Reminding your vendor of the receipt date is made easier with a receipt reminder. An instant email is sent to the seller to confirm the receipt date. A purchase order can thus be quickly and easily streamlined. Processing vendor invoices for a number of purposes, such as making sure the purchase accounts are paid, results in the creation of purchase order receipts. The ideal method for handling a purchase order's receipt confirmation in a business is the Odoo 19 Purchase module.
- Better visibility of deliveries and engagement with suppliers
You can get the seller to confirm or alter delivery details by reminding them before the anticipated receipt date. This keeps everyone on the same page, minimizing surprises and improving your ability to predict incoming supplies.
- Improved compliance with delivery schedules
The seller is encouraged by the reminder to complete the delivery on schedule (or notify you beforehand of any delays). As a result, there are fewer deliveries that are delayed, which improves internal planning accuracy and streamlines processes.
- Decreased danger of stock-outs or overstocks
You can better predict when the products will arrive if the vendor promptly confirms and reminds you. By doing this, you can more precisely manage your inventory levels and steer clear of scenarios in which you are either holding too much inventory or running out of stock.
- Increased automation and less manual follow-up
Less time is spent pursuing vendors via phone or email when the receipt reminder procedure is automated. It frees up your purchase or procurement team to concentrate on more important work rather than follow-ups.
- Improved relationship management and accountability of suppliers
Vendors are aware of your delivery expectations when they see that reminders are a regular part of your process. Over time, this helps to increase vendor dependability, provides information to assess performance (such as delays vs reminders), and fosters stronger strategic partnerships.
The Receipt Reminder option must be enabled in the Purchase module's settings, as shown below.
The receipt reminder on the purchase order form alerts the vendor to the date of receipt once it is triggered. You can save time and facilitate order follow-up by automatically sending your vendor an email to confirm the receipt date.
As shown below, the user must set up the Outgoing Email Server in the Odoo 19 settings under Custom Email Servers to accomplish this.
Next, select the outgoing mail server and set it up with the necessary data, such as the username, password, connection encryption, SMTP server, and SMTP port. Lastly, check the connection.
Now that the connection has been established, let's go back to the Purchase module and create an RFQ using it.
To generate a new RFQ, click the New button. Enter the vendor's name, purchase agreement, currency, vendor reference, and order deadline on this form. Then, as seen below, add the required quantities of products to the order line.
In this scenario, the "Expected Arrival" date field has a checkbox named "Ask Confirmation." In contrast to the anticipated arrival date of the product, the vendor's guaranteed reception date is referred to as the "Expected Arrival Date." Following the selection of "Ask Confirmation" and the input of the necessary amount of days. To confirm the arrival date, an email can be sent to the seller X days in advance.
Consequently, it will send an email to the designated vendor asking for confirmation of receipt based on the chosen date after entering the "Expected Arrival" date and turning on the "Ask Confirmation" option.
Each partner can have a predetermined receipt reminder date set in the partner form.
When a partner is selected, this will be instantly updated in the RFQ form.
The vendor's promised arrival date is November 5th, the same as in the RFQ, and the Ask Confirmation is set at 4 days. In order to guarantee a delivery date, a confirmation email is sent to the recipient four days prior to the day of receipt, which is November 1st. The vendor is therefore required to confirm a date of receipt.
Once you have added all the information required for your purchase order, click the SAVE icon. An email will be sent to the seller as soon as the order is verified. After that, the seller can email customers to confirm the receipt date.
Additionally, as seen in the screenshot below, you can preview the reminder email by selecting the icon that shows up after the Ask confirmation form.
As seen below, the vendor will receive the confirmation email if we check the inbox now.
The letter will say, "This is a reminder that the purchase order P00022 is scheduled to be delivered on November 5th. Would you kindly confirm that it will arrive on schedule?
Click on the Acknowledge button. While clicking on it the vendor can view the details about the purchase.
A PDF copy of the RFQ, which contains all the necessary details, such as the products, shipping address, purchase representative, and more, will also be provided to the vendor, as mentioned below.
By selecting the Receive button, you can authorize the purchases, check the receipt, and get the items right away.
Create the Bill when the receipt has been verified, then make the necessary payment to the seller.
This is how the Receipt Reminder feature in Odoo 19 ensures that users get a confirmation of their purchase order receipt as soon as possible. Additionally, Odoo ERP makes it simple for businesses to create purchase orders based on receipts and bills.
To read more about How to Manage Timely Deliveries from Vendors in Odoo 18, refer to our blog How to Manage Timely Deliveries from Vendors in Odoo 18.