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purchasepurchase_orderbilling
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5073 Rodiniai
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Vega-Impex Kft., A S

We have created several POs (with many products) for a given vendor and we have received an long bill/invoice (which includes several POs and many products) from them. We want to match this invoice with the PO to see if everything what is billed was also ordered via PO and if anything is missing.

Manually via Odoo it is time-consuming as we would automatically need to create the bill from these POs, then manually check line-by-line the actual bill with the Odoo bill and repeat that for each POs. 


Now, is there a way to import via XLS or other formats the actual bill, which automatically references the PO line without knowing the external PO line id? We know the PO external reference and the vendor name.

Methods or paid add-ons are also welcomed if exist.

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Lars Aam
Best Answer

First: Ask your Vendor to send one invoice for each purchase order.  It will reduce work on both parties.  Also the invoice must reference the purchase orders. It can be on line level on the invoice.

If so, the Odoo function with OCR, will do most of the job for you.

Create invoice from PO is not a good idea.  For the partner ledger you will only want to have one invoice register.  And that can be done:

Import/upload the vendor invoice to vendor bill in accounting

There is a field named AutoComplete where you can look up and import the lines from the PO. You can match several PO to the same invoice.  Import one PO, and check match to invoice. If you have goods receipt the received qty will be imported.  The price will be imported. Delete lines if they are not on the invoice.  

Then take the next PO. It will be a tedious work whatever way you do it.

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Thuy Ngoc
Best Answer

Hi A S,

I think this video can help you: https://www.youtube.com/watch?v=etMYrOJyaiU&list=PLSKcWRTtEl5qzvRaI-VTGavfReiHS_EEb&index=2

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James
Best Answer

One supplier invoice across several POs is always messy unless the supplier gives you a good reference on the invoice.

The first thing I would ask for is PO reference at line level, not only on the invoice header. If the invoice only says one vendor name and one total, Odoo has very little to match reliably against several POs.

Practically I would handle it like this:

  • upload/import the supplier invoice as one draft vendor bill
  • use the PO references to pull in PO lines one PO at a time
  • check received quantity, invoiced quantity, unit price, tax and line total
  • delete PO lines that are not actually on the supplier invoice
  • keep anything with missing PO ref, quantity mismatch or tax mismatch in manual review

If the vendor can send one invoice per PO, that is cleaner. If they cannot, then line-level PO references are the thing that saves you from doing the whole match by hand

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Tuan Bui VKS
Best Answer

Can you describe it in more detail with a video?

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