How Email Integration Works for RFQ Sending in Odoo Purchase

Email integration in Odoo Purchase streamlines communication with vendors, making the process of requesting quotations and sending purchase orders much easier. Emails in the purchase process are used for multiple purposes, including requesting product specifications, sending purchase orders to suppliers, confirming or acknowledging orders, sharing shipping and delivery updates, and sending invoices or payment confirmations.

Accessing Purchase Orders

To create a new purchase order or RFQ in Odoo, start by opening the Purchase module from the main menu. Here, you can also view the details of previous purchase orders. To initiate a new RFQ, click the “+New” button, which opens the form for entering purchase details.

Once the RFQ form is open, the next step is to select the vendor from the Vendor field. For example, you might choose a vendor like GK TRADERS then, select the product to be purchased in the Product field, such as “[2014064] SHORT SIZE NOTE”. After saving the form, Odoo automatically generates a Purchase Order Reference ID, such as “CHN/PO/001230.”

After entering the basic purchase details, the RFQ can be sent directly to the vendor via email. By clicking the “Send by Email” button, a pop-up window appears displaying the recipient’s name and email address.

The email subject is automatically filled based on the RFQ details. The RFQ is attached in PDF format, ensuring the vendor receives all relevant information. Clicking the “Send” button sends the email immediately, and a log note is created to track the communication.

Details Included in the PDF

The attached PDF contains comprehensive purchase information. The Billing/Shipping Address field shows the company’s address, while the Vendor Address field displays the vendor’s address and other contact details.

The Purchase Representative field shows the name of the logged-in user handling the order, and the Created By field displays the person who created the purchase order. Key dates such as the order deadline and expected delivery date are also included.

The product section of the PDF provides detailed information, including the product name, HSN code, and EAN code. It also shows the quantity, basic cost, any applied discount, and applicable taxes. The total amount for each product is calculated, along with overall totals such as total basic cost, total discount, taxable amount, SGST and CGST, and the final total, which sums up the taxable value and taxes minus any discounts.