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[ADD] purchase: edi
closes odoo/documentation#12791 Signed-off-by: Felicia Kuan (feku) <feku@odoo.com> Co-authored-by: Jess Rogers <104637850+jero-odoo@users.noreply.github.com> Co-authored-by: Zachary Straub <zst@odoo.com> Co-authored-by: Sam Lieber (sali) <36018073+samueljlieber@users.noreply.github.com>
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@@ -10,3 +10,4 @@ Advanced
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advanced/analyze
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advanced/vendor_costs_report
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advanced/procurement_expenses_report
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advanced/edi
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113
content/applications/inventory_and_mrp/purchase/advanced/edi.rst
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113
content/applications/inventory_and_mrp/purchase/advanced/edi.rst
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==================================
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EDI purchase-to-sales order import
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==================================
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.. |EDI| replace:: :abbr:`EDI (Electronic Data Exchange)`
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.. |PO| replace:: :abbr:`PO (purchase order)`
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.. |SO| replace:: :abbr:`SO (sales order)`
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Electronic data interchange (EDI) enables companies using different software systems to exchange
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information in a standardized, structured format.
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In Odoo, a *purchase order* (PO) can be exported as an XML file and imported as a *sales order* (SO)
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into another Odoo database, removing the need for manual entry of products, quantities, prices, and
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other key information.
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.. note::
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Exported XMLs follow the `Order-X schema <https://fnfe-mpe.org/factur-x/order-x/>`_, a standard
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commonly used in European countries. When exchanging data between two Odoo databases, this schema
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remains compatible.
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However, implementing custom developments for software that does not support the Order-X schema
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may introduce additional complexity.
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Roles and configuration
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=======================
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To facilitate the |EDI| workflow, two companies are involved: the buyer (the company placing the
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order) and the seller (the company fulfilling the order). Each company has specific roles and
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configurations.
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Buyer database
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--------------
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The buyer database is responsible for creating and confirming purchase orders. Prerequisites include
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:ref:`installing <general/install>` the **Purchase** app and adding vendors (the sellers in this
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workflow) as :doc:`portal users <../../../general/users/portal>`.
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Seller database
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---------------
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The seller database is responsible for receiving and processing sales orders. The only prerequisite
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is :ref:`installing <general/install>` the **Sales** app.
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Workflow
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========
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Buyer's process
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---------------
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To begin, the buyer (in their database) navigates to the :menuselection:`Purchase` app to create a
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request for quotation (RFQ).
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Set the :guilabel:`Vendor` to the portal user representing the seller, and :guilabel:`Confirm` the
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:abbr:`RFQ (request for quotation)`. Doing so converts it into a :doc:`purchase order
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<../manage_deals/rfq>`.
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.. example::
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|PO| from the buyer's database. The :guilabel:`Vendor` is the seller's portal user account, Joel.
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.. image:: edi/po-database-view.png
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:alt: Example PO. The Vendor is the seller's portal user account, Joel.
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Seller's process
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----------------
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Once the |PO| is confirmed, it appears on the seller's portal dashboard. The seller downloads the
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XML file and uploads it to their database.
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Download file
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~~~~~~~~~~~~~
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As the seller, log in to the buyer's database as the portal user. On the dashboard, scroll down and
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click the :guilabel:`Our Orders` button. Doing so reveals a list of purchase orders the buyer's
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database has addressed to the portal user.
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Select the desired purchase order, and the click :guilabel:`Connect with your software!` button.
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In the pop-up window, copy the provided URL, and paste it into a new browser tab to download the XML
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file.
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.. example::
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Joel's portal view of the PO. The first image displays the :guilabel:`Connect with your
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software!` button, and the second image displays a pop-up window with the :guilabel:`Copy`
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button.
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.. image:: edi/po-portal-view.png
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:alt: Portal view of the PO, with "Connect your software!" button.
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.. image:: edi/pop-up.png
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:alt: Pop-up to copy link.
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.. example::
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:download:`XML file <edi/P00017.xml>` for PO00017
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Upload file
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~~~~~~~~~~~
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Next, the seller logs in to their own Odoo database and opens :menuselection:`Sales` app. Click
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:guilabel:`Upload` and select the downloaded XML file. Alternatively, users can drag and drop the
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file into the :guilabel:`Quotations` dashboard.
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Doing so automatically generates a sales order with the customer populated as the buyer and all
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product lines, quantities, and prices pre-filled. This process ensures efficient and accurate data
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exchange between the two databases.
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.. figure:: edi/so.png
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:alt: Uploaded SO in the seller's database.
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Uploaded SO in the seller's database.
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.. seealso::
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:doc:`../../../sales/sales/sales_quotations/create_quotations`
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<?xml version='1.0' encoding='UTF-8'?>
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<Order xmlns:cac="urn:oasis:names:specification:ubl:schema:xsd:CommonAggregateComponents-2" xmlns="urn:oasis:names:specification:ubl:schema:xsd:Order-2" xmlns:cbc="urn:oasis:names:specification:ubl:schema:xsd:CommonBasicComponents-2">
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<cbc:CustomizationID data-oe-model="ir.ui.view" data-oe-id="4828" data-oe-field="arch" data-oe-xpath="/t[1]/{urn:oasis:names:specification:ubl:schema:xsd:Order-2}Order[1]/{urn:oasis:names:specification:ubl:schema:xsd:CommonBasicComponents-2}CustomizationID[1]">urn:fdc:peppol.eu:poacc:trns:order:3</cbc:CustomizationID>
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<cbc:ProfileID data-oe-model="ir.ui.view" data-oe-id="4828" data-oe-field="arch" data-oe-xpath="/t[1]/{urn:oasis:names:specification:ubl:schema:xsd:Order-2}Order[1]/{urn:oasis:names:specification:ubl:schema:xsd:CommonBasicComponents-2}ProfileID[1]">urn:fdc:peppol.eu:poacc:bis:ordering:3</cbc:ProfileID>
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<cbc:ID>P00017</cbc:ID>
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<cbc:IssueDate>2025-04-03</cbc:IssueDate>
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<cbc:DocumentCurrencyCode>USD</cbc:DocumentCurrencyCode>
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<cac:BuyerCustomerParty>
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<cac:Party>
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<cac:PartyName>
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<cbc:Name>JEBAĆ TUSKA</cbc:Name>
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</cac:PartyName>
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<cac:PostalAddress>
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<cbc:StreetName>1034 Wildwood Street</cbc:StreetName>
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<cbc:CityName>Millersburg</cbc:CityName>
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<cbc:PostalZone>44654</cbc:PostalZone>
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<cbc:CountrySubentity>Ohio</cbc:CountrySubentity>
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<cac:Country>
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<cbc:IdentificationCode>US</cbc:IdentificationCode>
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</cac:Country>
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</cac:PostalAddress>
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<cac:PartyTaxScheme>
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<cac:TaxScheme>
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<cbc:ID>VAT</cbc:ID>
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</cac:TaxScheme>
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</cac:PartyTaxScheme>
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<cac:Contact>
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<cbc:Name>JEBAĆ TUSKA</cbc:Name>
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<cbc:Telephone>+1 555-555-5556</cbc:Telephone>
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<cbc:ElectronicMail>info@yourcompany.com</cbc:ElectronicMail>
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</cac:Contact>
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</cac:Party>
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</cac:BuyerCustomerParty>
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<cac:SellerSupplierParty>
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<cac:Party>
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<cac:PartyName>
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<cbc:Name>YourCompany, Joel Willis</cbc:Name>
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</cac:PartyName>
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<cac:PostalAddress>
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<cbc:StreetName>858 Lynn Street</cbc:StreetName>
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<cbc:CityName>Bayonne</cbc:CityName>
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<cbc:PostalZone>07002</cbc:PostalZone>
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<cbc:CountrySubentity>New Jersey</cbc:CountrySubentity>
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<cac:Country>
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<cbc:IdentificationCode>US</cbc:IdentificationCode>
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</cac:Country>
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</cac:PostalAddress>
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<cac:Contact>
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<cbc:Name>Joel Willis</cbc:Name>
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<cbc:Telephone>(683)-556-5104</cbc:Telephone>
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<cbc:ElectronicMail>joel.willis63@example.com</cbc:ElectronicMail>
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</cac:Contact>
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</cac:Party>
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</cac:SellerSupplierParty>
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<cac:Delivery>
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<cac:DeliveryParty>
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<cac:PartyName>
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<cbc:Name>JEBAĆ TUSKA</cbc:Name>
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</cac:PartyName>
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<cac:PostalAddress>
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<cbc:StreetName>1034 Wildwood Street</cbc:StreetName>
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<cbc:CityName>Millersburg</cbc:CityName>
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<cbc:PostalZone>44654</cbc:PostalZone>
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<cbc:CountrySubentity>Ohio</cbc:CountrySubentity>
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<cac:Country>
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<cbc:IdentificationCode>US</cbc:IdentificationCode>
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</cac:Country>
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</cac:PostalAddress>
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<cac:Contact>
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<cbc:Name>JEBAĆ TUSKA</cbc:Name>
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<cbc:Telephone>+1 555-555-5556</cbc:Telephone>
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<cbc:ElectronicMail>info@yourcompany.com</cbc:ElectronicMail>
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</cac:Contact>
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</cac:DeliveryParty>
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</cac:Delivery>
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<cac:TaxTotal>
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<cbc:TaxAmount currencyID="USD">7.5</cbc:TaxAmount>
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</cac:TaxTotal>
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<cac:AnticipatedMonetaryTotal>
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<cbc:LineExtensionAmount currencyID="USD">50.00</cbc:LineExtensionAmount>
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<cbc:TaxExclusiveAmount currencyID="USD">50.00</cbc:TaxExclusiveAmount>
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<cbc:TaxInclusiveAmount currencyID="USD">57.50</cbc:TaxInclusiveAmount>
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<cbc:PayableAmount currencyID="USD">57.50</cbc:PayableAmount>
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</cac:AnticipatedMonetaryTotal>
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<cac:OrderLine>
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<cac:LineItem>
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<cbc:ID>1</cbc:ID>
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<cbc:Quantity unitCode="C62">5.0</cbc:Quantity>
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<cbc:LineExtensionAmount currencyID="USD">50.0</cbc:LineExtensionAmount>
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<cac:Price>
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<cbc:PriceAmount currencyID="USD">10.0</cbc:PriceAmount>
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<cbc:BaseQuantity unitCode="C62">1</cbc:BaseQuantity>
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</cac:Price>
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<cac:Item>
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<cbc:Name>Office Lamp</cbc:Name>
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<cbc:Description>Office Lamp</cbc:Description>
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<cac:ClassifiedTaxCategory>
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<cbc:ID>S</cbc:ID>
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<cbc:Percent>15.0</cbc:Percent>
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<cac:TaxScheme>
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<cbc:ID>VAT</cbc:ID>
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</cac:TaxScheme>
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</cac:ClassifiedTaxCategory>
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</cac:Item>
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</cac:LineItem>
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</cac:OrderLine>
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</Order>
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Requests for quotation
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======================
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.. _purchase/manage_deals/rfq:
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.. |PO| replace:: :abbr:`PO (Purchase Order)`
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.. |POs| replace:: :abbr:`POs (Purchase Orders)`
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.. |RFQ| replace:: :abbr:`RFQ (Request for Quotation)`
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