Purchase orders in Odoo streamline your procurement process from requisition to payment. This guide covers creating POs, managing approvals, receiving goods, and matching invoices for complete procurement control.
how to create purchase orders in odoo Prerequisites
- 1Odoo Purchase module installed
- 2Vendors configured with payment terms
- 3Products set up with vendor information
- 4User purchasing access rights
how to create purchase orders in odoo Steps
Create a New Purchase Order
Navigate to Purchase > Orders > Purchase Orders and click Create. Select the vendor from your contacts. The payment terms, currency, and delivery address auto-fill from vendor settings.
Pro Tips:
- *Set up vendor pricelists for automatic pricing
- *Use vendor references for accurate ordering
- *Check vendor lead time before setting expected date
Add Products to Order
Click "Add a Product" to add line items. Search for products or select from the dropdown. Enter quantities and verify unit prices. Taxes calculate automatically based on fiscal position.
Pro Tips:
- *Use the reordering wizard to add items below minimum stock
- *Check for alternative vendors if primary is unavailable
- *Add product descriptions for clarity
Set Delivery Details
Confirm the expected delivery date on each line. Set the delivery address (your warehouse). Add any special shipping instructions in the internal notes.
Pro Tips:
- *Consider vendor lead times when setting dates
- *Use different delivery addresses for drop shipping
- *Communicate urgency via vendor communication
Submit for Approval
If approval workflows are enabled, click "Request Approval". The PO routes to designated approvers based on amount thresholds. Approvers receive email notifications.
Pro Tips:
- *Set up approval hierarchies for spending limits
- *Configure automatic approval below certain thresholds
- *Use purchase agreements for recurring orders
Confirm and Send to Vendor
Once approved, click "Confirm Order". This creates the RFQ reference number. Click "Send by Email" to transmit the PO to the vendor. The PO is now awaiting receipt.
Pro Tips:
- *Use PDF export for vendors requiring formal documents
- *Save sent emails to the PO chatter for reference
- *Track vendor confirmation in the chatter
Receive Products
When goods arrive, go to Purchase > Orders and open the PO. Click "Receive Products" to open the receipt. Verify quantities, process through quality check if enabled, and validate.
Pro Tips:
- *Use barcode scanning for efficient receiving
- *Log damage or discrepancies before validating
- *Enable backorder for partial shipments
Process Vendor Bill
After receipt, click "Create Bill" on the PO. Review line items match what was received. Adjust dates to vendor invoice date. Validate the bill for payment processing.
Pro Tips:
- *Enable three-way matching for automatic verification
- *Use Control Purchase Bills setting for mandatory PO matching
- *Process bills in batches for efficiency
Handle Returns and Discrepancies
For returns, create a return from the receipt. For price discrepancies, create vendor credit notes. Document all discrepancies in the PO chatter for audit trail.
Pro Tips:
- *Use quality alerts for systematic defect tracking
- *Negotiate credits before returning physical goods
- *Update vendor ratings based on performance
Need Professional Implementation?
Our certified partners can handle the setup and configuration for you.
how to create purchase orders in odoo Best Practices
- ✓Set up blanket orders for recurring purchases
- ✓Use purchase agreements for negotiated pricing
- ✓Enable three-way matching to prevent overpayment
- ✓Track vendor performance metrics
- ✓Automate reordering through replenishment rules
- ✓Consolidate orders to the same vendor when possible
- ✓Maintain updated vendor contact information
how to create purchase orders in odoo Common Mistakes
- ✗Not verifying vendor pricing before confirming
- ✗Skipping the approval process for urgent orders
- ✗Not matching bills to receipts properly
- ✗Ignoring partial delivery handling
- ✗Creating bills before goods are received
- ✗Not tracking vendor lead time accuracy
how to create purchase orders in odoo Conclusion
Efficient purchase order management in Odoo ensures you receive the right goods at the right price. Proper PO workflow provides spending visibility, vendor accountability, and accurate cost tracking.
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