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Marcio Valenzuela

How is this normally handled, accounting wise.  We have a PO that was originally created in Sept 2019 and received in that same month. Apparently it was modified in October therefore when I generate my accounting reports it shows up as an October transaction.  

According to the history, it was Created, Confirmed and approved in Sept27, products received Sept 30, invoice received Oct 1, then modified and once again invoice received on Oct 2.

According to my accountant it belongs to Sept, not Oct since the product was received in Sept.

I just spoke to the accountant and the Supplier Invoices are modified when the physical invoice is received and has changes.  What the operator does is cancel the Invoice and then Edit that Canceled PO and it automatically takes the current date which in some cases is the next month.


How should this be handled?

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Ray Carnes (ray)
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There are not many reasons for modifying a received PO.  Odoo keeps track of the quantity ordered, received and billed. If the quantities received (which are the basis for the Vendor Bill made in Odoo) match the quantities billed (on the Bill from the Vendor) then you just add taxes/shipping and don't need to modify the PO.  

If you are billed a different quantity than you received, this is a red flag to investigate the mismatch.

The Vendor Bill in Odoo should not be created until the Vendor Bill is received (it has a date on it, that is the date that should be entered into Odoo). The Vendor Bill in Odoo should never be different than the actual Vendor Bill so there isn't any benefit from creating it before you get the actual Bill.    

If the date on the Bill is September, then you enter that date even if you physically receive it and enter it in October.  

If the date on the Bill is October, then many book keepers will accrue the AP from September and then reverse it in October as it is replaced with the AP from the Bill (at the time of posting the Vendor Bill).


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Marcio Valenzuela
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The issue is that the Vendor Bill gets created in Draft state the moment the person in charge of purchasing Confirms the PO. The reason is that we confirm the PO so that Odoo adds the signature and seal to the PO which is printed and sent to the Supplier so that they can send the shipment.

Ray Carnes (ray)

There is no need to create the Bill this early. Try it.

Marcio Valenzuela
Author

I understand there is no need to create the bill that early but that is where we have the bill signed and sealed in order to send it as an order to our supplier. So what would you recommend we do instead?

Ray Carnes (ray)

I recommend not creating the Bill that early. Most users send the confirmed PO instead. Get that signed and sealed instead of using the Bill.

Marcio Valenzuela
Author

Ok I think I havent explained myself clearly. We dont use the Vendor Bill as an Order. We used the Confirmed PO as an order. That PO gets created in Draft and Confirmed when ready to send to the supplier. The minute we Confirm the PO then the sign and seal get added to that Confirmed PO but that seems to generate the WH and Invoice automatically. This is why we run into trouble.

Ray Carnes (ray)

"that seems to generate the WH and Invoice automatically" - this is now how the standard Odoo workflow is designed. A user has to choose to create the Bill. If your users are not choosing to create the Bill, then perhaps you have a customization? My advice is to tell users not to choose to create the Bill until you get the Bill.

Marcio Valenzuela
Author

OK. Is there a simple way to turn off the automatic vendor bill creation in v8? That's what we are on and we are about to migrate to v11 but until we do we will continue on v8, at least 1-2 more months. So we would like the option to change that in v8 of possible.

Ray Carnes (ray)

I don't work with version 8. I suggest posting another question to see if anyone else who does can help. Good luck!

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