempted without receiving anything.
+
+  .. image:: control_bills/control-bills-error-message-popup.png
+     :align: center
+     :alt: Bill control policy draft bill error message.
 
 .. note::
-   If one or two products need a different control policy, the default bill control setting can be
-   overridden by going to the :guilabel:`Purchase` tab in a product's template and modifying its
-   :guilabel:`Control Policy` field.
+   If a specific product should use a different control policy than selected in the *Purchase* app
+   settings, the :guilabel:`Bill Control` policy for that product can be changed from its product
+   form.
 
-Example flow: Ordered quantities
---------------------------------
-
-To complete an example workflow using the *ordered quantities* bill control policy, first go to
-:menuselection:`Purchase --> Configuration --> Settings`, scroll down to the :guilabel:`Invoicing`
-section, and select :guilabel:`Ordered quantities`. Then, :guilabel:`Save` changes.
-
-In the :guilabel:`Purchase` app, create a new :abbr:`RFQ (Request for Quotation)`. Fill out the
-information on the quotation form, add products to the invoice lines, and click :guilabel:`Confirm
-Order`. Then, click :guilabel:`Create Bill`. Since the policy is set to *ordered quantities*, the
-draft bill can be confirmed as soon as it is created, without any products actually being received.
-
-Example flow: Received quantities
----------------------------------
-
-To complete an example workflow using the *received quantities* bill control policy, first go to
-:menuselection:`Purchase --> Configuration --> Settings`, scroll down to the :guilabel:`Invoicing`
-section, and select :guilabel:`Received quantities`. Then, :guilabel:`Save` changes.
-
-In the :guilabel:`Purchase` app, create a new :abbr:`RFQ (Request for Quotation)`. Fill out the
-information on the quotation form, add products to the invoice lines, and click :guilabel:`Confirm
-Order`. Then, click on the :guilabel:`Receipt smart button`. Set the quantities in the
-:guilabel:`Done` column to match the quantities in the :guilabel:`Demand` column, and
-:guilabel:`Validate` the changes. Then, in the purchase order, click :guilabel:`Create Bill` and
-:guilabel:`Confirm`. Since the policy is set to *received quantities*, the draft bill can be
-confirmed *only* when at least some of the quantities are received.
+   To do that, navigate to :menuselection:`Purchase app --> Products --> Products`, and select a
+   product. From the product form, click the :guilabel:`Purchase` tab. Under the :guilabel:`Vendor
+   Bills` section, modify the selection in the :guilabel:`Control Policy` field.
 
 3-way matching
 ==============
 
-Activating :guilabel:`3-way matching` ensures that vendor bills are only paid once some or all of
-the products included in the purchase order have actually been received. To activate it, go to
-:menuselection:`Purchase --> Configuration --> Settings`, and scroll down to the
-:guilabel:`Invoicing` section. Then, click :guilabel:`3-way matching: purchases, receptions, and
-bills`.
+The *3-way matching* feature ensures vendor bills are only paid once some (or all) of the products
+included in the |PO| have been received.
 
-.. note::
-   3-way matching is *only* intended to work when the bill control policy is set to *received
-   quantities*.
+To activate *3-way matching*, navigate to :menuselection:`Purchase app --> Configuration -->
+Settings`, and scroll down to the :guilabel:`Invoicing` section. Then, tick the checkbox for
+:guilabel:`3-way matching` to enable the feature, and click :guilabel:`Save`.
+
+.. image:: control_bills/control-bills-three-way-matching.png
+   :align: center
+   :alt: Enabled 3-way matching feature in Purchase app settings.
+
+.. important::
+   The :guilabel:`3-way matching` feature **only** works with the :guilabel:`Bill Control` policy
+   set to :guilabel:`Received quantities`.
 
 Pay vendor bills with 3-way matching
 ------------------------------------
 
-When :guilabel:`3-way matching` is activated, vendor bills will display the :guilabel:`Should Be
-Paid` field under the :guilabel:`Other Info` tab. When a new vendor bill is created, the field will
-be set to :guilabel:`Yes`, since a bill can't be created until at least some of the products
-included in a purchase order have been received.
+When *3-way matching* is enabled, vendor bills display a :guilabel:`Should Be Paid` field under the
+:guilabel:`Other Info` tab. When a new vendor bill is created, the field is set to :guilabel:`Yes`,
+since a bill **cannot** be created until at least some of the products included in a |PO| have been
+received.
 
-.. image:: control_bills/vendor-bill-should-be-paid.png
+To create a vendor bill from a |PO|, navigate to :menuselection:`Purchase app --> Orders -->
+Purchase Orders`. From the :guilabel:`Purchase Orders` page, select the desired |PO| from the list.
+Then, click :guilabel:`Create Bill`. Doing so opens a new draft :guilabel:`Vendor Bill` form, in the
+:guilabel:`Draft` stage. Click the :guilabel:`Other Info` tab, and locate the :guilabel:`Should Be
+Paid` field.
+
+.. important::
+   The |PO| selected from the list **must not** be billed yet, or an :guilabel:`Invalid Operation`
+   pop-up window appears. This occurs for |POs| with a :guilabel:`Received quantities` policy, and a
+   :guilabel:`Fully Billed` :guilabel:`Billing Status`.
+
+   .. image:: control_bills/control-bills-invalid-operation.png
+      :align: center
+      :alt: Invalid Operation pop-up window for billed Purchase Order.
+
+Click the drop-down menu next to :guilabel:`Should Be Paid` to view the available options:
+:guilabel:`Yes`, :guilabel:`No`, and :guilabel:`Exception`.
+
+.. image:: control_bills/control-bills-should-be-paid.png
    :align: center
-   :alt: Draft bill should be paid field status.
+   :alt: Should Be Paid field status on draft vendor bill.
 
 .. note::
-   If the total quantity of products from a purchase order has not been received, Odoo only includes
-   the products that *have* been received in the draft vendor bill.
+   If the total quantity of products from a |PO| has not been received, Odoo only includes the
+   products that *have* been received in the draft vendor bill.
 
-Draft bills can be edited to increase the billed quantity, change the price of the products in the
-bill, and add additional products to the bill. If this is done, the :guilabel:`Should Be Paid` field
-status will be set to :guilabel:`Exception`. This means that Odoo notices the discrepancy, but
-doesn't block the changes or display an error message, since there might be a valid reason for
-making changes to the draft bill.
+Draft vendor bills can be edited to increase the billed quantity, change the price of the products
+in the bill, and add additional products to the bill.
 
-Once payment has been registered for a vendor bill and displays the green :guilabel:`Paid` banner,
-the :guilabel:`Should Be Paid` field status will be set to :guilabel:`No`.
+If the draft bill's information is changed, the :guilabel:`Should Be Paid` field status is set to
+:guilabel:`Exception`. This means that Odoo notices the discrepancy, but does not block the changes
+or display an error message, since there might be a valid reason for making changes to the draft
+bill.
+
+To process the vendor bill, select a date in the :guilabel:`Bill Date` field, and click
+:guilabel:`Confirm`, followed by :guilabel:`Register Payment`.
+
+This opens a :guilabel:`Register Payment` pop-up window. From this window, accounting information is
+pre-populated based on the database's accounting settings. Click :guilabel:`Create Payment` to
+process the vendor bill.
+
+Once payment has been registered for a vendor bill, and the bill displays the green :guilabel:`Paid`
+banner, the :guilabel:`Should Be Paid` field status is set to :guilabel:`No`.
 
 .. tip::
-   The :guilabel:`Should Be Paid` status on bills is set automatically by Odoo. However, the status
-   can be changed manually by clicking the field's drop-down menu inside the :guilabel:`Other Info`
+   The :guilabel:`Should Be Paid` status on bills is automatically set by Odoo. However, the status
+   can be manually changed by clicking the field's drop-down menu inside the :guilabel:`Other Info`
    tab.
 
 View a purchase order's billing status
 ======================================
 
-When a purchase order is confirmed, its :guilabel:`Billing Status` can be viewed under the
-:guilabel:`Other Information` tab on the purchase order form.
+Once a |PO| is confirmed, its :guilabel:`Billing Status` can be viewed under the :guilabel:`Other
+Information` tab on the |PO| form.
 
-.. image:: control_bills/billing-status-nothing-to-bill.png
+To view the :guilabel:`Billing Status` of a |PO|, navigate to :menuselection:`Purchase app -->
+Orders --> Purchase Orders`, and select a |PO| to view.
+
+Click the :guilabel:`Other Information` tab, and locate the :guilabel:`Billing Status` field.
+
+.. image:: control_bills/control-bills-billing-status.png
    :align: center
-   :alt: Purchase order billing status.
+   :alt: Billing status field on a purchase order form.
 
-Below is a list of the different statuses that a :guilabel:`Billing Status` could appear as and when
-they are displayed, depending on the bill control policy used.
+The table below details the different values the :guilabel:`Billing Status` field could read, and
+when they are displayed, depending on the *Bill Control* policy used.
 
-+------------------------------+--------------------------------------------------------------------------+
-| :guilabel:`Billing Status`   |                              **Conditions**                              |
-|                              +------------------------------------------------+-------------------------+
-|                              |            *On received quantities*            | *On ordered quantities* |
-+------------------------------+------------------------------------------------+-------------------------+
-| :guilabel:`Nothing to Bill`  |       PO confirmed; no products received       |     *Not applicable*    |
-+------------------------------+------------------------------------------------+-------------------------+
-| :guilabel:`Waiting Bills`    |  All/some products received; bill not created  |       PO confirmed      |
-+------------------------------+------------------------------------------------+-------------------------+
-| :guilabel:`Fully Billed`     | All/some products received; draft bill created |    Draft bill created   |
-+------------------------------+------------------------------------------------+-------------------------+
+.. list-table::
+   :header-rows: 1
+   :stub-columns: 1
+
+   * - Billing Status
+     - On received quantities
+     - On ordered quantities
+   * - Nothing to Bill
+     - PO confirmed; no products received
+     - *Not applicable*
+   * - Waiting Bills
+     - All/some products received; bill not created
+     - PO confirmed
+   * - Fully Billed
+     - All/some products received; draft bill created
+     - Draft bill created
+
+.. seealso::
+   :doc:`manage`