ODOO FAQ

What does the billing status of purchase order “Nothing to bill” indicate? When a purchase order created and confirmed but receipt not validated or products not received then the billing status of purchase order becomes “nothing to bill”.
How can a vendor view all his drafted vendor bills? In purchase under orders, there is a submenu vendor. when a vendor is selected, above we can see vendor bills. When you open it you can see all the bills including drafted, posted and canceled bills.
How to view the purchase orders which are not billed yet? We can see the non billed purchase orders in the purchase order list with the status ‘waiting to bill’ and ‘Nothing to bill’. We can also see the non billed orders by filtering option in odoo.
What can be done if a salesperson needs to send a request for a purchase order for a product only when order is confirmed by a customer without storing the product in stock? Choose a product, under the inventory tab check the routes Buy and Make to order. Create a sale order and confirm it. Now go to Request for quotations in the purchase module. There you can see an RFQ created.
How can you ensure that you have completely billed for the products purchased from a vendor? If the billing status of a purchase order is “fully billed” then the bill is paid completely paid to the vendor.
What is the relevance of the unit of measure category if a salesperson wants to sell a product in a unit different from the unit of the product when it was purchased? it is possible for the conversion of one unit of measure to others within a category where a reference unit of measure is set. for example, the length is a category that contains a unit of measures like cm, mm,m, etc. so, this helps to avoid the calculation in unit conversion while selling or purchasing products.
Is it possible to view the product variants that have been published? Product variants can be filtered by published products.
How can I configure vendor tax for a product? When a product is created under the purchase tab there is an option to add vendor tax.
What action is taken if it is found that the product received is damaged? After receiving the product a scrap button appears. When the scrap button is clicked we can specify how much quantity was damaged, the source location of the product and the scrap location to which it should be transferred.
Can I give an extra price for a variant of a product? There is configure variant option for a product where a specific attribute can be selected and extra value price can be added.
How can I analyze the purchase details of a vendor? When the reporting menu is selected a pivot view option is there where we can filter by vendors and view the total orders and total amount associated with each vendor.
How can I view the total purchase orders created last month? When the reporting menu is selected we can see time ranges option from which last month can be selected and applied to view purchase orders in last month.
Is it possible to return back some quantities of products to the vendor after receiving the products? After receiving the product and validating it there is an option to return back the product. when the return button is clicked we can specify the quantity that is returned and the return location.
Who is responsible for managing exchange goods directly to the customer from a vendor? The salesperson is responsible for this situation. Invoicing is done by the salesperson itself depending on the invoicing policy ie. On ordered quantities or on delivered quantities.
How can we assign multiple vendors for a product? When we create a product under the purchase tab there is an option to add multiple vendors.
Is it possible to make changes to the request for quotation sent to a vendor? If a quotation created is sent and if we need to add new products or change the quantity in the quotation there is an option to edit the quotation and resend the email.
Can I create custom currency in my purchase order form? There is a currency field in the purchase order form where we can create new currencies and add them.
Is there any way to lock a purchase order confirmation when the amount goes beyond a specific amount and notify the manager to get an approval? In the configuration settings of purchase, there is an option for purchase order approval where we can specify a minimum amount.
Is it possible to add different sections under a purchase order? Yes, in the purchase section under the product line “add a section” can be used to add a different sections under a purchase order.
How long is the vendor price list valid? Can we set any validity Period for the price list set to a product for a vendor?  In configuration Vendor price lists it is possible to set validity for each vendor price list.
How can we set a price list for a particular vendor? There is an option to create a price list for each vendor.
If the quantity order is not completely delivered by the purchase vendor, what can be done to the remaining quantity in the next order? A backorder is created where the remaining quantity will be delivered in the next order. Here two receipts are created, one in waiting and others in ready.
What is the way to confirm whether the bill generated purchase by a vendor is to be paid or not? Compare the information in purchase order, vendor bill and receipt using 3-way matching technique.
Is there any agreement period between a vendor and a salesperson in blanket order when purchasing a product? In the purchase order agreement deadline option is there.
How is stock affected when products are purchased using the dropshipping method? Stock is not affected as purchased products are directly delivered to the customers.
When a call for tender created by sending multiple requests and an order is confirmed, how can we cancel the remaining request? We can set this at the time of agreement creation where argument type is set as select only one RFQ.
How can we prevent or block a product from being purchased? Product can be blocked by setting blocking messages under the purchase tab in the product.
Can we create bill even if the product is not received? Yes, we can create the bill after the purchase order is confirmed. This can be done by changing the “Control Policy” to “On ordered quantities” in product.
Is it possible to create a bill, only after the product is received? Yes, we can set this by changing the “Control Policy” to “On received quantities” in product.
How do we set the bills to receive "After the receipt of product" or "Before the receipt of product"? Another nice feature of the Odoo is that you can have control of the bill you want to receive. Here you can choose to get the bill before or after the receipt of the products. And for this to be activated in the purchase module go to settings there you can select the type of bill you want to get: "Ordered quantity" or "Received quantity".
How can we prevent miss modifications on purchase order? Here we can use the feature of LOCK the purchase order. In order to Lock a purchase, first of all, we have to go to the purchase module, then go to the configuration from there click the settings. There you will find the option for LOCK CONFIRMED ORDER. Activate it by clicking on it. Now while working on a purchase order, when you confirm it, you can then Lock the order preventing any further modification on the document.
Exchange goods directly to the customer from a vendor. Is it possible? And if, how? Yes, it is possible. Here we are using the concept of dropshipping. Dropshipping is a technique in which the seller does not keep items in stock but rather exchanges the items directly from the provider to the client. For more details regarding its configuration read the blog: How to Setup Drop-Shipping.
Can we lock a purchase order? If the purchase order is locked after the order is confirmed we cannot cancel the purchase order or send the purchase order by mail. Status bar shifts from Purchase order to Locked state. You can unlock the purchase order using the UNLOCK button if you need to do further actions.
How can we send RFQ by mail? After having filled all the necessary things in the RFQ, click the SAVE button. Then you will be directed to a new window, there you have two options, "Print RFQ" and "Send by Email". Upon clicking on "Send by mail" an auto-email is generated based on the details on the RFQ. If you want you can add extra ingo also there. Click on the SEND button. Now the status of RFQ will be changed to RFQ Sent.
Can we set multiple vendors on a product? in odoo, it is possible to set up multiple vendors for a  product. for that in the purchase, the module takes the products and under the purchase tab of that product, you can set the vendors even multiple vendors. when an auto purchase order is made by the odoo the first preference will be gone to the first vendor in the vendor list of the product.
How can we create an automatic purchase order from a sales order in odoo? first of all, configure the product in which you want to make a purchase order from a sales order. so go to sales -> select a product. in its inventory tab choose the routes "buy and make to order", create vendor to the product. when you create a sales order and go to the delivery part by clicking the delivery button. you can see that it is waiting for another action. that another action is the purchase order automatically created while making a sales order. The automatically generated purchase order can be seen in the RFQ section in the purchase module. it is created against the first vendor set for the product.
Can we cancel a purchase order? May be due to some false happenings we wanted to cancel the Purchase Order sent to Vendors. On the situation that you confirmed the PO and did not receive the products yet, we are able to cancel the PO by clicking on the CANCEL button.
How can we import vendor pricelist? Importing the vendor pricelists can be of great advantage when it comes to product pricing for a business organization. To enable the feature, go to Purchases -> Configuration -> Settings and tick the box in front of "Vendor Pricelists" under Products option. Make sure that you save your settings by clicking the SAVE button in the top left corner. For importing a price list, go to Purchase -> Vendor Pricelists. Firstly load the relevant file by clicking LOAD FILE. Make sure everything is right. Upon confirming, click IMPORT.
How shall we set tax for products in Odoo? The tax engine of Odoo is very flexible and supportive of many taxes like VAT, ecotax, federal taxes, etc. For many countries, the chart of account we set up is automatically preconfigured with the taxes of that country. While adding/creating a product we can see the tab of general information, there we can see the space for adding customer tax. We can add the already set tax or we can create and add the tax there.
Difference between consumable and storable products? Consumable product is an item for which you would prefer not to deal with the stock dimension yet you can purchase it and sale it. At the point when this item is required Odoo assumes that you generally have enough stock. Storable product is an item for which you need to deal with the stock level.
Is it possible for us to edit the payment terms from the purchase order window itself? It is possible. When we make a purchase order and confirm it and before receiving products click on "Other Informations tab", there you can see the payment terms. Clicking on that you will get a pop-up page of Payments terms, there you can edit the payment terms.
Can we filter the RFQs? Yes, we can filter the RFQs. In the Purchase module click and go to the "Request for Quotations" page, there you will find "Filter" and "Group By" options. There you can filter the RFQs as you like.
In some cases, we find mistakes in a confirmed and sent purchase order, therefore we want to cancel it and resend the purchase order for the same product, What shall we do?  In such cases, we have the option of DUPLICATE under the ACTION button. When we create a purchase order, confirm it and send it. After that, we find some mistakes in it. In such cases, if we had taken the duplicate of the PO, we can cancel the already sent PO and do editing on the Duplicate PO and can resend it.
Can we have customized purchase reports? Yes, we can have customized purchase reports in odoo. There are options for "Filter" and "Group By" in the purchase report. Also, you have the MEASURES tab there to filter the report. We have different graphical views too.
What do we do to identify a product inside a company? Odoo has a cool feature called Internal reference which means the unique product code or serial number the company put for each product for the internal identification. Here the company gives identification numbers for the products.
Can we make a duplicate of the purchase order? Of course, we can create a duplicate of the purchase order we created. for that click on the action button just above the purchase order page, there you can see the option for duplicate the purchase order.
Can we delete a purchase order? Yes, it's possible to delete a Purchase order. In the Purchase order page you can see the options of PRINT and ACTION. Click on the ACTION, then you can see the few options there like delete, duplicate and share. Click on the "Delete" option. So the purchase order is deleted.
How can we be assured of a bill to be paid when it receives beforehand of the products purchased? in certain cases you will get a bill before receiving the products. however, it isn’t mandatory that you make the bill payment before the product is received at your workplace. to decide whether to pay the bill or not, we can use three-way matching for this purpose. here the data of the purchase order, vendor bill, and receipt are compared. it helps us to do not pay errorenaus bills. for that activate the three-way matching from the settings of the purchase module. for more details about the three-way, matching read the odoo book: odoo purchase management.
How can we take print of the purchase order? In Odoo we can easily take print of any document. In the case of purchase order, when we create a Purchase order, just above that page two options are given PRINT and ACTION. Click the PRINT option, drop-down options will come like Purchase order and Request for quotation. We can take print either of them or both of them by clicking on it.
How can we separately see the products and services? In the purchase module click on the "Purchase tab" then you can see the option of products. Clicking on it you will be redirected to product inventory, their one can see all the products. There we will get the option of "Filter". Clicking on it you can see many options. You can also see options of service and products. Clicking on each you can separately see the services and products.
How to unlock a purchase order? When we activate the locking system of the purchase module, it automatically locks the confirmed purchase order. If we want to unlock and further edit the session we need to just click on the UNLOCK button there itself. Edit the purchase order. Then again if we want to lock the session just click the LOCK button there itself.
How can we give priority to the purchase order or the product we are purchasing? In odoo 13 when we make a purchase order we can give urgent priority to the product. For that, make a purchase order and confirm it. Then hit on the receipt tab right above of the purchase order page, then we will be directed to another page of receiving goods. There you may see the tab of additional info, clicking on that you can see few options including priority stars. There you can see three stars, the first one is normal, the second is urgent and the third is very urgent. Can set the priority accordingly.
How to set a unit of measure for a product? take the products you want to change the unit of measure. click on edit. now change the unit of measure you want to sell the product also, you can set the purchase unit of measure of a product on which you want to purchase the product.
What is procurement group given in the additional info on the page of receipt products in the purchase order? A document that contains all the routes and rules that define the inventory moves is the procurement group.
Is it possible to set multiple vendors for a product? If you find yourself with the need to buy from multiple vendors for one product, Odoo can let you directly link them with a single product. To use this feature, Go to Purchases -> Products, then select a product. From there you can add existing vendors to your product or create a new one on the fly. Note that every first time the product is purchased from a new vendor, Odoo will automatically link the contact and price with the product. When you’re adding a vendor to a product, you’re able to add the vendor product name & code as well as set the minimal quantity, price, and validity period.
How to create a unit of measure category? Go to purchase module, click on the configuration there you will find the "Unit of Measure Catagory". By clicking on that you will be redirected to the new window. There you can create the unit of measure category by clicking on the CREATE button.
What is the rounding precision of a unit of measure? Rounding precision of Uom means auto rounding of the quantity of a product. for eg; when we purchase a product if its quantity is 247 g, it is rounded to 250 g.
How do we know a vendor bill is paid or unpaid? To know a vendor bill is paid or unpaid in Odoo V12, go to the purchase module there you will a "control" tab. By clicking on it you will see the option of vendor bills. By clicking on it you will be navigated to the vendor bills page. There you can see all the vendor bills and their status. If paid the status will be paid and if unpaid the status will be open. In Odoo V13, In the purchase order itself, we can see the status of vendor bills.
What is manufacturing lead time and customer lead time? The time needed to make or manufacture a product is the manufacturing lead time. The time promised to the customer to deliver the product from the confirmation of sale order and delivery of it.
How do we block or set an alert on a particular vendor? One of the nice features of the Odoo is the "Blocking" or "Warning" feature. It's quite amazing. It is an alert when we purchase a product from a vendor. To set a warning for a vendor, go to the configuration -> settings, there tick the option for WARNING. Then come back and take the vendor list, select the vendor you want to set warning. Go to the page of that vendor come down and click on the internal notes, there you can set the warning for the vendor. Now when you purchase from that vendor a pop-up warning message will be shown.
Can we customize the purchase report? Odoo has a super cool feature of customization reports. Under filter and also under group by you can customize the report as we like.
How can we analyze the performance of the vendor? the reporting of odoo is simply amazing. it enables us to particularly pick data as we wish. so its quite easy to analyze the vendor performance in the report. in the "group by" option of reporting we can see the purchase order by day, month and year, and even of which supplier, and of which product and its frequencies, etc. also the tab measure adds more features to the purchase report. therefore we can easily analyze the performance of any vendor we want.
How can we set default vendor for a product? To set a default vendor for a product, in the purchase module click the Purchase tab there you will find the products. Clicking on it you will be redirected to the products inventory. There you can see all the products. You can set a default vendor while you creating a product. For that click on the CREATE button then you will get the product form. Fill all the details asked to add a product. Coming down you can see various tabs like general information, variants, sales, and purchase. Click on the purchase tab, there you can add the vendor by clicking the add a line.
If we want to notify something to the seller what shall we do? in such cases, we have the option of internal notes. an internal note is a cool feature of odoo. it enables us to notify something to the seller without interrupting others. no one is disturbed here.
Is it possible to purchase in different unit of measure other than when a product is sold? The unit of measures is an indispensable factor in sales and purchase. We Purchase in a UOMand sale in different UOM. To configure this we have to enable it first in the purchase module in its settings. The important fact is that the UOM category must be the same for purchase and sales. In the settings of a product under the general information tab, we can set the UOM and Purchase UOM.
How can we make it possible to receive multiple requests for quotations for a single product? n Odoo there is a cool feature called Call for Tender, it is a method to demand offers from various merchants in a cost-efficient manner. So here we get the chance to choose from multiple RFQs we get from different vendors. When we select one RFQ all others are canceled. For more details of its configuration read the blog: Purchase Agreement Types in Odoo 12.
How the purchase return affects accounts and stock in continental? When we do a purchase return, while validating the transfer two entries are created like "stock valuation" account and "stock input" account. Also, we have to ask for CREDIT NOTE for refund. After validating the refund "expense account" and "account payable" are created.
How the purchase affects the accounts and stock in continental? Now let's look into the Continental model of accounting. Create and Confirm a purchase order the journal entries like "stock input account" and "stock valuation account" is created. Then validate the bill, two more entries will be created like "expense account" and "account payable".
What is the purpose of the minimum and maximum quantity set in reordering rule? Minimum quantity is set in the reordering rule to make sure that stock contains at least a minimum quantity. If the forecasted quantity goes below this minimum value reordering rule is triggered to create a new purchase order request. Maximum quantity is used to specify the maximum quantity that should be purchased.
How the purchase affects the accounts and stock in Anglo Saxon? When we create and confirm a purchase order the "stock in hand" accounts are affected. and when we validate the delivery two journals are created "stock input account" and "stock valuation account". it's based on the cost of production. when we validate the bill two entries are created like, "account payable" and "stock input account".
How the purchase return affects accounts and stock in Anglo Saxon? In order to return a purchase click on the RETURN button and fill the return form and return the product. When we confirm the return two journal entries are created like, "stock valuation account" and "stock input account". Amount is based on the cost of the product. To get a refund we have to ask for a CREDIT NOTE from the supplier. we have to specify the reason for the return.
How do we deal with the shortage of products in the inventory? In such cases, we can reorder a product when it is running short in the inventory. For that in the purchase module click on the purchase tab then we will see an option of products. Clicking on it we will enter into a new page of products. There click on the product you want to reorder, then you shall get a pop-up window of that particular product. There on the top, you will find a tab of "Reordering Rule". By clicking on that you will be navigated to a new window of "Reordering Rule". There you shall create the "Reordering rule" for that particular product. Set the wharehouse and location, also set the minimum quantity, maximum quantity and quantity multiple. After that click, the RUN SCHEDULER above to trigger the Reordering Rule. Then a purchase order will be sent to the default Vendor.
How is it possible to accurately calculate sales tax and even in real-time? Tax cloud aids in accurately compute the sales tax for everything in the USA and it keeps a proper account of which products are tax included and excluded. It computes the tax in real-time.
How to manage the purchase of multi-company? It is possible to manage the purchase of multi-company in odoo 13. For that take the general settings, go to companies. There you can see your company and the option for managing the company. Clicking on the management company you will be navigated to another page of managing companies. There you can create other companies by clicking the create button. Now just after the refresh, in the main menu panel just left of the admin you can see your company. There is a down arrow if you click on that a drop-down option of your other companies will come. You can tick mark all the companies you wanted to work on.
How can we send rfq in odoo? In order to send RFQ, first of all, click the purchase tab there you will see request for quotations, clicking on that you will be redirected to the RFQ page. There click on the CREATE button then you will see the RFQ form. Fill the form by adding your vendor, purchase agreement if there, dealing currency and add your product and its details. After that click the CONFIRM button above. Then the RFQ is sent.
How to schedule receipts and deliveries? " in order to regulate the supply chain we have to manage the lead time set in the app, like: vendor leads to time, customer lead time, manufacturing lead time, etc.vendor lead time is the time a vendor needs to deliver you the products. go to products > purchase tab click on vendor and set the lead time for the vendorv>the time needed for you to deliver the product to your customer is the customer lead time. set it under the sales tab under a product. the time you needed to manufacture the product is manufacturing lead time. set it under the inventory tab. also, odoo aids us to set security dates for delivering a product.
How do we deal with the shipping charges and all other possible charges while a product is reached to the customer? here we use the concept of landed cost. landed cost is the cost of the product which includes all the charges when it comes to the customer. it includes shipping charges, taxes and all that are possible to be added while the product is reached at the customer's doorstep.
How to create a purchase order? To make a purchase order in Odoo, take the Purchase app. Click on the Purchase tab there you will find "Purchase order" tab. While clicking on it you will be navigated to the purchase order page. There you will find a CREATE button. Clicking on it you will get a purchase order form. Fill the form carefully, add your vendor, add the purchase agreement if there, add the currency and date. After that scroll down to see the product tab, click on ‘add a line’ to add your product and all the details. Then save and confirm the order by clicking the ‘confirm order’. Then go to the receipt by clicking on the RECEIPT button above the right corner and validate it. Then you can create the bill by clicking in the ‘CREATE BILL’. Again after careful checkup validate it. Now the invoice is open and unpaid. You can purchase the product by registering the payment.
In some cases we may give a purchase order to a false vendor, so to avoid that how shall we set an alert or warning on that particular vendor or product from a vendor? In Odoo, we can set warnings for some vendors and products. For that go to Purchase module -> Configuration ->Settings there you can activate the warning. You can set the warning for particular vendors and products as you wanted and now when you purchase from that particular vendor or buy a particular product a pop-up warning will arise.
Can we create a product from the purchase module? Yes, We can create a product from the purchase module. Click the purchase tab there you will find the option of products, clicking on that you will be navigated to the page of products. There we can create products clicking on the create button. Add all the details and save.
How to trigger the purchase of products based on sales? In certain cases of certain products, we won't keep the stock. In those cases when a sale order is created for that product, and confirm it and at the delivery stage, we can see a pending action. here and auto RFQ is sent to the purchase. so we have to validate it and do the purchase and confirm it. then come back and look at the delivery of the sale module, the product will be ready to ship.
Where shall we add the accounting entries of a vendor?  In the purchase, the module go to the purchase tab and to the vendor. There when you create a vendor there will be few tabs below, Click on the "Accounting tab" and you shall see the space for adding the accounting entries. So add the suitable entries and click the SAVE button.
How to setup dropshipping? First and foremost we have to set the dropshipping and routes. For that, we have to go to inventory settings and select the advanced routes based on the rules and permit the suppliers to deliver directly to the customers. Also we have to set the routs on sale order. In the settings of the sales app, tick chooses specific routes(advanced). Now create the sale order and select the route as drop ship. then it will automatically drop ship the product.
Where shall we add the bank details of vendor? In the purchase, the module Go to the Purchase tab and to the vendor. There when you create a vendor there will be few tabs below, click on the "Accounting tab" and you shall see the space for adding the bank details of the vendor. Add the bank details and click the SAVE button.
What are the payment terms when we make a purchase? Payment terms are the terms and conditions set for the payments of the sold products. the payment terms can be immediate pay, after 15 days, after 10days and so on.
How can we create a reverse transfer? its a nice feature of odoo to "reverse transfer" an order. to do so while receiving a product just click the reverse button and a new window of reverse transfer will come, fill it and reverse the product. then automatically the purchase order goes to done status, which means the order is canceled fully. it's a useful feature by odoo.
In certain cases in order to purchase some products we need to get special permissions or approvals. How do we tackle this case in Odoo? For some expensive purchases, it is recommended that get approval from the concerned authority. In Odoo also we can set the approval for certain cases. To get to know, refer the odoo book: Purchase Management.
What can be done if you don't want to create a delivery order for the remaining products that are not delivered on a purchase order? The first thing to do is to register the goods received and to cancel the arrival of the goods that are still supposed to be shipped. From the PO, click on Receive products and, manually change the received quantities under the Column Done. When clicking on Validate, Odoo will warn you that you have processed fewer products than the initial demand and will ask you permission to create a Backorder. Click on "No backorder" to cancel the supply of the remaining product. You can see that the quantity to receive has been changed accordingly and, therefore, the delivery status has switched to Done.
How can we map tax for customers from a particular place? fiscal position is one of the nice features in odoo accounting. it is basically used for tax mapping. we can set default tax for customers from different places. once it is set, it's for every time. also, we can edit it as we like. it can be set for products and product categories too.
How do we manage the receipt of products? Odoo purchase app is very flexible to manage the purchase and receipt of the products. When a purchase order has confirmed a receipt of the ordered product is created. We can also manage the bill of the received products. If less quantity is received than the ordered quantity we can create a Backorder for the remaining quantities and if more quantity is received than ordered we can return the products.
How to create a vendor in odoo? To create a vendor, Go to Purchase module -> Orders -> Vendor. Create a new vendor. Carefully fill the form with the necessary details and save it.
How can we set a particular price for a product when we purchase it from a particular vendor? We can set the Vendor Pricelist in the purchase module. First of all, click the Configuration tab in the purchase module and tick the "Vendor Pricelist" and Save. Then click the purchase tab and take the vendor pricelist, then you will be navigated to a new window of Vendor Pricelist. There one can create vendor pricelist by adding the particular vendor and particular product for each vendor. There you can add the minimum quantity, price, and currency. Then click the SAVE button.
Calicut

Cybrosys Technologies Pvt. Ltd.
Neospace, Kinfra Techno Park
Kakkancherry, Calicut
Kerala, India - 673635

London

Cybrosys Limited
Alpha House,
100 Borough High Street, London,
SE1 1LB, United Kingdom

Kochi

Cybrosys Technologies Pvt. Ltd.
1st Floor, Thapasya Building,
Infopark, Kakkanad,
Kochi, India - 682030.

Bangalore

Cybrosys Techno Solutions
The Estate, 8th Floor,
Dickenson Road,
Bangalore, India - 560042

Send Us A Message