Odoo 16 Community Book

Purchase Management

The purchase order is considered as a type of agreement made between the vendor and the buyer that includes a detailed description of the purchase and price of the product. The company can generate a purchase order to send to the supplier that will define complete details about the product included in the purchase list in the purchase module. We can generate the purchase order from the Request for Quotation as well as directly from the ‘Purchase Order’ option in the menu of ‘Orders.’

If you have received a positive response from the vendor, then you can directly convert the RFQ into a successful purchase order by clicking the ‘Confirm Order’ button, as shown in the screenshot below.

To create a direct purchase order, select the ‘Purchase Order’ option from the Orders menu given in the main menu bar of the module. We will get a list of purchase orders and their status in this field, as shown below.

The preview will display the details about the Reference Number, Confirmation Date, Vendor, Company, Receipt Date, Purchase Representative, Next Activity, Source Document, Total Price, and Billing Status. You can select a purchase order to get a detailed view or edit the respective purchase order. The sorting options and different views of the data are available in this platform also like in any other Odoo module.

Use the ‘Create’ button to create a new purchase order.

The first step of creating a new purchase order is the same as that of the generation of the RFQ. Add details about the Vendor, Vendor Reference, and Purchase Agreement in the given fields. Similarly, mention the Order Deadline, Receipt Date, and Deliver to Address details in the respective fields. Attach the product list that you want to purchase and other information regarding the purchase order under the tabs specified in the form.

You can send this as a request for quotation to the selected vendor through Email by clicking on the ‘Send by Email’ as we have done in the generation of RFQ. If you want to directly confirm the order and proceed with the purchase, you can use the ‘Confirm Order’ button. The status can be observed as Purchase Order. From the Settings menu, you can activate the Lock Confirmed Orders to lock the confirmed orders automatically in order to prevent editing.

Once you confirm the order, it will be automatically locked as shown below.

If you want to make any changes to the confirmed order, you can click on the Unlock button. After creating the Purchase Order, you can see the ‘Create Bill’ button to generate the bill on the payment.

Receive Products

After confirming the order, the product will be delivered to the address mentioned in the purchase order. At the time of the delivery, you can record product details using the Receive Products button.

You can also click on the Receipt smart button to get the details of the incoming shipment.

You can receive the product and confirm the receipt by clicking on the Validate button.

The delivery will be completed and the new product will be added to the inventory once you validate the receipt.