Purchase Agreements
In Odoo 18, purchase agreements serve as formal contracts between a buyer and a vendor, defining the terms and conditions under which purchases will be made. These agreements are a vital component of procurement, as they establish clear expectations and facilitate smooth transactions. A purchase agreement must be agreed upon by both the vendor and the buyer before any purchase orders are confirmed. In Odoo 18, purchase agreements must first be activated from the module's Settings menu.
Once this feature is enabled, users can access it through the Purchase Agreement option in the Orders menu. Odoo offers two main types of purchase agreements: Blanket Orders and Purchase Alternatives. Each serves a specific purpose and helps streamline different aspects of the purchasing process.
Purchase Alternatives
Purchase Alternatives are particularly useful when a company wishes to compare offers from multiple vendors before committing to a purchase. In such cases, the buyer can generate requests for quotations (RFQs) from several vendors for the same product or set of products. This functionality is particularly beneficial when businesses seek the best possible price or terms from their suppliers. When creating an RFQ, Odoo 18 provides an Alternatives tab where users can add multiple requests for quotations, allowing for side-by-side comparisons.
Once the quotations are received, the user can easily review the terms, prices, and product lines, making an informed decision about which vendor to choose. After a thorough review, the selected quote is confirmed, and the other offers are automatically rejected.
Blanket Orders
Blanket Orders are designed for businesses that regularly order the same products or services from a specific vendor over a set period. This type of purchase agreement simplifies the process for ongoing, repetitive purchases by creating a standing agreement with the vendor. Blanket Orders allow companies to customize products, pricing, and delivery terms for a specific vendor, making them ideal for long-term supplier relationships. They can be particularly helpful when a business needs to place multiple orders for the same product across different timeframes, or when receiving partial deliveries over time.
To configure a Blanket Order in Odoo 18, users can select the option Purchase Agreement from the Orders menu, where they can view a list of existing agreements.
Each agreement provides detailed information, including the Agreement, Vendor, Agreement Type, Purchase Representative, Company, Start Date, End Date, Reference, and the Status of the agreement. Users have the option to view these agreements in a Kanban layout for a more visual representation of ongoing contracts.
When creating a new Agreement, a simple form prompts the user to fill in details such as the Vendor, Buyer, Agreement Type, Reference, and Company. The Agreement Validity allows users to specify a final date by which all orders under the agreement must be placed. In the Products tab, users can add items to the agreement, along with their respective Unit Prices. Any specific Terms and Conditions governing the agreement can also be added to the contract.
Once the Blanket Order is confirmed, its status changes from Draft to Ongoing, and it remains active until the agreement's deadline passes, at which point it automatically closes.
The real advantage of Blanket Orders in Odoo 18 is their reusability. A single Blanket Order can be referenced multiple times to generate new RFQs or purchase orders during the validity period, streamlining the process for repeat purchases.
When generating a new RFQ based on a Blanket Order, Odoo automatically populates the details of the agreement into the RFQ, ensuring consistency and accuracy. This functionality reduces administrative overhead and allows businesses to manage their purchasing cycles with greater efficiency.
Purchase Template
In Odoo 18, the Purchase Template is a newly introduced feature designed to streamline the purchasing process by enabling businesses to create reusable templates for frequently used purchase agreements. This feature is available under the Purchase Agreement tab in the Purchase module, offering a convenient way to standardize and simplify repetitive purchase operations.
The Purchase Template option allows users to predefine essential details such as products, quantities, and terms, which can then be applied when creating new purchase agreements.
Click the New button to create a new purchase template. In the form that appears, you’ll find fields where you can define key details such as Vendor, Buyer, Agreement Type, Reference, and Company. Select Purchase Template as the Agreement Type. Add the products and their quantities that will frequently be included in the agreement. Include any specific terms or conditions that should be applied to all agreements using this template.
Once you've filled in the necessary details, save the purchase template. The template will now be available whenever you're creating a new purchase agreement, allowing you to reuse the predefined information without the need to input it manually each time.
By utilizing templates, businesses can save time, ensure consistency across multiple orders, and reduce the risk of errors, especially when dealing with routine purchases or long-term vendor contracts.