How to Add User in Zoho One?

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Introduction

Managing vendor bills is a key part of tracking your company expenses and ensuring timely payments to suppliers. In Odoo 18, the vendor bill workflow integrates seamlessly with your purchasing and accounting processes, giving you full control from receipt to payment.

This guide will walk you through how to create, manage, and automate vendor bills using Odoo’s Purchase and Accounting apps.

Step-by-Step Instructions

 

  1. Set the Default Bill Control Policy

To configure your default bill control policy in Odoo:

  • Go to Purchase app → Configuration → Settings
  • Scroll to the Invoicing section
  • Under Bill Control, choose:
    • Ordered Quantities – Create bills as soon as the purchase order (PO) is confirmed
    • Received Quantities – Create bills only after products are delivered
  • Click Save

Key Difference:

  • Ordered Quantities: Includes all items from the PO in the bill—even if they haven’t arrived.
  • Received Quantities: Only bills what’s received. If you try to bill before delivery, Odoo will show an error.
  1. Set a Custom Bill Control Policy per Product

Need different settings for certain products? You can override the global policy:

  • Go to Purchase app → Products → Products
  • Open the desired product
  • Under the Purchase tab → Vendor Bills section
  • Select the preferred Control Policy
  • Save your changes

This flexibility is useful when some products require prepayment, while others are billed upon delivery.

  1. Enable 3-Way Matching for Safer Payments

3-Way Matching ensures vendors are paid only after receiving the products. It compares:

  • Purchase Order (PO)
  • Vendor Bill
  • Receipt

To activate:

  • Go to Purchase app → Configuration → Settings
  • Under Invoicing, enable 3-way matching
  • Click Save

Note: 3-way matching only works with Received Quantities.

 

  1. Create Vendor Bills with 3-Way Matching
  • Go to Purchase app → Orders → Purchase Orders
  • Open a PO that hasn’t been billed yet
  • Click Create Bill

Now you’ll see a draft Vendor Bill. Under the Other Info tab, find the Should Be Paid field:

  • Yes – Items are received; bill can be processed
  • No – No items received yet
  • Exception – Something changed in the bill (e.g., quantity or price edited)

To process the bill:

  • Enter a Bill Date
  • Click Confirm
  • Click Register Payment → then Create Payment

Once payment is made, the Should Be Paid field updates to No, indicating the bill has been settled.

  1. Track Billing Status on Purchase Orders

You can easily check a PO’s billing status:

  • Go to Purchase app → Orders → Purchase Orders
  • Select a PO → Click Other Information tab
  • Look for the Billing Status field

 

Billing Status Guide:

Billing Status

Ordered Quantities

Received Quantities

Nothing to Bill

PO confirmed

PO confirmed; nothing received

Waiting Bills

PO confirmed

Items received; bill not yet created

Fully Billed

Draft bill created

Bill created for all/received products

Tips

  • Use Received Quantities + 3-Way Matching for greater control and fewer billing errors.
  • The Should Be Paid status updates automatically but can be changed manually if needed.
  • Customize per product to fit different supplier requirements.
  • Avoid billing before receiving goods to prevent payment issues.

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