Vendor Bills
Managing vendor bills is a crucial part of the procurement and payment process for any business. A vendor bill represents the amount owed to a supplier for goods or services provided. In Odoo 18, vendor bills are automatically generated based on the purchase orders you've confirmed or the products you’ve received. The flexibility to choose whether to generate bills based on ordered quantities or received quantities gives companies full control over their procurement workflows.
Odoo 18 allows you to tailor your billing process to suit your company’s financial policies. This is done using the Bill Control options found under the Invoicing tab of the Purchase module's Settings menu.
The Bill Control feature allows businesses to choose the billing method that works best for them. Depending on your company's needs, you can generate vendor bills based on:
1. Ordered Quantities: Bills are created as soon as the purchase order is confirmed. This method is useful for companies that prefer to pay upfront or secure stock by making payments based on purchase order values.
2. Received Quantities: Bills are generated only after goods have been received. This option is more common for businesses that want to pay based on actual deliveries to avoid overpayments for goods that haven't arrived.
The selected policy will automatically apply to all newly created purchase orders. However, if a specific product needs a different billing method, you can override the default setting directly within the product’s details. For example, certain products might require payment based on ordered quantities, while others could follow the received quantities method. To modify the control policy for specific products, go to the Products section within the Purchase module. Open the product’s detail form.
Under the Purchase tab, locate the Control Policy option. Select the desired billing method for that particular product. By configuring this setting, you ensure that each product follows the appropriate billing workflow, giving you better financial control over your procurement process.
Generating Vendor Bills
Once a purchase order is confirmed and goods are either ordered or received, Odoo 18 allows you to generate a vendor bill quickly and efficiently.
After completing a purchase order, you will see the Create Bill button on the purchase order screen. Clicking this button initiates the vendor bill creation process. If your billing policy is set to Received Quantities, ensure that the products have been received and validated before creating the bill.
Once the bill is created, you are directed to a new screen displaying the draft vendor bill. This draft includes all relevant details, such as:
● Vendor: The supplier you are billed by.
● Bill Reference: A unique reference code for tracking the bill.
● Bill Date: The date the bill was issued.
● Accounting Date: The date the bill is recorded in the accounting system.
● Payment Reference: The unique reference used for payment processing.
● Recipient Bank: The bank account details of the vendor.
● Journal: The journal used for the transaction.
● Due Date: The date by which the bill should be paid.
If needed, you can upload a previous bill or purchase order to autofill the vendor bill details. In the Invoice Lines section, you can review the list of products or services that have been ordered. This section displays key information, such as the quantity and price of each item. If your billing policy is based on received quantities, Odoo 18 automatically adjusts the bill to reflect the exact number of items received.
After verifying the details in the draft bill, click the Confirm button to finalize the bill. Once confirmed, the vendor bill is officially recorded in the system, and the payment process can begin.
After confirming the vendor bill, you can proceed with the payment.
Once the vendor bill is paid, its status is updated to Paid. You can easily view and track the status of vendor bills within the Purchase module, ensuring transparency and full control over your company’s payables.