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ImplexImplexUser documentation

From request for quotation to purchase order

Quick summary: Request prices, confirm an approved purchase, and track its receipt and vendor bill.

Open purchase requests in Odoo

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Request and agree the purchase

Section titled “Request and agree the purchase”
  1. Open Purchase > Orders > Requests for Quotation and select New. Choose the supplier and verify the company and currency.
  2. Add the products, variants, quantities, and units. Check the proposed supplier prices and taxes against the current agreement; defaults are a starting point, not approval.
  3. Review the order deadline, expected arrival, supplier reference, payment terms, and receiving destination where shown. Confirm which warehouse should receive the order.
  4. Click Send RFQ and check the supplier’s email address, message, and attachment before sending. Sending requests an offer; it does not create a receipt.
  5. Enter the agreed prices and dates after the supplier replies. Once the purchase is authorized, click Confirm Order. If the order moves to To Approve, the authorized purchasing manager must approve it before the order proceeds.

Follow receipt and billing

Section titled “Follow receipt and billing”
  1. Open the linked receipt after approval. The warehouse follows receive goods and records actual quantities. A service normally has no warehouse receipt.
  2. Review received quantities on the order. For a partial delivery, agree whether the supplier will deliver the balance, and have the warehouse handle the remaining transfer accordingly.
  3. When the supplier bill arrives, first check whether accounting has already imported or entered it. Match that document to this order rather than creating a duplicate.
  4. If a bill has not been entered and quantities are billable, select the purchase order in the list and use Create Bills. Compare the draft with the supplier’s document: supplier reference, date, quantity, unit price, taxes, and total.
  5. Have accounting review and post the vendor bill, resolve differences, and process payment under the employer’s approval rules. A draft bill and a posted bill are separate from payment.

Result and common problems

Section titled “Result and common problems”

An approved purchase order links the commercial agreement to receipts and bills. With billing based on received quantities, a partial receipt normally limits the billable quantity; with billing based on ordered quantities, billing may precede receipt.

  • Waiting for approval: contact the authorized manager; do not create a second order to avoid approval.
  • Nothing to bill: check the product’s bill control policy, completed receipts, and existing bills.
  • Price or quantity mismatch: compare the order, receipt, and supplier bill. Do not record a fictitious receipt to make a bill match.
  • Stock still short: check outstanding receipts before initiating replenishment or another order.
  • Goods must go back: follow supplier returns.

See Odoo 19 requests for quotation.