Purchase Management
Managing purchase orders (POs) is a crucial aspect of the procurement process, ensuring the seamless movement of goods from vendors to businesses. Odoo 18 simplifies this process by providing a dedicated platform within its Purchase module, allowing users to create, manage, and track purchase orders efficiently. Below is an in-depth look at how purchase orders are handled in Odoo 18, from creation to product receipt.
Creating a Purchase Order from a Request for Quotation (RFQ)
The procurement process in Odoo 17 typically begins with the creation of a Request for Quotation (RFQ). Once the RFQ is generated, it can be sent to the relevant vendor for review and approval. This initial step involves negotiating the terms, prices, and conditions of the potential purchase.
After the vendor reviews and approves the RFQ, the next stage is to confirm the purchase order (PO). The Purchase Orders menu in Odoo 18's Purchase module provides a streamlined interface for this process.
The purchase order management window mirrors the structure of the RFQ window, presenting vital information, such as:
● Reference: The unique PO number for easy tracking.
● Confirmation Date: The date when the order was confirmed.
● Vendor: The name of the supplier.
● Company: The company placing the order.
● Buyer: The person responsible for the purchase.
● Activities: Any activities or tasks related to the PO.
● Source Document: The origin of the purchase, such as the RFQ.
● Total: The overall value of the order.
● Billing Status: Indicates the payment stage.
● Expected Arrival Date: The anticipated receipt date of the goods.
To create a new purchase order from scratch, users can click the New button and enter the required details. However, if converting an RFQ into a purchase order, you can do so by simply clicking the Confirm button. This action transforms the RFQ into a confirmed purchase order, making it visible within your system.
Managing Purchase Orders After Confirmation
Once the purchase order is confirmed, Odoo 18 provides a range of tools to manage the order efficiently.
In the Purchase Order view, users can perform several key actions:
● Receive Products: This option allows users to start the process of receiving goods as soon as the vendor ships them.
● Create Bill: Upon receipt of goods, users can generate a vendor bill for payment processing.
● Cancel: If necessary, a confirmed purchase order can be canceled by clicking the Cancel button.
Locking Purchase Orders for Security
To prevent accidental modifications after a purchase order has been confirmed, Odoo 18 offers the ability to lock orders.
This feature can be enabled by selecting the Lock Confirmed Orders option in the Purchase module’s Settings menu.
Once activated, all confirmed orders are automatically locked, ensuring that no further changes can be made without authorization. If changes are needed, users can unlock the order by clicking the Unlock button.
Receiving Products in Odoo 18
After the purchase order is confirmed, the next step is receiving the goods from the vendor. Odoo 18 provides a structured process for this, ensuring that each shipment is tracked and validated properly. Once the vendor ships the products, users can click the Receive Products button in the purchase order window to start the receiving process.
This action leads to a new window displaying details of the incoming shipment, which can also be accessed using the Receipt smart button found on the corresponding purchase order.
The receiving window includes the following details:
● Receive From: The supplier’s name.
● Operation Type: The type of operation performed.
● Scheduled Date: The expected date for receiving the products.
● Deadline: The date by which the products should be received.
● Source Document: The reference document for the shipment, typically the original purchase order
In the Operations tab of the receiving window, users can find detailed information about the products being received:
● Product: The specific items ordered from the vendor.
● Demand: The number of products required as per the purchase order.
● Quantity: The actual number of products to be received.
● Unit of Measure: The unit in which the products are measured (e.g., units, kilograms, liters).
Additionally, users can access product forecast reports and view detailed operational data by clicking on the relevant buttons next to the Demand and Unit of Measure fields. This ensures complete transparency over stock movements and product handling.
Odoo 18 provides an Additional Information tab where users can view shipping and delivery details related to the order.
The Shipping Information section includes:
● Carrier: The logistics provider handling the shipment.
● Tracking Reference: The tracking number for the shipment.
● Weight: The total weight of the products.
● Shipping Weight: The actual weight recorded during shipping.
In the Other Information section, users can find details about the responsible employee, and company. Any additional notes or remarks related to the incoming shipment are displayed in the Note tab.
Validating the Receipt
After reviewing all shipment details, users can click the Validate button to confirm that the products have been received.
Once validated, the receipt’s status changes to Done, indicating that the transfer of goods has been completed successfully.
This final step ensures that the products are added to the inventory and are available for use or sale.