How to Import and Export Purchase Orders in Odoo

Managing Purchase Orders efficiently is important for smooth operations, especially when working with large volumes of data. Odoo allows users to easily import multiple purchase order lines using a CSV or Excel file and also export purchase orders for analysis.

Importing Purchase Orders

To import Purchase Orders, you first need a CSV or Excel file prepared with the required information. Each row in the file should represent one product line in a Purchase Order.

• partner_id: Vendor name. This must exactly match an existing vendor in the system.
• partner_ref: Vendor reference number (optional). Appears as the bill number in the Goods Receipt (GR) Bill.
• date_order: Purchase Order date in the format YYYY-MM-DD. Must be today or a future date.
• order_line/product_id: Product code. Must match an existing product in the system.
• order_line/mrp: Maximum Retail Price (MRP), tax-inclusive. Used for markup and markdown calculations.
• order_line/product_qty: Quantity to be ordered. Decimal values are allowed only for “No Tracking” products.
• order_line/price_unit: Basic Cost (before tax and discount). This is the vendor’s base price.
• order_line/discount: Discount percentage on the basic cost. Must be between 0 and 100.

Once the file is ready, you can import it by going to the Purchase module and clicking the Actions icon. From there, choose the “Import record” option and upload your file. Odoo will display a mapping screen where you must ensure that your column headers are correctly matched with the system’s fields, such as Vendor, Vendor Reference, PO Date, Product, MRP, Quantity, Basic Cost, and Discount.

Before saving anything, it is best to click the “Test” button to let Odoo validate the data. If there are any issues, Odoo will show error messages so you can correct your file. After validation succeeds, clicking “Import” will create the Purchase Orders in the system automatically.

Exporting Purchase Orders

Exporting Purchase Orders in Odoo is also very simple. Start by opening the Purchase module and selecting the Purchase Orders menu. You can use filters and grouping options to organize the data in the way you want, for example, by vendor, status, date range, or buyer. Once your report view looks right, click the Actions icon and choose “Export All.” Odoo will download the data as an Excel file, which you can use for analysis.

Details Included in the Exported File

When you open the exported Excel file, you’ll see key information such as the company name, report date range, the user who exported it, and the timestamp. The file also contains important PO details like priority, PO reference, confirmation date, vendor, buyer, order deadline, and order status.

It shows the source document, total amount, currency, and billing status, which can be “Nothing to Bill,” “Waiting Bill,” or “Fully Billed.” Arrival and expected arrival dates are also included. These details make the exported report helpful for quick review, tracking, and analysis.