In this tutorial, we will learn to confirm and receive products from a purchase order in Odoo 17. This process is crucial for ensuring purchased products are received and recorded correctly. We will use office equipment, such as "ergonomic chairs" and "adjustable desks", as an example.
Tutorial: How to confirm and receive products from a purchase order
1. Open the Purchase module from the main menu
To begin, go to the Odoo main menu and select "Purchase". This module lets you manage all activities involved in purchasing goods and services for your company.
2. Create a new quotation or select an existing one
In the Purchase module, create a new quotation by clicking "New". Alternatively, select a previously created quotation from the available list.
3. Open and review the quotation
When you open the selected quotation:
- Check products: Review all products listed in the quotation to confirm that information such as quantities and descriptions is correct.
- Confirm order: Click "Confirm Order" to turn the quotation into an active purchase order. This step is essential before receiving the products.
4. New options after confirmation
Once the purchase order is confirmed, several new options become available:
- Receive products: This button starts the process of receiving purchased products.
- Send the purchase order by email: Email the purchase order to the vendor directly from Odoo.
- Confirm the receipt date: Set and confirm the expected product receipt date.
- Create bill: Generate a bill based on the confirmed purchase order.
- Cancel: If necessary, cancel the purchase order at any point in the process.
- Lock: Prevent further changes to the purchase order.
5. Check current quantities before validating the receipt
Before validating product receipt, check the current inventory quantities. In the top menu, select "Products", then "Products". This helps you confirm that the listed products have not yet been received.
6. Confirm that the products have not yet been received
At this stage, the product quantities in inventory will be unchanged, indicating that the products have not yet been officially received.
7. Proceed to receive the products from the purchase order
Return to the purchase order and click "Receive Products" to start receiving the purchased goods.
8. Adjust the received quantities if necessary
If the products received do not match the requested quantities, adjust the values in the "Demand" column. For example, if you ordered 10 chairs but only 8 arrived, change the received quantity. Odoo lets you create a "Backorder" for products not received, so the incomplete order is handled appropriately.
9. Validate the quantities and receipt date
Review and validate the quantities received and the receipt date. This step is essential for accurate inventory updates.
10. Return to the previous view using the breadcrumb
Use the breadcrumb navigation to return to the previous purchase order view.
11. Received quantity update and receipt order creation
After validation, the received quantity column updates and a receipt order appears at the top of the screen. This confirms that the products have been officially received and recorded.
12. Check product quantities in inventory again
Go to the top menu again, select "Products", then "Products", and verify that the inventory quantities have been updated correctly.
13. Confirm the updated inventory quantities
Confirm that the quantities of products such as chairs and desks have been adjusted correctly in inventory to reflect the products received.
14. View the purchase order in the quotations list
The purchase order appears in the quotations list with its new status. If the "Purchase Order" is not confirmed, it appears in the purchase orders table as a light-blue quotation displaying the basic details.
Purchase order statuses in Odoo
Purchase orders in Odoo can have several statuses, each reflecting a different procurement stage:
- Request for quotation: The initial stage, when vendors are asked for a quotation.
- Confirmed quotation: Once accepted, it becomes a purchase order.
- Purchase order: The active order after confirmation.
- Partial receipt: Only part of the order has been received.
- Full receipt: All products in the order have been received.
- Bill received: The bill corresponding to the purchase order has been received and recorded.
- Cancelled order: The purchase order was cancelled at some point in the process.