Purchase: Purchase Workflows: Creating a Bill

Purpose

The purpose of this documentation is to explain how to Create a Bill from a confirmed Purchase Order in the Purchase app of Odoo 13.

Process

To get started, navigate to the Purchase app.


Once there, open the Purchase Order you'll be be creating a bill for and click Create Bill.


This will open up the bill in Draft state and it will already be in Edit mode.


From this view, make any final changes before the bill is posted to be paid. You will notice most fields will auto-populate from the purchase order.


Vendor: This is the vendor you're paying and will be auto-populated based on the PO.

Delivery Address: This will show the location the products were delivered.

Reference: Use this field to add your own reference ID, such as Purchase Order number. This is useful when matching bills to payments later on.

Auto-complete: Allows you to add products from existing and completed purchase orders and bills. If you're creating this bill directly from a PO, then you won't need to use this option. Selecting a value here will overwrite details in the existing bill.

Bill Date: This is the date the bill was created.

Accounting Date: This is the date the bill is posted to the Chart of Accounts.

Payment Terms: The agreed-upon terms used to make payments 

Journal: This reflects the account in which the transaction will be recorded.

The Invoice Lines tab is auto-populated based on the the line-items from the Purchase Order.


The Journal Items tab will separate the line-items into Debit and Credit columns for accounting purposes.


The Other Info tab shows fields that are based mostly on the initial PO. This tab may also show different sections depending on the apps installed and configured on your database.

Accounting

  • Incoterm: This is only applicable to international transactions.

  • Fiscal Position:  If set on the vendor contact record, this will auto-populate. Otherwise, you may select which Fiscal Position should apply to this PO.

  • Should be Paid

    • Yes: Indicate the bill should be paid because products were recieved.

    • No: Indicates the bill should not yet be paid because the products weren't received.

    • Exception: Indicates there is a difference between bill and received products.

Payments

  • Payment Reference: This is a payment reference ID for journal items (e.g. check number).

  • Bank Account: This is the account to which the payment will be paid.


When you've made all necessary changes, click Save. 

To confirm the bill and be able to accept payment, click Post. Once you do this, you'll see the bill will move to the Posted status.



To register payments on a Vendor Bill, follow the instructions in the Register a Vendor Payment documentation.

If you've not already received products from the originting purchase order, review the Receiving Products documentation.