Table of Contents

Capturing a Vendor Bill

Introduction

Once the receipt has been created and validated in Odoo, the Finance/Inventory clerks will need to capture the Vendor Invoice. This step occurs after the Logistics co-ordinator has confirmed that the payment dates, delivery dates and prices correlate with the Supplier Invoice and the agreed purchase order.

Responsible Team

  • Logistics co-ordinator
  • Procurement & Stock Management Clerk
  • Procurement Manager
  • Warehouse Manager

Navigate to your Odoo dashboard and click on this application: Purchase

Navigate as follows to get to the correct screen:

Orders/ Purchase Orders

In the search bar at the top, type in the code of the Purchase Order, you should now land on a screen that looks like this:

Process

  1. Select the purchase order and click on [CREATE BILL].
  2. Click on [EDIT].
  3. Enter the current date under the field labelled Bill Date.
  4. Enter the relevant information under the following fields as per the Invoice and Delivery Note:
    1. Bill Reference (Vendor Invoice ID)
    2. Payment Reference
    3. Recipient Bank
  5. Enter the quantity and invoice cost for each product, as per the received Vendor Invoice.
    1. If the unit quantity captured on the vendor bill is more than the unit quantity captured on the receipt, a draft Vendor credit note will be automatically generated.
    2. If the unit quantity captured on the vendor bill is less than the unit quantity captured on the receipt, an additional draft Vendor Bill will be automatically generated.
  6. Once you've entered the correct quantities and dates as requested, click [CONFIRM].
What if the Vendor Invoice product cost differs to the Purchase order cost?
Communication needs to be done before create a bill to rectify the correct agreed cost. If the Vendor Invoice has an incorrect cost, a new Vendor Invoice must be issued by the Vendor.
What if the quantities on the Purchase order receipt differs to the Vendor Invoice?
The invoice received from the Vendor is a legal document and has to match what is captured in the Vendor Bill. If there are discrepancies, it should be communicated and resolved before the Vendor Bill is created. Note this may lead to a request for a credit note to be issued by the Vendor.

How did we do?

Creating a Receipt

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