:show-content: ============ Vendor bills ============ Vendor bills can be registered either **manually** or **automatically** in Odoo. The :ref:`Aged Payable report ` provides an overview of all outstanding bills to help ensure timely payment of the correct amounts. .. seealso:: - Tutorial `Registering a vendor bill `_ - :doc:`../../inventory_and_mrp/purchase/manage_deals/manage` - :doc:`customer_invoices/credit_notes` .. _accounting/vendor_bills/creation: Bill creation ============= .. _accounting/vendor_bills/creation-manual: Manually -------- To create a vendor bill manually, go to :menuselection:`Accounting --> Vendors --> Bills` and click :guilabel:`New`. .. tip:: Alternatively, it is possible to create a vendor bill from the Accounting dashboard: - either click :guilabel:`New` on the :guilabel:`Purchases` journal; - or click the :icon:`fa-ellipsis-v` :guilabel:`(vertical ellipsis)` icon of the :guilabel:`Purchases` journal, then :guilabel:`Bill` under the :guilabel:`New` section. .. _accounting/vendor_bills/automatic: Automatically ------------- Vendor bills can be automatically created by sending an email to an :ref:`email alias ` associated with the purchase journal, or by :ref:`uploading a PDF `. .. note:: - Once the bill is uploaded, the PDF document appears on the right side of the screen, making it easy to fill in the bill information. - Bills can be :doc:`digitized ` for automatic completion and :ref:`matched with purchase orders ` to replace OCR-detected data with the existing purchase order's details. - Services such as digitizing scanned or PDF vendor bills in Odoo require :doc:`In-App Purchase (IAP) <../../essentials/in_app_purchase>` credits. To automatically post bills from selected vendors, go to :menuselection:`Accounting --> Vendors --> Vendors` and select the relevant vendor. In the :guilabel:`Accounting` tab, under the :guilabel:`General` section, update the :guilabel:`Auto-post bills` field with one of the following options: - :guilabel:`Always` - :guilabel:`Ask after 3 validations without edits` - :guilabel:`Never` .. _accounting/vendor_bills/bill-completion: Bill completion =============== Whether the bill is created manually or automatically, make sure the following fields are appropriately completed: - :guilabel:`Vendor`: Odoo automatically fills in some information based on the information on the vendor's contact record as well as previous purchase orders and bills. - :guilabel:`Bill Reference`: Add the sales order reference provided by the vendor. This field is used to :ref:`match ` the products when they are received. - :guilabel:`Auto-Complete`: Select a past bill/purchase order to complete the document automatically. The :guilabel:`Vendor` field should be completed before completing this field. - :guilabel:`Bill Date`: Select the document's issuance date. - :guilabel:`Accounting Date`: Update the document's accounting registration date if needed. - :guilabel:`Payment Reference`: The :guilabel:`Memo` field automatically includes the payment reference once the payment is registered. - :guilabel:`Recipient Bank`: Indicates the account number to which the payment will be made. This field is required when paying via batch payment files (such as :ref:`NACHA ` and :doc:`SEPA Direct Debit `). - :guilabel:`Due Date` or :guilabel:`Payment Terms` must be specified for the bill payment. - :guilabel:`Journal`: Select which journal should record the bill and in which :doc:`currency `. In the :guilabel:`Invoice Lines` tab: - To access the product catalog, click :doc:`Catalog `. - Select the products and quantities, then click :guilabel:`Back to Bill` to return to the vendor bill; the selected catalog items will appear in the vendor bill lines. - Update the :guilabel:`Quantity`, :guilabel:`Price`, and :doc:`Taxes ` fields if needed. .. tip:: If the bill line does not correspond to an existing product in the database, click :guilabel:`Add a line` and enter a description for the bill line without linking it to a product. .. note:: Multiple bills for the same purchase order may be issued if the vendor is on back-order and sends invoices as products are shipped or if the vendor sends partial bills or requests a deposit. In this case, multiple bills may have the same :guilabel:`Bill Reference`. .. _accounting/vendor_bills/vendor-bills-matching-po: Purchase order matching ======================= To match a vendor bill to the corresponding purchase order, follow these steps: #. Once a vendor bill has been :ref:`created `, :ref:`completed `, and saved, click the :icon:`fa-bullseye` :guilabel:`Purchase Matching` smart button to access the :guilabel:`Purchase Matching` list view, displaying all purchase order lines linked to the vendor assigned to the vendor bill. .. note:: Only received products from the purchase order lines are displayed in the :guilabel:`Purchase matching` list view. #. Select the relevant purchase order lines and the draft vendor bill (shown in grey). .. tip:: Update the :guilabel:`Quantity` and :guilabel:`Price` in the purchase order lines, if necessary. #. Click :guilabel:`Match`, then :guilabel:`Draft Bill` to go back to the vendor bill. A smart button displaying the purchase order number appears at the top of the vendor bill. If there is no existing purchase order related to the vendor bill, follow these steps: #. Once the vendor bill is :ref:`created `, :ref:`completed `, and saved, click the :icon:`fa-bullseye` :guilabel:`Purchase Matching` smart button. #. Select the draft vendor bill from the list (shown in grey), and click :guilabel:`Add to PO`. #. In the :guilabel:`Add to Purchase Order` window, click :guilabel:`Add Products` to create a new purchase order directly from the vendor bill lines. #. In the new purchase order, click :guilabel:`Receive Products`, then :guilabel:`Validate`. #. Use the breadcrumbs to return to the new purchase order, then click the :guilabel:`Vendor Bills` smart button to go back to the draft vendor bill. .. tip:: Alternatively, the :ref:`Auto-complete ` feature can transfer information from the purchase order to the vendor bill. .. _accounting/vendor_bills/bill-confirmation: Bill confirmation ================= Click :guilabel:`Confirm` when the document is completed. The status changes to :guilabel:`Posted`, and a journal entry is generated based on the vendor bill information. On confirmation, Odoo assigns each vendor bill a unique number from a defined :doc:`sequence `. .. note:: Once confirmed, a vendor bill can no longer be updated. Click :guilabel:`Reset to draft` if changes are required. .. _accounting/vendor_bills/self-billing: Self-billing ============ Self-billing is a workflow where a customer generates a vendor bill on the supplier's behalf and sends a copy to the supplier for their records. It removes the need for the supplier to send the customer a vendor bill and is common in industries where the customer has more reliable transaction data. It also reduces payment time as the customer does not have to wait for the supplier to issue a vendor bill. Odoo supports the generation of self-billing vendor bills and self-billing credit notes, both of which can be sent by email and via Peppol. .. _accounting/vendor_bills/self-billing-config: Configuration ------------- To configure self-billing in Odoo, first create a separate purchase journal specifically for self-billing: #. Navigate to :menuselection:`Accounting --> Configuration --> Journals`. #. Click the :guilabel:`New` button. #. Enter a :guilabel:`Journal Name` and set the :guilabel:`Type` to :guilabel:`Purchase`. #. In the :guilabel:`Advanced Settings` tab, enable :guilabel:`Self Billing`. .. seealso:: :doc:`get_started/journals` .. _accounting/vendor_bills/self-billing-create: Create a self-bill ------------------ Self-bills can be created both :ref:`manually ` and :ref:`automatically `. When creating self-bills, be sure to either create them directly from the :ref:`self-billing purchase journal ` on the :guilabel:`Accounting Dashboard` or manually set the :guilabel:`Journal` of the self-bill to the self-billing purchase journal. .. note:: The sequence of self-bills contains the :ref:`database ID ` (also known as the internal ID) of the partner, making the sequence unique per partner. .. _accounting/vendor_bills/self-billing-send: Send a self-bill ---------------- To send a self-bill after :ref:`creating ` and confirming it, click :guilabel:`Send`. In the :guilabel:`Send` popup window, select the sending methods (i.e., :guilabel:`by Email`, :guilabel:`by Post`, and/or :guilabel:`by Peppol`), and click :guilabel:`Send`. .. note:: - If sending self-bills via :ref:`Peppol `, first :ref:`configure your Peppol registration `, then verify that the vendor is registered with Peppol. To do so, go to :menuselection:`Accounting --> Vendors --> Vendors`, then go through the :ref:`contact verification process `. - Not every Peppol access point supports self-billing. Check with your suppliers to ensure theirs does. .. _accounting/vendor_bills/bill-payment: Payment and reconciliation ========================== To register a payment, click on :guilabel:`Pay`. In the :guilabel:`Pay` window, select the :guilabel:`Journal`, the :guilabel:`Payment Method`, the :guilabel:`Amount`, and the :guilabel:`Currency`. When the :guilabel:`Amount` paid is less than the total remaining amount on the vendor bill, the payment is :ref:`partial `, and the :guilabel:`Payment Difference` field displays the outstanding balance. The :guilabel:`Memo` field is filled automatically if the :guilabel:`Payment Reference` has been set correctly on the vendor bill. If the field is empty, select the vendor invoice number as a reference. Then click :guilabel:`Create payment`. An :guilabel:`In Payment`/:guilabel:`Partial` banner appears on the bill until it is :doc:`reconciled ` and its status updates to :guilabel:`Paid`. .. seealso:: - :doc:`payments` - :doc:`bank/reconciliation` .. _accounting/vendor_bills/age-payable-report: Aged payable report =================== For an overview of the open vendor bills and their due dates, go to :menuselection:`Accounting --> Reporting --> Aged payable`. Click the :icon:`fa-caret-right` :guilabel:`(right arrow)` icon next to a vendor to view the details of all their outstanding bills, including the due dates and amounts. .. Note:: Click :guilabel:`PDF` or :guilabel:`XLSX` to generate a PDF or XLSX file, respectively. .. toctree:: :titlesonly: vendor_bills/invoice_digitization vendor_bills/assets vendor_bills/deferred_expenses vendor_bills/sequence