
https://docs.google.com/document/d/1W6ybn8fLr6Y9QDvbARCOG_z0H4sjxz222SmhnMM_kd8/edit#heading=h.teahchhagxca
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8.3 KiB
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228 lines
8.3 KiB
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How to control supplier bills?
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The **Purchase** application allows you to manage your purchase orders,
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incoming products, and vendor bills all seamlessly in one place.
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If you want to set up a vendor bill control process, the first thing you
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need to do is to have purchase data in Odoo. Knowing what has been
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purchased and received is the first step towards understanding your
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purchase management processes.
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Here is the standard work flow in Odoo:
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1. You begin with a **Request for Quotation (RFQ)** to send out to your
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vendor(s).
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2. Once the vendor has accepted the RFQ, confirm the RFQ into a
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**Purchase Order (PO)**.
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3. Confirming the PO generates an **Incoming Shipment** if you purchased
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any stockable products.
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4. Upon receiving a **Vendor Bill** from your Vendor, validate the bill
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with products received in the previous step to ensure accuracy.
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This process may be done by three different people within the company,
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or only one.
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Configuration
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=============
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Installing the Purchase and Inventory applications
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--------------------------------------------------
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From the **Apps** application, search for the **Purchase** module and
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install it. Due to certain dependencies, installing purchase will
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automatically install the **Inventory** and **Accounting** applications.
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Creating products
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-----------------
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Creating products in Odoo is essential for quick and efficient
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purchasing within Odoo. Simply navigate to the **Products** submenu under
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**Purchase**, and click **Create**.
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.. image:: media/bills03.png
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:align: center
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When creating the product, Pay attention to the **Product Type** field,
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as it is important:
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- Products that are set as **Stockable** or **Consumable** will allow you
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to keep track of their inventory levels. These options imply
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stock management and will allow for receiving these kinds of
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products.
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- Conversely, products that are set as a **Service** or **Digital Product**
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will not imply stock management, simply due to the fact that
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there is no inventory to manage. You will not be able to receive
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products under either of these designations.
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.. tip::
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It is recommended that you create a **Miscellaneous** product for all
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purchases that occur infrequently and do not require inventory
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valuation or management. If you create such a product, it is recommend
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to set the product type to **Service**.
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Managing your Vendor Bills
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==========================
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Purchasing products or services
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-------------------------------
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From the purchase application, you can create a purchase order with as
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many products as you need. If the vendor sends you a confirmation or
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quotation for an order, you may record the order reference number in the
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**Vendor Reference** field. This will enable you to easily match the PO
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with the the vendor bill later (as the vendor bill will probably include
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the Vendor Reference)
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.. image:: media/bills04.png
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:align: center
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Validate the purchase order and receive the products from the **Inventory**
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application.
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Receiving Products
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------------------
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If you purchased any stockable products that you manage the inventory
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of, you will need to receive the products from the **Inventory** application
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after you confirm a purchase order. From the **Inventory** dashboard, you
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should see a button linking you directly to the transfer of products.
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This button is outlined in red below:
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.. image:: media/bills07.png
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:align: center
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Navigating this route will take you to a list of all orders awaiting to
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be received.
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.. image:: media/bills05.png
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:align: center
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If you have a lot of awaiting orders, apply a filter using the search
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bar in the upper right. With this search bar, you may filter based on
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the **Vendor** (or **Partner**), the product, or the source document, also known as
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the reference of your purchase order. You also have the capability to
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group the orders by different criteria under **Group By**. Selecting an
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item from this list will open the following screen where you then will
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receive the products.
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.. image:: media/bills02.png
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:align: center
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Purchasing **Service** products does not trigger a delivery order.
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Managing Vendor Bills
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---------------------
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When you receive a **Vendor Bill** for a previous purchase, be sure to
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record it in the **Purchases** application under the **Control Menu**. You
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need to create a new vendor bill even if you already registered a
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purchase order.
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.. image:: media/bills06.png
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:align: center
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The first thing you will need to do upon creating a **Vendor Bill** is to
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select the appropriate **Vendor** as this will also pull up any associated
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accounting or pricelist information. From there, you can choose to
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specify any one or multiple purchase orders to populate the vendor bill
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with. When you select a purchase order from the list, Odoo will pull any
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uninvoiced products associated to that purchase order and automatically
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populate that information below. If you are having a hard time finding
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the appropriate vendor bill, you may search through the list by
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inputting the vendor reference number or your internal purchase order
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number.
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.. image:: media/bills01.png
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:align: center
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While the invoice is in draft state, you can make any modifications you
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need (i.e. remove or add product lines, modify quantities, and change
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prices).
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.. note::
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Your vendor may send you several bills for the same purchase order if:
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1. Your vendor is in back-order and is sending you invoices as they
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ship the products.
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2. Your vendor is sending you a partial bill or asking for a deposit.
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Every time you record a new vendor bill, Odoo will automatically
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populate the product quantities based on what has been received from the
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vendor. If this value is showing a zero, this means that you have not
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yet received this product and simply serves as a reminder that the
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product is not in hand and you may need to inquire further into this. At
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any point in time, before you validate the vendor bill, you may override
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this zero quantity.
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Vendor Bill Matching
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====================
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What to do if your vendor bill does not match what you received
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---------------------------------------------------------------
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If the bill you receive from the vendor has different quantities than
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what Odoo automatically populates as quantities, this could be due to
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several reasons:
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- The vendor is incorrectly charging you for products and/or services
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that you have not ordered.
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- The vendor is billing you for products that you might not have
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received yet, as the invoicing control may be based on ordered or
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received quantities.
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- Or the vendor did not bill you for previously purchased products.
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In these instances it is recommended that you verify that the bill, and
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any associated purchase order to the vendor, are accurate and that you
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understand what you have ordered and what you have already received.
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If you are unable to find a purchase order related to a vendor bill,
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this could be due to one of a few reasons:
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- The vendor has already invoiced you for this purchase order,
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therefore it is not going to appear anywhere in the selection.
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- Someone in the company forgot to record a purchase order for this
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vendor.
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- Or the vendor is charging you for something you did not order.
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How product quantities are managed
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----------------------------------
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By default, services are managed based on ordered quantities, while
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stockables and consumables are managed based on received quantities.
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If you need to manage products based on ordered quantities over received
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quantities, you will need to enable **Debug Mode** from the **About Odoo**
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information. Once debug mode is activated, select the product(s) you
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wish to modify, and you should see a new field appear, labeled **Control
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Purchase Bills**.
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.. image:: media/bills08.png
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:align: center
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You can then change the default management method for the selected
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product to be based on either:
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- Ordered quantities
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- Received quantities
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Batch Billing
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When creating a vendor bill and selecting the appropriate purchase
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order, you may continue to select additional purchase orders and Odoo
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will add the additional line items from that purchase order. If you
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have not deleted the previous line items from the first purchase order
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the bill will be linked to all the appropriate purchase orders.
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