How to Configure Bill Control Policy in Odoo 18 Purchase
Accurate vendor billing is a vital part of the purchasing process in any business. Odoo 18’s Purchase app simplifies this with its Bill Control Policy, allowing businesses to streamline how vendor bills are generated based on either Ordered Quantities or Received Quantities. This feature ensures precise financial records, reduces errors, and improves vendor payment processes.
What is the Bill Control Policy in Odoo 18?
The Bill Control Policy determines whether a vendor bill is created based on the quantities ordered in a purchase order or the quantities received. To configure this, navigate to:
Odoo Purchase App > Configuration > Settings > Invoicing Section.
Odoo offers two key options for bill control:
- Ordered Quantities: Vendor bills are created for the quantities ordered once the purchase order is confirmed.
- Received Quantities: Vendor bills are created only after some or all of the products in the order have been received.
The selected policy applies by default to all newly created products in the system, ensuring consistency across purchase operations.
1. Bill Control Policy: Ordered Quantities
With this policy, vendor bills are generated for the total quantity specified in the purchase order, regardless of whether the products have been received or not.
Steps to Use Ordered Quantities:
- Set the Bill Control Policy to Ordered Quantities in the configuration settings.
- Create a new product, and Odoo will automatically apply this policy in the product’s purchase tab.
- Generate a Request for Quotation (RFQ), add the product with the desired quantity, and confirm the RFQ.
- Validate the receipt of products. If fewer products are received than ordered, Odoo prompts for Backorder Creation:
- Backorder: Enables receipt of the remaining quantity at a later date.
The vendor bill will always reflect the quantities ordered, even if fewer products are received.
2. Bill Control Policy: Received Quantities
When this policy is selected, vendor bills are generated only for the quantities that have been received.
Steps to Use Received Quantities:
- Set the Bill Control Policy to Received Quantities in the configuration settings.
- Create a purchase order, specify the quantity, and proceed to receive the products.
- Validate the receipt for a partial or full quantity. If a partial quantity is received, Odoo prompts for Backorder Creation.
- Generate the bill, which will reflect only the received quantities.
This policy ensures that vendors are only billed for the items they’ve delivered, improving accuracy and financial transparency.
Key Features of the Bill Control Policy
- Accurate Invoicing: Reduces discrepancies between ordered and received quantities.
- Backorder Management: Automatically handles remaining quantities for future receipts.
- Error Prevention: Displays an error message (“There is no invoiceable line”) if an attempt is made to create a bill without receiving the products under the Received Quantities policy.
Best Practices for Managing Vendor Bills in Odoo 18
- Always verify the bill date before confirming a vendor bill. Accurate dates are crucial for precise financial records and compliance.
- Double-check quantities in the vendor bill to ensure they match the policy selected (Ordered or Received).
- Use the Backorder Creation feature to manage partial deliveries effectively.
Conclusion
Odoo 18’s Bill Control Policies offer flexibility and accuracy in managing vendor bills. By choosing the right policy—Ordered Quantities for straightforward orders or Received Quantities for performance-based billing—businesses can optimize their purchasing process, maintain accurate records, and ensure smooth vendor transactions.
Explore Odoo 18 today to take advantage of these powerful features and improve your vendor billing workflow.
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