Rice Mill ERP Purchase Management

1. Tender agreement – raw materials

A Tender Agreement is used when you plan to purchase some products, and you would like to receive a quote for raw material from various vendors. In Odoo, the tender is used to send your list of desired products to your supplier for getting a feasible and convenient quotation from them.

Go to Purchases → Click on Purchase menu → Select Request for Quotation

Field Description

• Create: Click Create button to create an RFQ

Quotation creation – raw materials

Quotation can be used as a preliminary draft for a purchase order and create a quotation to purchase raw materials. It consists of required raw material details, quantity, partner details, expected dates and other expected requirements for the raw material from the vendor.

Field Description

• VENDOR: Select the vendor or the supplier (Optional)
• AGENT: Select one or more agents for which the RFQ to be sent (Mandatory)
• PURCHASE TYPE: Select the purchase type of the product. (i.e. Raw materials, finished products, etc.,
• PRODUCT: Add one or more products to be requested for quotation
• QUANTITY: Enter the required product quantity
• CROP MONTH: Specify the crop month of the paddy
• CROP YEAR: Specify the crop year of the paddy
• CONFIRM: Click on Confirm Button to confirm the RFQ
• PADDY STATUS: Select the required paddy status
  • R.W.UC – Raw Wet UnCleaned
  • R.W.C – Raw Wet Cleaned
  • R.D.UC – Raw Dry UnCleaned
  • R.D.C – Raw Dry Cleaned
  • Boiled Paddy

2. Quotation – Raw materials

From the tenders given, a feasible one can be selected, and it can be converted into quotation. A Quotation is used to purchase raw materials from the selected vendor. In Odoo, the quotation is used to send your list of desired products to your supplier for getting a feasible and convenient quotation from them.

Field Description

• New quotation: click on new quotation button to create a quotation.

Quotation creation – Raw materials

After entering the required raw material details, quantity, partner details, payment terms, expected dates and other expected requirements, the quotation can be saved for later or can be sent via email or by print document to vendor.

Field Description

• Agent: select the agent for which the quotation has to be sent
• Unit price: enter the unit price of the requested product
• Payment term: select the period length in which the buyer needs to pay off the invoice amount

4. Purchase order – Raw materials

A purchase order is a legally binding document between a supplier and a buyer. It details the items the buyer agrees to purchase based on certain price point, quality requirements and other parameters.

Field Description

• Send rfq by email: click on send rfq by email button to send the rfq to vendor’s e-mail id which is specified at the vendor master
• Confirm order: click on confirm order button to create the purchase order

5. GRN – Raw materials

Goods received note (grn) is a record of goods received from suppliers, and the record is shown as a proof that ordered products had been received.GRN Will be created after certain quality and quantity confirmations.

Field Description

• Receive products: click on receive products button to generate the good receipt note.

9. Tender agreement – finished products

A tender agreement is used when you plan to purchase some products and you would like to receive a quote for finished products from various vendors. In odoo, the tender is used to send your list of desired products to your supplier for getting a feasible and convenient quotation from them.

Go to purchase → click on purchase menu → select request for quotation

Field Description

• Create: click create button to create rfq

Request for quotation creation – finished products

Quotation can be used as a preliminary draft for a purchase order and create a quotation to purchase finished products. It Consists of required finished product details, quantity, partner details, expected dates and other expected requirements for the finished product from the vendor

Field Description

• Vendor: select the vendor or the supplier (optional)
• Agent: select one or more agents for which the rfq to be sent (mandatory)
• Purchase type: select the purchase type of the product. (i.e. Raw materials, finished products, etc.,
• Product: add one or more products to be requested for quotation
• Quantity: enter the required product quantity
• Confirm: click on confirm button to confirm the rfq

10. Quotation– finished products

From the tenders given, a feasible one can be selected, and it can be converted into quotation. A Quotation is used to purchase finished products from the selected vendor. In Odoo, the quotation is used to send your list of desired products to your supplier for getting a feasible and convenient quotation from them.

Field Description

• New quotation: click on new quotation button to create a quotation

Quotation creation – finished products

After entering the required finished product details, quantity, partner details, payment terms, expected dates and other expected requirements, the quotation can be saved for later or can be sent via email or by print document to vendor.

Field Description

• Agent: select the agent for which the quotation has to be sent
• Unit price: enter the unit price of the requested product
• Payment term: select the period length in which the buyer needs to pay off the invoice amount
• Send rfq by email: click on send rfq by email button to send the quotation to vendor’s e-mail id which is specified at the vendor master
• Confirm order: select, click on confirm order to confirm the quotation.

11. Grn – finished products

Goods received note (grn) is a record of goods received from suppliers, and the record is shown as a proof that ordered products had been received.GRN Will be created after certain quality and quantity confirmations.

Field Description

• Receive products: click on receive products button to generate the good receipt note.

12. Grn product line – finished products

The quality confirmed, and lot assigned products will be automatically updated in the grn(goods receipt note) with the lot and respective quantities. All The product related details from rfq can be seen in the grn.

Field Description

• Triple bar: click on the triple bar to view the detailed operation of grn
• Cancel: cancel button allows canceling the grn
• Lock: lock button makes sure in preventing any further modification on the document
• Unlock: unlock button allows any further modification on the document
• Validate: click on validate button to validate the grn

Grn product lines-location & lot details

The harmburger menu in the product lines directs to grn detailed operations which used to enter a warehouse location and the lot of number will be assigned and validation of the grn let the finished products moves to the inventory.

Field description

• From: from displays the vendor location
• To: select the warehouse in which the finished materials should be stored
• Lot : select the lot of number or create a new lot number
• No. of bags: enter the number of bag that should be allocated for each lot/serial number
• Unit price: enter the unit price per quantity
• Confirm: click on confirm button to confirm the detailed operation

13. Supplier invoice – finished products

A vendor bill is an invoice received for products and services purchased from vendors and hence considered as expenses for the company. The Purchase Application allows you to manage your purchase orders, incoming products, and vendor bills all seamlessly in one place.

Field Description

• Vendor bills tab: click on vendor bills tab to create the supplier invoice for finished materials

Supplier invoice creation – finished products

Enter the vendor and vendor reference which vendor sends a confirmation which may considered as order reference number and validate the invoice. The Product details and other purchase related details will automatically update in the invoice if it is created from the purchase order.

Field description

• Vendor reference: if the vendor sends you a confirmation or quotation for an order, you may record the order reference number in the vendor reference field
• Source document:source document displays the reference purchase order number
• Purchase type:purchase type displays the material type of the product
• Validate: click on validate button to validate the invoice

Supplier invoice created– finished products

Once the invoice is validated, payment registration can be done. Register Payment which pay the total amount of the finished product based on credit and cash customer after payment an invoice is generated.

14. Tender agreement – packing materials

A tender agreement is used when you plan to purchase some products, and you would like to receive a quote for finished products from various vendors. In Odoo, the tender is used to send your list of desired products to your supplier for getting a feasible and convenient quotation from them.

Go to purchases → click on purchase menu → select request for quotation

• Create: Click create button to create rfq

Field Description

Request for quotation creation – packing materials

Quotation can be used as a preliminary draft for a purchase order and create a quotation to purchase packing materials. It consists of required packing material details, quantity, partner details, expected dates and other expected requirements for the finished product from the vendor.

Field description

• Vendor: select the vendor or the supplier (optional)
• Agent: select one or more agents for which the rfq to be sent (mandatory)
• Purchase type: select the purchase type of the product. (i.e. Raw materials, finished products, etc.,
• Product: add one or more products to be requested for quotation
• Quantity: enter the required product quantity
• Confirm: click on confirm button to confirm the rfq

15. Quotation – packing materials

From the tenders given, a feasible one can be selected, and it can be converted into quotation.A Quotation is used to purchase packing materials from the selected vendor. In odoo, the quotation is used to send your list of desired products to your supplier for getting a feasible and convenient quotation from them.

Field Description

• New quotation: click on new quotation button to create a quotation

Quotation creation – packing materials

After entering the required packing material details, quantity, partner details, payment terms, expected dates and other expected requirements, the quotation can be saved for later or can be sent via email or by print document to vendor.

Field description

• Agent: select the agent for which the quotation has to be sent
• Unit price: enter the unit price of the requested product
• Payment term: select the period length in which the buyer needs to pay off the invoice amount
• Send rfq by email: click on send rfq by email button to send the quotation to vendor’s e-mail id which is specified at the vendor master
• Confirm order: select, click on confirm order to confirm the quotation

16. Grn – packing materials

Goods received note (grn) is a record of goods received from suppliers, and the record is shown as a proof that ordered products had been received.GRN Will be created after certain quality and quantity confirmations.

Field Description

• Receive products: click on receive products button to generate the good receipt note

17. Grn product lines – packing materials

The quality confirmed and lot assigned products will be automatically updated in the grn(goods receipt note) with the lot and respective quantities.All The product related details from rfq can be seen in the grn.

Field Description

• Triple bar: click on the triple bar to view the detailed operation of grn
• Cancel: cancel button allows canceling the grn
• Lock: lock button makes sure in preventing any further modification on the document
• Unlock: unlock button allows any further modification on the document
• Validate: click on validate button to validate the grn

Grn product lines-detailed operations – packing materials

The harmburger menu in the product lines directs to grn detailed operations which used to enter a warehouse location and the lot of number will be assigned and validation of the grn let the packing materials moves to the inventory.

Field description

• From: from displays the vendor location
• To: select the warehouse in which the finished materials should be stored
• Lot : select the lot of number or create a new lot number
• No. of bags: enter the number of bag that should be allocated for each lot/serial number
• Unit price: enter the unit price per quantity
• Confirm: click on confirm button to confirm the detailed operation.

18. Supplier invoice– packing materials

A vendor bill is an invoice received for products and services purchased from vendors and hence considered as expenses for the company. The Purchase application allows you to manage your purchase orders, incoming products, and vendor bills all seamlessly in one place.

Field Description

• Vendor bills tab: click on vendor bills tab to create the supplier invoice for finished materials

Supplier invoice creation –packing materials

Enter the vendor and vendor reference which vendor sends a confirmation which may considered as order reference number and validate the invoice. The Product details and other purchase related details will automatically update in the invoice if it is created from the purchase order.

Field description

• Vendor reference: if the vendor sends you a confirmation or quotation for an order, you may record the order reference number in the vendor reference field
• Source document: source document displays the reference purchase order number
• Purchase type: purchase type displays the material type of the product
• Validate: click on validate button to validate the invoice

Supplier invoice created– packing materials

Once the invoice is validated, payment registration can be done. Register Payment which pay the total amount of the finished product based on credit and cash customer after payment an invoice is generated.

Return product

A return in purchase happens when a buyer of a good or service wants to send it back to the vendor or supplier. If You want to return, click on return. The Next step is to validate the inventory, thus the return is confirmed and the quantity on hand is added with returned quantities.

Field description

• Return : a return in purchase happens when a buyer of a good or service wants to send it back to the vendor or supplier

Reverse transfer

Select the product to return add quantity of the product and the vendor warehouse location to return the product.To Refund or not to refund can be mentioned in the refund line.

Field description

• Product: choose the product to return and add quantity of the product to return
• Return location:choose the vendor warehouse location to return the product
• Return: click return to return the product

Return product do

The created do(delivery order) can be validated to check whether the product and other related details are properly mapped, and the print out of the do can be taken from screen print for transportation.

Field description

• Validate : click validate button to validate the do order
• Product line : detailed the product name and amount of product to be return

Product line : do

The harmburger menu in the product lines directs to grn detailed operations which used to enter a warehouse location and the lot number will be assigned and validation of the grn let the packing materials moves to the inventory.

Field description

• From: from displays the customer location
• To: select the warehouse vendor location in which the finished materials stored
• Lot : select the lot number
• Unit price: enter the unit price per quantity
• Confirm: click on confirm button to confirm the detailed operation

Return product debit note:

Debit note is issued by buyer (customer) to seller (vendor) while returning product. It consists of order references, product details, vendor details and other return related details. The Reason for return can be anything based on the customer standards.

Field description

• Debit note : debit note is issued by buyer (customer) to seller (vendor) while returning product process

Return product debit invoice

Once a debit note is created, it will be displayed in the delivery order itself. A Debit note is a document used by a vendor to inform the buyer of current debt obligations, or a document created by a buyer when returning goods received on credit.

Field description

• Debit invoice: after click create debit note, it generates a debit invoice number to the vendor for product return details.

User scenario

Purchase report

It is a document that helps a business to monitor the sales performance for a fixed period of time. A purchase report can be generated for a week, month, or year.

Go to Purchase → Click on Purchase menu → Select Purchase report

Purchase return report

Purchase return report shows the purchase product return details by choose from start date and the end date of required details of return purchase product.

Go to purchase → Click on Purchase menu → Select Purchase return report

Field description

• Date from: choose the start date from which the data has to be extracted
• Date to: choose the end date up to which the data has to be extracted

Purchase overall report

Purchase overall report shows the overall purchase product details by choose from start date and the end date of required details of return purchase product.

Go to Purchase → Click on Purchase menu → Select Purchase overall report

Field description

• Date from: choose the start date from which the data has to be extracted
• Date to: choose the end date up to which the data has to be extracted