PAY Odoo ERP Implementation – User Manual

Odoo ERP System Implementation

User Manual
Table of Contents
Request for Quotation.............................................................................................................................2
Create a Breadfast Pay Purchase Quotation......................................................................................7
Purchase Order........................................................................................................................................7
Receive Products...................................................................................................................................10
Receive Breadfast Pay Cards in the Warehouse...............................................................................13
Vendor Bills............................................................................................................................................13
Create Bill for Breadfast PAY............................................................................................................15
Breadfast Pay Fixed Assets Depreciation.........................................................................................16
Create a prepayment for a vendor...................................................................................................17
Currencies Setting..................................................................................................................................22
Breadfast Pay Currencies Setting......................................................................................................23
Transfer Products..................................................................................................................................25
Breadfast Pay Internal Transfers......................................................................................................33
Inventory Stocks....................................................................................................................................35
Configure reordering rules....................................................................................................................35
Manually trigger reordering rules using the scheduler....................................................................38
Manage reordering rules..................................................................................................................38

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Request for Quotation
If you want to purchase any product from a particular supplier, you can send a purchase quotation to
that supplier so that you will be able to get a clear idea regarding the products and their service.

In the screenshot above, you will get the list view of the Request for Quotation with the information of
Reference, Vendor, Company, Buyer, Order Deadline, Activities, Source Document, Total, and Status of
each RFQ. Apart from the List view, the user can shift the view of the platform into Kanban, Pivot, Graph,
Calendar, and Activity views also based on demand.

As highlighted in the image above, you will be able to get the number of All RFQs as well as MY
RFQs (the RFQs created by you or assigned to you) in the RFQ window. These fields will show the total
number of RFQs to send to respective vendors, RFQs waiting for the confirmation from vendors, and late
RFQs separately. Additionally, you will get the details of the Average Order Value, Purchased Last 7

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Days (total amount of products purchased within last 7 days), Lead Time to Purchase (average lead time
in days from the confirmation of purchases orders to purchase), and RFQs Sent Last 7 Days (total number
of RFQs sent within last 7days).

The star icon given on the left side of the list view can be used to prioritize your RFQs.

Odoo offers an easy way to communicate with the buyer from the preview of the RFQs itself. Clicking on
the name of the Buyer will open a chat box in the window as shown in the image above that will assist
you to connect with the buyer.

Now, let’s discuss the creation of a new request for quotations. If you want to make changes in the
already created RFQs, you are allowed to select the required one from the given list and use
the Edit button. Here, we are discussing the configuration of a new request for quotation. For that, you
need to click on the Create button and Odoo will lead you to a new creation window as depicted below.

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Here, you will get the list of vendors configured in the Purchase module in the Vendor field where you
can select a suitable vendor you are interested in. In the Purchase Agreement field, you can select a draft
agreement agreed by both parties. The Currency suitable for your purchase procedures can be defined in
the corresponding field. The Order Deadline field depicts the within which the quotation must be
confirmed and converted into a purchase order. The Expected Arrival indicates the delivery date offered
by the supplier. You can ask the vendor to confirm the date by sending an automatic confirmation mail
with the help of the Ask Confirmation button. The stock picking type mentioned in the Delivery To field
will determine the operation type of the incoming shipment.

The products that you want to purchase from the respective vendor can be specified under
the Products tab using the Add a Product button.

The product line will include the details of the Product, Description, Quantity, UoM, Unit Price, Taxes,
and Subtotal. After adding all products, the total amount of the purchase will be shown under the
Products tab on the right side of the screen. The Add a Section and Add a Note buttons are used to add
sections and notes under the Products tab respectively. There will be an additional field available in this
tab to define the terms and conditions used for this purchase.

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Additional details regarding the quotation can be added under the Other Information tab. Here, you can
specify the name of the Buyer, Company, and Source Document in the respective fields. If the Print
Variant Grids field is activated, the matrix of the configurable products will be shown on the report of
this order. In the Incoterm field, you can specify the international commercial term which is a series of
predefined commercial terms used in international transactions along with the Incoterm Location . The
type of purchase can be selected as Procurement or Commission according to the agreement in
the Purchase Type field. The Payment Terms and Fiscal Positions used for this purchase operation can be
defined in the corresponding fields.

After completing all fields in the Request for Quotation form, you can now click on the Save button.

Use the Send By Email button to send this request for quotation to the respective vendor via mail. Once
you click on this option, Odoo will generate an automated email template as shown below where you
can add the name of the recipients in the Recipients field. You can add additional attachments to the
mail using the Attachments button.

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Click the Send button to send the mail to the mentioned recipients.

After sending the RFQ to the respective vendors, you can find its status as RFQ SENT. If you want to
cancel the request, you are allowed to use the Cancel button. Using the Print RFQ, Odoo will allow you
to print the RFQ. You will get a pop-up to set the layout of the document.

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Here, you can select a suitable Layout, Font, Company Logo, Colors, Layout Background, Company
Tagline, Company Details, Footer, and Paper Format. The preview of the document based on the option
you selected will appear on the right side of the wizard. Clicking the Save button will print your
document within seconds.

We detailed the creation of RFQ in the Purchase module and now, we are going to take a look at the
management of the Purchase Order in Odoo.

Create a Breadfast Pay Purchase Quotation

Purchase Order
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Once you complete the creation of the request for quotation, you can send it to the respective vendor to
get their approval. After sending RFQ to the vendor, the next step is the confirmation of the purchase
order.

This window is similar to that of the Request for Quotation management window. You will get the details
of the Reference, Confirmation Date, Vendor, Company, Buyer, Activities, Source Document, Total, Billing
Status, and Expected Arrival date. The Create button can help you to create a new purchase order.

If both parties are satisfied with the terms and conditions mentioned in the request for quotation, the
RFQ can be converted into a Purchase Order using the Confirm button.

The status of the RFQ can be observed as Purchase Order once you click on the Confirm button.

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In the Purchase Order window, you will get options such as Receive Products to manage received
products, Confirm Receipt Date to confirm the date of the receipt, Create Bill to generate vendor bill,
and Cancel to cancel the purchase order.

In Odoo, it is possible to automatically lock purchase orders to prevent editing. This can be done by
activating the Lock Confirmed Orders from the Settings menu of the module.

Once you activate this feature, the confirmed orders will be automatically locked. If you want to make
any changes to a purchase order, you can click on the Unlock button.

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Receive Products
The vendor will send products to your location mentioned in the purchase order after confirming the
order. Odoo will assist you in the procedures of receiving products as well. When the vendor sends the
products to your company, you can click on the Receive Products button while receiving the products.

This will lead you to a new window with details of the incoming shipments. You will get access to this
window using the smart button Receipt available on the respective purchase order window.

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You can validate the delivery receipt using the Validate button after checking the details. The Receive
From field will show the name of the supplier of the products. The Destination Location will show the
delivery location mentioned by you while creating the purchase order. In the corresponding fields, you
will get the Scheduled Date, Deadline, and Source Document of the delivery receipt.

Details such as Product, Demand, Done, and Unit of Measure can be seen under the Operations tab.

The Demand field will show the quantity of the products from an inventory point of view. Near this field,
you will get a button to observe the Forecast Report of the product.

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Similarly, you will get an additional button near the Unit of Measure field that will show the detailed
operations view.

The Additional Information tab will help you to get the Shipping Information and Other Information
related to the delivery of the product.

In the Shipping Information section, you will get the details of the Carrier, Tracking Reference, Weight,
and Weight for Shipping. The Other Information section will show the name of the Responsible
employee, Procurement Group, and Company in the respective fields. The Note tab will show the related
notes of the incoming shipment.

After checking all details, you can confirm the delivery by clicking on the Validate button.

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The status of the receipt has changed to Done which indicates that the transfer has been processed.

Receive Breadfast Pay Cards in the Warehouse

Vendor Bills
After confirming a purchase order, you will get the option Create Bill as highlighted in the screenshot
below in order to generate the vendor bill.

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As soon as you click on this button, Odoo will lead you to a new screen where you will get the draft form
of the vendor bill.

You can check the details given in the draft vendor bill before confirming it. It includes the details of the
Vendor, Bill Reference, Bill Date, Accounting Date, Payment Reference, Recipient Bank, Journal and Due
Date. You can add a past bill or purchase order to auto complete the form.

In the Invoice Lines, you can see the list of products you ordered. The journal items and other
information regarding the vendor bill can be observed in the corresponding fields. Click
the Confirm button to confirm the vendor bill.

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After completing all payment procedures, the status of the vendor bill can be seen as Paid as depicted in
the image above. This is how we generate vendor bills for the received products.

Create Bill for Breadfast PAY

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Breadfast Pay Fixed Assets Depreciation

Once you create a Bill a fixed asset entry will be created for the cards. However, the depreciation will not
start unless started by the business user.

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Create a prepayment for a vendor

Odoo has a Prepayments account to manage this as well as a Prepayments section on the Balance Sheet.
First, create a Vendor Bill using either a prepayment service setup to book to the Prepayment account, or
just book directly to the account.

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At this point your Balance Sheet looks like this:

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Register a Payment (a regular Vendor Payment) against this Bill, at this point your Balance Sheet looks
like this:

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Since you have a regular Vendor Payment, you can reconcile it with the Bank Statement.
The Accounts Payable account was used, temporarily, to post the balance existing between the time of
validating the Bill and registering the Payment:

At the time you want to use the Prepayment, use the Automatic Entries Wizard to create a Manual
Journal entry to move it back to AP to use:
1. Filter the Journal Items to find all prepayment debits, tick the one you want to convert, and select
Automatic Entries from the Action Menu:

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2. Complete the Wizard, choosing the AP account and the Journal:

This will automatically create this Journal Entry, and you can edit the Reference if you wish to make it
easier to understand for those applying payments.

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At this point, you will see it below the Bill (in this example our prepayment was just over 40% of the Bill
sent with whatever we prepaid for) and can apply it to reduce the balance:

Currencies Setting
The main currency is defined by default according to the company’s country. You can change it by going
to Accounting ‣ Configuration ‣ Settings ‣ Currencies and changing the currency in the Main
Currency setting.

To enable foreign currencies, Go to Accounting ‣ Configuration ‣ Currencies, and enable the currencies
you wish to use by toggling the Active button.

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To manually create and set a currency rate, go to Accounting ‣ Configuration ‣ Currencies, click on the
currency you wish to change the rate of, and under the Rates tab, click Add a line to create a new rate.

Breadfast Pay Currencies Setting

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From the accounting side, you can configure account(s) responsible for exchange rates profit and loss.

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Transfer Products
Companies with multiple warehouses need to manage the transfer of products from one location to
another. In some cases, the companies may have different branches at different locations, which requires
a great effort to manage the product transfers successfully. Companies often manage such situations by
allocating main warehouses and sub warehouses for product distributions. The Transfers feature in Odoo
supports the effortless management of product transfers from one location to another.

Inventory transfers included the movement of products between the warehouses and outside the
warehouse. It also includes internal transfers for the movement of products within the warehouses of
the company. Odoo ERP system supports the configuration and management of warehouses which we
will discuss in the next section. After configuring details of the warehouses and locations of the company,
you can use the Transfers option available under the Operations menu to manage the product transfer
between the configured warehouses and locations.

As shown in the image below, you will get the details of the Reference, From, To, Contact, Scheduled
Date, Source Document, Batch Transfer, Company, and Status details of the preconfigured transfers here.

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Using the Filters and Group By options, you can effortlessly accomplish the sorting operations.
Additionally, you will get Kanban, Calendar, and Location views for this platform. Now, let’s check how
Odoo helps you to create a new transfer for the movement of products from one location to another. For
this, click on the Create button.

In the new transfer creation window, the partner id can be specified in the Contact field. This platform
can be used to manage different types of transfer. Some of them are Receipt, Internal Transfer, Delivery
Orders, Returns, Manufacturing, Resupply Subcontractor, POS Orders, and Dropship. You can select the
transfer type you want for your product movement in the Operation Type field. Odoo offers a separate
platform to define different operations types in the Configuration menu which we will discuss later. After
selecting a suitable Operation Type, you can specify the Source Location and Destination Location of the
product. The expected date of stock movement can be mentioned in the Scheduled Date field. The
reference of the document related to this product transfer can be added in the Source Document field.
Under the Operations tab, you can mention the products included in this transfer one by one using
the Add a Line button. Along with the name of the Products, you can mention the Packaging, Demand,

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and UoM of the products. The Demand is considered as the quantity of the product that is planned to be
moved.

The Shipping Information can be added under the Additional Info tab.

Here, you can add the Carrier information, Tracking Reference, Weight, and Weight for Shipping of the
products included in this transfer. In the Other Information section, you can set the Shipping Policy for
the transfer. It can be set as ‘As soon as possible’ or ‘When all products are ready’ as per your company
policy. Additionally, you can assign a Responsible employee who will be responsible for the upcoming
operations of this transfer. Finally, specify the Procurement and Company in the corresponding fields.
The Note tab can be used to add internal notes related to this transfer. By clicking the Save button, the
transfer will be recorded.

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Now, the transfer is in the Draft stage. If the transfer is in the Waiting stage, it indicates that it is waiting
for the availability of some products. If the transfer is ready to be processed, it can be observed in the
Ready state. You can click the Mark as Do to move the transfer to the Ready stage.

Once you complete the transfer process, you can click the Validate button.

The transfer operation is completed now. You can print labels for the newly transferred products using
the Print Label button. The Print button will help you to take prints of the delivery slip of the transfer.
The products can be returned to the earlier location with the Return button. If you find any defect in the
newly transferred products, you can send them to scrap using the Scrap button. You will get the stock
valuation report of this transfer by using the smart button called Valuation given in the window as
highlighted in the image above.

Odoo enables you to perform multiple transfers together with the assistance of the Batch Transfer
feature. This feature can be used to execute group transfers that will be helpful to you to save your time

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and effort. In batch transfer, all transfers added to the batch are processed together. By using this
method, you can minimize the difficulties faced while managing bulk transfers.

The Batch Transfer feature can be easily activated from the Settings menu of the Inventory module as
depicted in the image below.

After selecting the Batch Transfer option click the Save button to save the new changes. Now, you can
manage batch transfers from the platform available under the Operations menu as shown below.

The list of already created batches along with the details of the Batch Transfer, Scheduled Date,
Responsible, Operation Type, Company, and State can be seen here. You can alter the view of the
platform into Kanban also. To create a new batch transfer, you can use the Create button.

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You can assign an employee in the Responsible field who will be in charge of the upcoming activities of
this batch transfer. Specify the Operation Type and Company in the given spaces. By mentioning the
Operation Type, Odoo lets you add transfers with this operation type to this batch. The expected date for
the transfer can be scheduled manually in the Scheduled Date field. If it is not manually set, Odoo will
consider the earliest scheduled date of the transfer included in the batch as the scheduled date for this
transfer. Now, you can add transfers one by one to this batch using the Add a Line button available in
the Transfer tab.

As soon as you click the Add a Line button, a new pop will appear to select the transfers for this batch.

You will get a list of various transfers of the selected operation type in different stages. You can select the
transfers from the given list. Make sure to select the transfers from the same stage. In order to add them
to the batch, you can use the Select button.

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As you can see in the image above, the list of selected transfers will be automatically added to the batch.
If you want to remove any of the transfers from the batch, you can use the ❌ icon highlighted in the
screenshot above. After checking availability, you can confirm the transfer using the Confirm button.

Finally, clicking on the Validate button you can complete the batch transfer operation.You can create new
batch transfers from the Transfers menu also. For this, you can go to the Transfers platform available
under the Operations menu.

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From the available list of transfers, you can select the transfers that you want to add to a batch. Don’t
forget that the selected transfers should be in the same status and operation type. After selecting
required transfers, you will get an Action button.

From the Action button, you will get the option to add the selected transfers to a batch. Click on the Add
to Batch button. A pop will appear as shown below.

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You can add the selected transfers to an existing batch transfer or to a new batch transfer. For new batch
transfer, you can mention the Responsible employee in the given field. If you want to create the new
batch in draft status, activate the Draft option. Clicking on the Confirm button will create a new batch
transfer in the Inventory module. You can observe and manage the new batch transfer from the
Batch Transfer platform.

You can click the Validate button to complete the transfer.

Breadfast Pay Internal Transfers

You can select to create an immediate or planned transfers. You can move products from the main
warehouse to any coffee shop or in transit location.

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Inventory Stocks

You can use the stock report in Odoo Inventory for a detailed list of all stored products, including those
reserved, purchased and in transit, as well as those delivered to customers.

To access the stock report, go to Inventory app ‣ Reporting ‣ Stock.

On the stock report, the left sidebar includes several groupings to narrow down what is being shown.
The default groupings are Warehouses, which filters products by specific warehouses, and Category,
which shows products within a selected product category.

The below table defines different types of stocks that can exist in any of Breadfast Pay Locations:

1- On Hand: current quantity of products.

2- Free to Use: on-hand quantity that are not reserved for delivery orders, and are available to use.
3- Incoming: items expected to arrive at the warehouse. Number of products is based on quantities
in confirmed purchase orders.
4- Outgoing: items expected to leave the warehouse.

Configure reordering rules

For certain products, it is necessary to ensure that there is always a minimum amount available on hand
at any given time. By adding a reordering rule to a product, it is possible to automate the reordering
process so that a purchase order is automatically created whenever the amount on hand falls below a
set threshold.

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Products must be configured in a specific way before a reordering rule can be added to them. On the
product form, enable reordering by checking the Can be Purchased option underneath the Product
Name field. Finally, set the Product Type to Storable Product under the General Information tab.

Add a reordering rule to a product

After properly configuring a product, a reordering rule can be added to it by selecting the now
visible Reordering Rules tab at the top of that product’s form, and then clicking Create on
the Reordering Rules dashboard.

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Once created, the reordering rule can be configured to generate purchase orders automatically by
defining the following fields:

 Location specifies where the ordered quantities should be stored once they are received and
entered into stock.

 Min Quantity sets the lower threshold for the reordering rule while Max Quantity sets the
upper threshold. If the stock on hand falls below the minimum quantity, a new purchase order
will be created to replenish it up to the maximum quantity.

Example

If Min Quantity is set to 5 and Max Quantity is set to 25 and the stock on hand falls to four, a purchase
order will be created for 21 units of the product.

 Multiple Quantity can be configured so that products are only ordered in batches of a certain
quantity. Depending on the number entered, this can result in the creation of a purchase order
that would put the resulting stock on hand above what is specified in the Max Quantity field.

Example

If Max Quantity is set to 100 but Multiple Quantity is set to order the product in batches of 200, a
purchase order will be created for 200 units of the product.

 UoM specifies the unit of measurement by which the quantity will be ordered. For discrete
products, this should be set to Units. However, it can also be set to units of measurement
like Volume or Weight for non-discrete products like water or bricks.

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Manually trigger reordering rules using the scheduler

Reordering rules will be automatically triggered by the scheduler, which runs once a day by default. To
trigger reordering rules manually, navigate to Inventory ‣ Operations ‣ Run Scheduler. On the pop-up
window, confirm the manual action by clicking Run Scheduler.

Manage reordering rules

To manage the reordering rules for a single product, navigate to that product page’s form and select
the Reordering Rules tab at the top of the form.

To manage all reordering rules for every product, go to Inventory ‣ Configuration ‣ Reordering Rules.
From this dashboard, typical bulk actions in Odoo can be performed such as exporting data or archiving
rules that are no longer needed. As well, the Filters, Group By or triple-dotted menu on the form are
available to search for and/or organize the reordering rules as desired.

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