Vendor bills¶

In Odoo, we can register vendor bills manually or automatically, while the Aged Payable report provides an overview of all outstanding bills to help us pay the correct amounts on time.

Bill creation¶

Manually¶

Create a vendor bill manually by going to Accounting ‣ Vendors ‣ Bills and clicking Create.

Automatically¶

Vendor bills can be automatically created by sending an email to an email alias associated with the purchase journal, or by uploading a PDF in Accounting ‣ Vendors ‣ Bills and then clicking Upload.

Bill completion¶

Whether the bill is created manually or automatically, make sure the following fields are appropriately completed:

Vendor: Odoo automatically fills some information based on the vendor’s registered information, previous purchase orders, or bills.
Bill Reference: Add the sales order reference provided by the vendor and is used to do the matching When you receive the products.
Auto-Complete: Select a past bill/purchase order to automatically complete the document. The Vendor Field should be completed prior to completing this field.
Bill Date: Is the issuance date of the document.
Accounting Date: Is the date on which the document is registered in your accounting.
Payment Reference: When registering the payment, it is automatically indicated in the Memo field.
Recipient Bank: To indicate to which account number the payment has to be made.
Due Date or Terms to pay the bill.
Journal: Select in which journal the bill should be recorded and the Currency.
Product: We indicate where we want to categorize the invoice lines; this must be pre-configured beforehand.
Label: A brief summary of the invoice line.
Account: When specifying the product, Odoo automatically fills this information.
Asset Category: Only for asset invoices.
Price: The taxable base of the product line.
Tax: Automatically populated, as it will be pre-configured when specifying the product.
Quantity: The unit of the product line (in case it needs to be itemized).
Price: The unit price of the product.

Bill confirmation¶

Click Confirm when the document is completed. The status of your document changes to Posted and a journal entry is generated based on the configuration on the invoice.

Note

Once confirmed, it is no longer possible to update it. Click Reset to draft if changes are required.

Bill Payment¶

We have two ways to reconcile the supplier’s payment:

1. By clicking on Register Payment, which will open a new window. Please note that in order to register the payment this way, it must be pre-configured accordingly.

We provide the bank journal, the payment method, the bank account, the amount to be paid (full or partial), the payment date, and the memo, which includes the invoice with its internal reference.

When we click Create Payment, the invoice will be confirmed, and a banner with the message “In payment process” will appear until the invoice is reconciled.

Another way is to reconcile the invoices directly from the bank

This is the recommended method as it will directly reconcile the supplier’s invoice with the bank.

Aged payable report¶

To get an overview of your open vendor bills and their related due dates, you can use the Aged Payable report. Go to Accounting ‣ Reporting ‣ Partner Reports: Aged payable.

Click on a vendor’s name to open up the details of all outstanding bills, the amounts due, the due dates, etc.

Note

By clicking the Save button, you can export the information available on the screen as a PDF or XLSX file and save it in the folder of your choice.
You might receive several bills for the same purchase order if your vendor is in back-order and is sending you invoices as they ship the products, or if your vendor is sending you a partial bill or asking for a deposit.