diff --git a/content/applications/finance/accounting/vendor_bills.rst b/content/applications/finance/accounting/vendor_bills.rst index 710816598..c39096b36 100644 --- a/content/applications/finance/accounting/vendor_bills.rst +++ b/content/applications/finance/accounting/vendor_bills.rst @@ -4,29 +4,65 @@ Vendor bills ============ -In Odoo, we can register vendor bills **manually** or **automatically**, while the -**Aged Payable report** provides an overview of all outstanding bills to help us pay the correct -amounts on time. +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 `_ + - Tutorial `Registering a vendor bill `_ - :doc:`/applications/inventory_and_mrp/purchase/manage_deals/manage` + - :doc:`../accounting/customer_invoices/credit_notes` + +.. _accounting/vendor_bills/creation: Bill creation ============= +.. _accounting/vendor_bills/creation-manual: + Manually -------- -Create a vendor bill manually by going to :menuselection:`Accounting --> Vendors --> Bills` and -clicking :guilabel:`Create`. +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 **uploading a PDF** -in :menuselection:`Accounting --> Vendors --> Bills` and then clicking :guilabel:`Upload`. +Vendor bills can be automatically created through various methods: + +- Emailing to an :ref:`email alias ` associated with the purchase + journal. If the email does not contain a valid file, an automatic response notifies the sender + that no document was received. +- Uploading a PDF: To upload a bill, go to :menuselection:`Accounting --> Vendors --> Bills`, then + click :guilabel:`Upload`. + +.. 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. + - Services such as digitizing scanned or PDF vendor bills in Odoo require :doc:`In-App + Purchase (IAP) ` 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 =============== @@ -34,82 +70,91 @@ Bill completion Whether the bill is created manually or automatically, make sure the following fields are appropriately completed: -- :guilabel:`Vendor`: Odoo automatically fills some information based on the vendor's registered - information, previous purchase orders, or bills. -- :guilabel:`Bill Reference`: add the sales order reference provided by the vendor and is used to do - the :ref:`matching ` when you receive the products. -- :guilabel:`Auto-Complete`: select a past bill/purchase order to automatically complete the - document. The :guilabel:`Vendor` field should be completed prior to completing this field. -- :guilabel:`Bill Date`: is the issuance date of the document. -- :guilabel:`Accounting Date`: is the date on which the document is registered in your accounting. -- :guilabel:`Payment Reference`: when registering the payment, it is automatically indicated in the - :guilabel:`Memo` field. -- :guilabel:`Recipient Bank`: to indicate to which account number the payment has to be made. -- :guilabel:`Due Date` or :guilabel:`Terms` to pay the bill. -- :guilabel:`Journal`: select in which journal the bill should be recorded and the :doc:`Currency +- :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 `). +- :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 `. -.. image:: vendor_bills/bill-completion.png - :alt: filling the vendor bill +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:: - - Bills can be :doc:`digitized ` for - automatic completion by clicking :guilabel:`Send for Digitization`. - - If you upload the bill, the PDF document is displayed on the right of the screen, allowing you - to easily fill in the bill information. + 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/bill-confirmation: Bill confirmation ================= -Click :guilabel:`Confirm` when the document is completed. The status of your document changes to -:guilabel:`Posted` and a journal entry is generated based on the configuration on the invoice. +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, it is no longer possible to update it. Click :guilabel:`Reset to draft` if + Once confirmed, a vendor bill can no longer be updated. Click :guilabel:`Reset to draft` if changes are required. -Bill Payment -============ +.. _accounting/vendor_bills/bill-payment: -Upon payment of the vendor bill, click on :guilabel:`Register Payment` to open a new payment window. +Payment and reconciliation +========================== -Select the :guilabel:`Journal`, the :guilabel:`Payment Method`, the :guilabel:`Amount` you wish to -pay (full or partial payment), and the :guilabel:`Currency`. In the case of a partial payment (when -the :guilabel:`Amount` paid is less than the total remaining amount on the vendor bill), the -:guilabel:`Payment Difference` field displays the outstanding balance. -You have two options: +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`. -- :guilabel:`Keep open`: to keep the bill open and mark it with a :guilabel:`Partial` banner; -- :guilabel:`Mark as fully paid`: In this case, select an account in the - :guilabel:`Post Difference In` field and change the :guilabel:`Label` if needed. A journal entry - will be created to balance the account receivable with the selected account. +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. -.. image:: vendor_bills/partial-payment.png - :alt: register a partial payment - -The :guilabel:`Memo` field is filled automatically if the :guilabel:`Payment Reference` has been -set correctly in the vendor bill. If the field is empty, select the vendor invoice number as a +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. -Once confirmed, an :guilabel:`In Payment` banner appears on the bill until it is :doc:`reconciled -`. +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 =================== -To get an overview of your open vendor bills and their related due dates, you can use the -**Aged Payable report**. Go to :menuselection:`Accounting --> Reporting --> Partner Reports: Aged -payable`. +For an overview of the open vendor bills and their due dates, go to :menuselection:`Accounting --> +Reporting --> Aged payable`. -Click on a vendor's name to open up the details of all outstanding bills, the amounts due, the due -dates, etc. +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:: - - By clicking the :guilabel:`Save` button, you can export the information available on the screen - as a PDF or XLSX file and save it in the folder of your choice. - - You might receive several bills for the same purchase order if your vendor is in back-order and - is sending you invoices as they ship the products, or if your vendor is sending you a partial - bill or asking for a deposit. + Click :guilabel:`PDF` or :guilabel:`XLSX` to generate a PDF or XLSX file, respectively. .. toctree:: :titlesonly: diff --git a/content/applications/finance/accounting/vendor_bills/bill-completion.png b/content/applications/finance/accounting/vendor_bills/bill-completion.png deleted file mode 100644 index bebb9879c..000000000 Binary files a/content/applications/finance/accounting/vendor_bills/bill-completion.png and /dev/null differ