How to Create and Manage Vendor Bills in Odoo 18

Vendor bill management is a core function of any business. Odoo18 simplifies this process by providing flexible options for registering vendor bills manually or automatically. Plus, the Aged Payable report offers a comprehensive summary of outstanding invoices to manage your payments effectively. This blog post explores the ins and outs of vendor bills in Odoo 18, and how to use these tools to your advantage.

Bill Creation

Manually to manually create a vendor bill, navigate to Accounting Vendors Bills and select Create.

Automatically Either uploading a PDF in Accounting Vendors Bills and clicking Upload, or sending an email to an email alias linked to the purchase journal, will automatically generate vendor bills.

Bill Completion

Regardless of whether the bill is generated automatically or manually, make sure the following fields are filled out correctly:

• Vendor: Using the vendor’s registered details, past purchase orders, or invoices, Odoo automatically fills in some information.
• Bill Reference: enter the vendor-provided sales order reference, which is used to match the products when you receive them
• Auto-Complete: choose a previous purchase order or bill to have the document filled out automatically. Before filling out this field, the Vendor field needs to be finished.
• Bill Date: the day the document was issued
• Accounting Date: The date that the document is entered into your accounting system
• Payment Reference: this is automatically displayed in the Memo field when the payment is being registered
• Recipient Bank: to specify which account number needs to receive the payment
• Journal: choose the journal where the bill and currency should be entered

Bill Confirmation

After finishing the document, click Confirm. Depending on the invoice’s configuration, your document’s status changes to Posted and a journal entry is created.

It cannot be updated after it has been confirmed. If you need to make changes, click Reset to draft

Bill Payment

After paying the vendor bill, click Register Payment to open a new payment window.

You are required to select the Journal, the Payment Mode, the Currency, and the Amount (either full or partial).

The Payment Difference field displays the balance due in case of a partial payment, which takes place when the amount paid is below the amount that remains unpaid on the vendor bill.

You have two options to select:

• Keep open: to show a partial banner and keep the bill open;
• Mark as fully paid: In this case, mark as fully paid by selecting an account in the Post Difference In field and, if needed, altering the Label. To offset the account receivable with the selected account, a journal entry will be posted.

If the vendor bill’s Payment Reference is set correctly, the Memo field is automatically filled in. Use the vendor invoice number as a guide if the field is blank.

After confirmation, the bill displays a “In Payment” banner until it is reconciled.

Aged Payable Report

Use the Aged Payable report to get an overview of your overdue and upcoming vendor bill payments. Navigate to Partner Reports: Aged payable under Accounting Reporting.

To view information about all outstanding bills, including amounts owed, due dates, and other details, click on the name of a vendor.

Odoo 18’s vendor bill management features empower businesses to move beyond reactive accounting and embrace proactive financial management. By using automated processes, detailed record-keeping, and insightful reporting like the Aged Payable report, you can anticipate payment deadlines, prevent late fees, and optimize cash flow. Implementing these tools remakes your vendor bill management. Find the perfect Odoo18 vendor bill solution with Transines Solutions. Contact us to learn more.