Odoo 18 Enterprise Book : Purchase

1. Orders Menu

The Odoo 18 Purchase module's ‘Orders’ menu provides a consolidated, comprehensive platform for handling every facet of the procurement procedure. It gives customers access to essential features including Purchasing Orders (POs), which are created once RFQs are confirmed, Purchase Agreements, which permit blanket orders or long-term supplier contracts, and Requests for Quotation (RFQs), which allow users to start purchasing inquiries with suppliers. The menu also has a Vendors area where users may track performance, manage supplier data, and keep contact and price information current. Businesses may effectively manage their buying operations from a single, simplified interface thanks to its organized style.

1.1 Requests for Quotations

The Odoo 18 Purchase module simplifies and enhances the process of creating and managing Requests for Quotations (RFQs), helping businesses improve procurement efficiency. Whether you're sourcing goods or services, Odoo allows you to generate RFQs, compare vendor offers, and make informed decisions to select the most suitable supplier

To manage RFQs, go to the Orders menu in the Purchase module, where you’ll find a clear, organized interface displaying both active and historical RFQs, making it easy to track and manage all procurement activities in one place.

The dashboard window will show the total number of RFQs based on different stages including To Send, Waiting and Late. You can see the Average Order Value, Lead Time to Purchase, Purchased Last days, RFQs Sent Last Days along with the detailed list view.

By default, the RFQ list view displays a clean, structured table containing key details such as the Reference number, Vendor , Company, Buyer, Order Deadline, Activities, Source Document, Total amount, and Status. Then, you can click on the (*) star icon provided in each RFQ column to mark important or urgent RFQs, helping you quickly identify and prioritize them for timely follow-up. Users can switch between multiple views such as Kanban, Pivot, Graph, Calendar, and Activity based on their operational needs, with each view offering a unique perspective on RFQ data, as illustrated in the screenshot below.

To enhance efficiency, you can utilize the Filters and Group By options from the search bar area, allowing you to quickly locate specific RFQs using predefined filters like My Purchases, Starred, Purchase Orders, To Approve, Draft RFQs, and more. To customize specific filters, you can utilize the ‘Add Custom Filter’ option. The RFQs can also be grouped by criteria such as Vendor, Purchase Representative, or Order Date, making it easier to analyze and manage procurement activities effectively. Customizing new groups can be done through the ‘Add Custom Group’ option. Finally, utilize the ‘Favorites’ option to save recent searches or important data.

To create a new Request for Quotation (RFQ) in Odoo 18, navigate to the Request for Quotation menu and click on the New button. In the RFQ creation form, begin by selecting a vendor from your list of configured suppliers, which can be managed in the Vendors section of the Purchase module, as depicted in the screenshot below.

You can enter a Vendor Reference, typically the vendor’s order or bid number, to help match incoming deliveries with the RFQ. If a Purchase Agreement exists, you can link it to the RFQ in the ‘Agreement’ field . Then, choose your Currency and set an Order Deadline to indicate the latest date by which the quotation should be confirmed. Specify the Expected Arrival date for the products, and enable the Ask Confirmation option to automatically send a confirmation email to the vendor, requesting verification of the delivery timeline.

Finally, specify the Operation Type for the incoming shipment in the Deliver To section, and indicate the Project associated with the RFQ, if applicable.

In the ‘Products’ tab, you can conveniently add items from a predefined product catalog by clicking the Add a Product button or choosing directly from the products dashboard using the ‘Catalog’ button, allowing you to select the desired items for purchase from the vendor.

• Add a section: By generating separate sections or categories, the ‘Add a section’ button enables users to arrange and combine goods or services in the purchase order, purchase agreement, or request for proposals. This makes it simpler to track and assess purchases according to their particular categories or requirements by classifying products.
• Add a note: You can add more remarks or directions to the RFQ, purchase order, or purchase agreement by clicking the "Add a Note" option. To improve communication and understanding between the customer and the vendor, notes can be used to offer context, special instructions, or explanations pertaining to the transaction.

The functionality of the sections and notes feature is demonstrated below, showing how items like Tables and Chairs can be organized into separate sections for clarity and a note regarding the products in Italics font.

In the Other Information tab in Odoo 18's Purchase module allows you to enter supplementary details related to the procurement process. Here, you can specify the Buyer responsible for managing the purchase, the Company making the transaction, and any Source Document that links the RFQ to another record. Additionally, you can define the Payment Terms to set the expected payment schedule and conditions. In Odoo, the 'Incoterm' and 'Incoterm Location' fields are used to define the terms of international shipping and delivery for purchases and sales.

The Incoterm determines the responsibilities of both the buyer and seller, such as who handles shipping, insurance, customs, and when the risk transfers. The Incoterm Location specifies the exact point, such as a port or warehouse, where these responsibilities shift. Together, these fields help clarify delivery terms and reduce potential misunderstandings in cross-border transactions.

The Fiscal Position field helps automate the application of correct tax rules and account mappings based on the company's or region's specific tax regulations, ensuring accuracy and compliance.

Under the ‘Alternatives’ tab, Odoo 18 adds a potent tool that enables users to handle and contrast several Requests for Quotation (RFQs) from various suppliers for the same product. This feature is particularly helpful when comparing supplier choices according to terms, delivery schedules, and price.

You can quickly create new RFQs for the same item while choosing other suppliers by clicking the ‘Create Alternative’ button. This will open a pop-up window, where you can choose an alternative ‘Vendor’ and enable the ‘Copy Products’ option to copy the product quantities from the existing Purchase Order, as depicted in the screenshot below.

Furthermore, you can connect previously prepared RFQs to the present comparison view using the ‘Link to Existing RFQ’ option, and add an alternative Purchase order from the displayed orders which removes the need for duplication of work, as you can see from the screenshot below.

After linking several RFQs, you may compare all vendor offers side by side using the ‘Compare Product Lines’ option, which will assist you in making well-informed procurement decisions based on service quality and cost-effectiveness.

Important information including the Product Name, Vendor, Reference, Status, Description, Quantity, Unit Price, Total Cost, and Company are displayed on this page. By choosing the best vendor for each product, the comparison tool helps you assess these important criteria side by side and make more informed and strategic purchases, as depicted in the screenshot below.

After comparing order lines and saving all the details, click on the ‘Send by Email option in Odoo 18 to forward the RFQ to your vendor.

For the RFQ, the system will automatically provide a pre-filled email template that you can modify to meet your needs, as depicted in the screenshot below.

Additionally, you can designate recipients in the ‘To’ section and attach any supporting documents using the Attachments icon. Finally, click on the ‘Send’ to send the RFQ after you've checked the content. The RFQ status will change to RFQ Sent when it has been sent. By clicking the Cancel option, you can end the request whenever you choose.

The ‘Confirm Order’ button will confirm the purchase order in a single click. The ‘Print RFQ’ feature that enables you to generate a physical copy of the Request for Quotation for documentation or record-keeping purposes.

1.2 Purchase Order Management

After confirming the purchase order using the ‘Confirm Order’ button, Odoo 18 will display various tools to help you manage and track the order effectively.

To effectively manage the procurement process, you can perform a number of crucial tasks in the Purchase Order form. As soon as the seller ships the products, consumers may start the goods receiving procedure by selecting the ‘Receive Products’ option. Once the items are received, a vendor bill can be created using the ‘Create Bill’ tool in order to execute payment. You can also click the ‘Cancel’ option to cancel the purchase order if they need to withdraw the purchase for any reason.

To safeguard against unintended changes after a purchase order is confirmed, Odoo 18 includes a feature that allows you to lock orders. This can be enabled by activating the Lock Confirmed Orders option from the Purchase module’s ‘Settings’ window, as highlighted in the screenshot below.

Once this setting is applied, all confirmed purchase orders are automatically locked using the ‘Lock’ button from the form view, preventing any further modifications without approval. If updates are necessary, users can manually unlock the order by clicking the Unlock button.

Receiving the items from the seller is the next step after confirming a purchase order. To guarantee that every inbound cargo is accurately monitored and verified, Odoo provides a simplified procedure. Users can start the reception process when the vendor ships the goods by clicking the ‘Receive Products’ button on the purchase order.

In addition to being accessible through the ‘Receipt’ smart button connected to the purchase order, this opens a new window displaying the shipment information.

The receiving form window provides essential details about the incoming shipment, including the supplier's name under Receive From, the type of operation being performed under Operation Type, and the expected and required dates for receipt, listed as Scheduled Date and Deadline, respectively. The Source Document field references the original purchase order, which serves as the basis for the shipment, as depicted in the screenshot below.

In the Operations tab, users can view specific product details, including the Product (the items ordered from the vendor), Demand (the required quantity as per the purchase order), Quantity (the actual number of products to be received), and the Unit of Measure (such as units, kilograms, or liters). Users can also access product forecast reports and detailed operational data by clicking the relevant buttons next to the Demand and Unit of Measure fields, offering complete visibility into stock movements and product handling.

Additionally, the Additional Information tab displays shipping and delivery details related to the order, further enhancing transparency in the receiving process.Key information about the shipment is provided in the ‘SHIPPING INFORMATION’ section including: Weight (the total weight of the products), Tracking Reference (the tracking number for the shipment), Carrier (the logistics company handling the delivery), and Shipping Weight (the actual weight recorded during shipping). You can learn more about the business and the accountable employee in the ‘OTHER INFORMATION’ section.

The ‘Note’ tab also shows any additional observations or notes pertaining to the inbound cargo, providing further information and context.

After reviewing all shipment details, users can click the Validate button to confirm the receipt of the products. Once validated, the status of the receipt updates to Done, signaling that the transfer of goods has been successfully completed, as you can see from the screenshot below.

After completing the process, you can print the order details using the ‘Print’ button and return the products using the ‘Return’ button. The ‘Moves’ smart button will show the product movement details from a location to another in a dashboard. The ‘Next Transfer’ button can be used to create another transfer order from this quotation.

The ‘Action’ menu placed on the upper left side of the form window can be used to print various documents, duplicate form data, delete, add extra form fields, request signatures, unreserve, lock/unlock, mark scrap, split, create quality alerts and quality check using the relevant icons, as illustrated in the screenshot below.

• Print: Generate printable versions of relevant documents such as purchase orders, receipts, or product labels.
• Duplicate: Create a copy of the current form, which is useful when entering similar records without retyping all details.
• Delete: Permanently remove the current form or record from the system.
• Add Properties: Introduce additional fields to the form for capturing specific information as per business requirements. Clicking on this button will open a new field editing pop-up window, as shown below.

You can specify the new field's properties in the pop-up box that opens when you click the "Add Properties" button. The field name can be edited in the ‘Label’ area and the data type (text, date, integer, selection, etc.) can be chosen from the ‘Field Type’ field. Then, edit a Default Value, and enable or disable any visibility criteria in the ‘Display in Cards’ option. By becoming a part of the form view, these custom fields creation features allow for more accurate data gathering and increase the system's adaptability to a variety of operational requirements

• Request Signature: Initiate a digital signature request process, useful for approvals or contractual acknowledgments.
• Unreserve: Release reserved stock back into inventory, allowing it to be used for other orders or operations.
• Lock / Unlock: Prevent or allow edits to the record. Locking ensures data integrity after a form is finalized.
• Scrap: Flag items as scrap if they are damaged or unusable, removing them from usable inventory.
• Split: Divide the quantity of items in a record into multiple lines, which helps in managing partial deliveries or handling units separately.
• Quality Alert: Report a quality issue related to the product or process, triggering the quality control workflow.
• Quality Check: Launch a manual quality check process for the current item or operation to ensure compliance.

1.3 Purchase Order

Once the request for quotation (RFQ) has been generated, it can be forwarded to the respective vendor for approval. The confirmation of the purchase order follows the submission of the RFQ to the vendor. Odoo 18 provides a dedicated platform for managing purchase orders within the Orders menu of the Purchase module.

This interface closely resembles the management window for RFQs. It provides details such as Reference, Confirmation Date, Vendor, Company, Buyer, Activities, Source Document, Total, Billing Status, and Expected Arrival Date. A new purchase order can be created using the "New" button.

Once all parties agree to the terms and conditions specified in the RFQ, it can be converted into a Purchase Order by clicking the "Confirm Order" button. This action updates the document's status, officially turning the RFQ into a Purchase Order within the system for further processing.

The receipt of products can be managed through options such as "Receive Products," "Confirm Receipt Date," and "Verify Receipt Date" in the Purchase Order window. To generate a vendor bill, select "Create Bill," and to cancel a purchase order, select "Cancel."

The next procedure for confirming and validating a purchase order is same as the RFQ order procedure, that we have discussed in the above section.

You can use the "Lock’ and "Unlock" buttons to prevent unauthorized edits to confirmed purchase orders. After order confirmation, users can receive goods by clicking the "Receive Products" button, which opens a window showing shipment details. This can also be accessed via the "Receipt" smart button. Users can review information like supplier, delivery address, scheduled date, and source document. Under the Operations tab, product quantity, unit of measure, and forecast reports are available. Shipping details such as carrier, tracking number, and weights are found under Shipping Information, while the Other Information section includes responsible staff and notes. Clicking "Validate" confirms the receipt, changing its status to "Done", indicating successful product delivery.

Finally, you can print or return the products, check product movement details and create the next transfer using the relevant options available in the purchase order form, as illustrated in the screenshot below.

The next sub menu option in the ‘Orders’ menu. So, let’s examine how the Purchase module facilitates the creation of purchase agreements.

1.4 Purchase Agreements

A purchase agreement is a contractual arrangement between a seller and a buyer that outlines the terms and conditions of a purchase. Prior to confirming a purchase order, both parties must approve the agreement. The Purchase module in Odoo 18 offers a dedicated platform for creating and managing purchase agreements, allowing businesses to establish multiple agreements with the same or different vendors for various products. These agreements can be utilized while placing purchase orders in Odoo18. To enable this functionality in the Odoo18 Purchase module, activate the Purchase Agreement option in the module’s Settings menu.

Types of Purchase Agreements: Odoo18 provides two primary types of purchase agreements: Blanket Orders and Calls for Tenders.

• Call for Tender: This option is useful for comparing offers from multiple vendors for a specific set of products. It allows users to generate requests for quotations (RFQs) from different suppliers. When creating an RFQ, the ‘Alternatives’ tab enables the inclusion of multiple quotations from various vendors, facilitating a call for tender, as depicted in the screenshot below.

• Blanket Orders: This type of agreement is beneficial when dealing with regular suppliers. It helps customize products and price lists for specific customers and is useful when making repeated purchases from the same vendor, acquiring the same product from different suppliers, or receiving multiple products through scheduled deliveries within a specified timeframe.

1.5 Managing Blanket Orders

To configure and manage Blanket Orders in Odoo18, navigate to the ‘Orders’ menu and select the ‘Purchase Agreements’ option. The dashboard preview list displays details such as Reference, Purchase Representative, Company, Ordering Date, Agreement Deadline, Source Document, and Status, as shown in the screenshot below.

You can also change the list view into a kanban view. If multiple agreements entries are available in the dashboard, utilize the advanced search bar Filters and Group By options to sort out the relevant data. Clicking on the ‘New’ button opens a window where details of the order can be entered.

• Buyer: Enter the name of the purchasing representative.
• Agreement Type: This field will be automatically set to Blanket Order.
• Vendor: Select the vendor from the contact list.
• Currency: Specify the currency used for the transaction.
• Currency: Specify the currency used for the transaction.
• Agreement Validity: Define the deadline for the blanket order.
• Reference: Provide any reference orders that have been recently created.
• Operation Type, and Company Information: Fill in the respective fields.

Under the Products tab, you can add items to the purchase agreement by clicking the ‘Add a line’ button. It is essential to specify the Unit Price for each item included in the agreement. Then, you can utilize the ‘TERMS AND CONDITIONS’ field for mentioning the terms and conditions of the agreement, as illustrated in the screenshot below.

Once all the details are entered, the blanket order can be confirmed using the ‘Confirm’ button option. Upon confirmation, Odoo will change the status from Draft to Confirmed. When the deadline expires, the agreement will automatically transition to the Closed state, as depicted in the screenshot below.

Odoo allows users to generate new RFQs and Purchase Orders directly from the blanket order using the ‘New Quotation’ button on the blanket order form. This option provides direct access to the quotation creation window and all the information from the purchase agreement will be automatically populated in the RFQ fields, as illustrated below.

After checking all the quotation details, you can confirm the order using the ‘Confirm Order’ button. Then, verify and manage all the other procedures of this RFQ as we have discussed in the Request for Quotation section.

The blanket order remains available for multiple purchases from the same vendor within the specified timeframe. And you can create multiple quotations from a blanket order using the same procedure or close the blanket order using the ‘Close’ button from the purchase agreement configuration form, as depicted in the screenshot below.

The ‘RFQs/Orders’ smart button will show the available RFQ orders or quotations connected with this purchase order as a blanket order.

1.6 Purchase Templates

The ‘Purchase Templates’ are a sort of purchase agreement that helps to speed up the drafting of requests for quotes (RFQs) for recurrent purchases. They let users add goods and alter quantities as needed, making them both versatile and efficient. Unlike blanket orders, which are big orders separated into many deliveries for a single vendor, buy templates can be shared with multiple suppliers, saving time and simplifying the RFQ process. They can also reproduce amounts, which is very beneficial for regular orders.

To enable this function, open the Configuration Settings window. To implement the changes, tick the ‘Purchase Agreements’ option from the Orders section and save the feature.

After saving the settings, you can open a new Purchase Agreement creation form and choose the vendor. To create a purchase template, select ‘Purchase Template’ from the ‘Agreement Type’ drop-down field and fill out the other boxes as needed, as depicted in the screenshot below.

In the Products tab, choose a product, enter the quantity, and manually specify the unit price, as prices do not auto-fill. Once all of the goods have been added, click the ‘Confirm’ button to complete the template. Following validation, fresh RFQs may be generated by clicking fresh Quotation on the template, as we have discussed in the previous section.

1.7 Vendor Bills

Creating vendor bills is a vital step in the procurement process and must be handled with accuracy. In Odoo 18, this process is simplified by allowing payments to vendors to be recorded as vendor bills, which are automatically linked to the respective configured vendors. Companies can choose to generate these bills based on either the quantities ordered or the quantities received, depending on their internal billing policies.

This preference can be set directly in the Settings menu of the Purchase module, ensuring the billing workflow aligns with the organization’s operational requirements. Within this menu, the policy for generating vendor bills can be specified using the "Bill Control" option located under the "Invoicing" tab. This feature allows users to determine how vendor invoices should be managed.

The timing of vendor bill payments upon purchase order confirmation depends on the selected control policy. Vendors can be paid either before or after receiving the goods. The "Ordered Quantities" bill control option allows users to process vendor payments as soon as the purchase order is confirmed. In this case, a draft vendor bill is generated based on the quantities specified in the corresponding purchase order. Alternatively, vendor bills can be created based on received quantities using the "Received Quantities" option. With this option, payments are processed based on the actual quantities received.

When a "Bill Control" option is selected from the Settings menu, it is automatically applied as the default policy for all newly created products. However, users can customize the billing policy for individual products by modifying the "Control Policy" field found under the "Purchase" tab in the product’s detail form. This functionality allows businesses to manage billing preferences on a product-by-product basis, offering greater flexibility and control over how vendor bills are generated for different items, as depicted in the screenshot below.

Generating a Vendor Bill

To check the vendor bill generating feature, create a new purchase or RFQ order, edit the details and confirm the order. Once a purchase order is completed, you can see the "Create Bill" button at the top of the form view, as illustrated in the screenshot below.

Clicking on the ‘Create Bill’ button takes you to a new screen where a draft version of the vendor bill is automatically generated by Odoo 18, as shown below.

Before approval, users can review the details provided in the draft vendor bill. The information includes Vendor, Bill Reference, Bill Date, Accounting Date, Payment Reference, Recipient Bank, Journal, and Due Date. To automatically populate the form, users can upload a previous bill or purchase order.

The "Invoice Lines" section provides an overview of the ordered items. The corresponding fields display journal entries and other relevant details related to the vendor bill. To finalize the vendor bill, click the "Confirm" button. Then, proceed to the payment process using the ‘Pay’ button.

Then, you have to create the payment from the ‘Pay’ window by choosing the appropriate Journal, Payment Method, Payment Date, Payment Date and other details. Also click on the ‘Create Payment’ button to complete the process, as shown below.

Upon completion of all payment steps, the vendor bill status updates ‘IN PAYMENT’ and then, "PAID," as illustrated in the screenshot below. This process outlines how vendor invoices are generated for received goods.

Next, we will explore vendor management within the ‘Orders’menu of the Odoo 18 Purchase module.

1.8 Vendor Management

Maintaining strong relationships with suppliers is essential for effective procurement management within an organization. The Odoo 18 Purchase module facilitates the efficient creation and management of vendor records, ensuring seamless access to supplier information. With this module, users can centralize vendor-related activities, streamlining operations in a single platform. The ‘Orders’ menu within the Purchase module provides access to the vendor management interface.

To view the vendor database, navigate to the Orders menu and select the Vendors option. This action will open a dedicated window displaying all registered vendors. Users can switch between Kanban and List views using the icons in the top-right corner of the screen.

The Kanban view provides a quick overview of each vendor’s profile, including essential details such as name, address, email, tags, scheduled meetings, opportunities, purchase history, and sales records. The List view presents structured data, displaying vendor details such as Name, Phone Number, Email, Salesperson, Activities, City, Country, and Company. Additionally, users can schedule an activity with a specific vendor directly from their profile page by clicking on the clock icon.

Odoo 18's integrated features for vendor management make it simple to alter the vendor list. To refine search results according to certain standards, you can apply both predefined and custom filters from the ‘Filters’ feature of the search bar area. Vendors can also be categorized using the ‘Group By’ function based on specific parameters like Country, Company, Salesperson or FIP Responsibility. Furthermore, the ‘Favorites’ feature enables users to store commonly used filter combinations for convenient and speedy access in subsequent sessions, simplifying the management and retrieval of vendor data as required.

To register a new vendor, click the New button and enter the necessary details.Setting up a new vendor in the Purchase module follows the same procedures as a customer configuration in the Sales module. So, you can complete the Contacts & Addresses, Sales & Purchases, Accounting, Internal Notes, Partner Assignment and the Membership tabs with relevant information, as depicted in the screenshot below.

In the vendor configuration form, the 'Sales & Purchases' page is dedicated to handle a vendor's key commercial information. Users can provide purchase-specific details including the vendor's preferred Payment Terms, Payment Methods, Pricelists, Delivery Methods, Avalara Partner Code and Avalara Exemption details for sales and purchase orders. The same tab allows users to enter pertinent sales information, such as the Fiscal Position, Price lists, and customer payment conditions, if the vendor also serves as a client.

Furthermore, consumers have the option to specify the transaction Currency, which is very useful when dealing with foreign providers. The provision of personalized pricelists for sales and purchase operations is also supported by this tab. Overall, this area makes sure that the sales and procurement processes operate together seamlessly, especially for companies that engage with partners in different capacities.

Upon completing the vendor configurations and saving the data, some additional smart buttons will appear on the vendor profile providing access to key insights and records including the Meetings, Opportunities, Sales, Invoices, Subscriptions etc, as illustrated in the screenshot below.

• Meetings: Displays all scheduled appointments with the vendor.
• Opportunities, Sales, and Invoiced: Tracks business interactions with the vendor.
• Tasks and Tickets: Provides an overview of assigned tasks and support tickets related to the vendor.
• Additional Smart Buttons: Under the More option, users can access details about the vendor’s Subscriptions, Tasks, Tickets, Purchases, On-time Delivery Rate, Lots/Serial Numbers, Direct Debit Mandates, and Documents. You can also check the website interface of the vendor using the ‘Go to Website’ button.

The ‘Action’ button in Odoo 18 offers several additional vendor management tools, including the ability to process follow-ups, duplicate or delete vendor records, send SMS messages, download vendor details as a vCard, perform privacy lookups, and archive vendor records when needed along with other options, as highlighted in the screenshot below.

Here are the functions of the Action button .

• Archive: Temporarily deactivate a vendor without deleting the record, preserving historical data.
• Duplicate: Create a copy of an existing vendor record for faster data entry.
• Delete: Permanently remove a vendor record from the system.
• Request Signature: You can use Request Signature to initiate a digital signature process for vendor-related documents,
• Send SMS: Communicate with vendors directly by sending SMS messages from within Odoo.
• Payslip Lines: Provides access to any related payslip data linked to the vendor, often relevant in cases where vendors also serve as contractors.
• Download vCard: Export vendor contact information as a vCard file for use in other applications.
• Privacy Lookup: Review data access permissions related to the vendor record.
• Grant portal access: Provides vendors with login access to view their documents.
• Process Follow-ups: Initiate follow-up activities or reminders related to vendor transactions.

In Odoo 18, the vendor management process is highly structured and efficient allowing businesses to maintain an organized supplier database.