diff --git a/content/applications/inventory_and_mrp/purchase/manage_deals/manage.rst b/content/applications/inventory_and_mrp/purchase/manage_deals/manage.rst index f9c52a89b..258b4b73a 100644 --- a/content/applications/inventory_and_mrp/purchase/manage_deals/manage.rst +++ b/content/applications/inventory_and_mrp/purchase/manage_deals/manage.rst @@ -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`