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Odoo Purchase Requisitioning Module Guide#

Table of Contents#

  1. Introduction
  2. Login and Access
  3. Module Overview
  4. Creating Product Categories
  5. Importing and Creating Products
  6. Creating Vendors
  7. Purchase Requisition Process
  8. Creating a Request for Quotation (RFQ)
  9. Approval Process
  10. Sending RFQ to Vendor
  11. Creating Bills and Credit Notes
  12. User Management
  13. Importing Data

Introduction#

This guide explains how to use the Odoo Purchase Requisitioning Module to manage purchase requisitions, vendor relationships, and the approval process for purchase orders. The module enables efficient procurement workflows with built-in approval processes and integration with other Odoo modules.

Login and Access#

  1. Log in to your Odoo account
  2. If you don't have an account, create one first
  3. Once logged in, you'll be taken to the inbox interface
  4. To access the Purchase Module:
  5. Go to the home menu in the upper left corner
  6. Select "Apps"
  7. Find and open the "Purchase" application
  8. If not installed, click the "Install" button to add it to your applications

Module Overview#

The Purchase module dashboard provides access to several key functions:

  • Configuration: Settings, vendor price lists, product categories
  • Reporting: Purchase statistics
  • Products: Create and manage purchasable items
  • Orders: Request for quotations, purchase orders, blanket orders
  • Vendors: Manage supplier information Purchase

Creating Product Categories#

Product categories help organize your products in a logical structure: Purchase

  1. Go to Products → Product Categories
  2. Click "Create" to add a new category
  3. Enter a name for the category (e.g., "Construction")
  4. Select a parent category or leave as "All" for a top-level category
  5. Odoo auto-saves your entries Purchase

Tip: To import multiple categories at once, use the Import function: - Click Import Purchase

  • For best results, first export an existing category as a template

  • Follow the field structure provided by Odoo

  • Populate your template and upload it

Importing and Creating Products#

Creating Products Manually:#

  1. Go to Products → Products
  2. Click "New" to add a new product
  3. Enter the product details:
  4. Product name (e.g., "Chair")
  5. Product type (Consumable or Service)
  6. Sales price
  7. Cost price
  8. Category (e.g., "Furniture")
  9. Optional: internal reference, barcode, tags

  10. Optional: add an image Purchase

  11. Odoo auto-saves your entries

Importing Products:#

  1. Go to Products → Products Purchase

  2. Click "Import"

  3. Download the template provided by Odoo Purchase

  4. Populate the template with your product data

  5. Upload the completed template

Creating Vendors#

  1. Go to Orders → Vendors Purchase

  2. Click New to add a new vendor

  3. Choose between Company or Individual Purchase

  4. Enter vendor details:

  5. Name
  6. Company (if applicable)
  7. Position (e.g., "Sales Director")
  8. Contact information (phone, email, website)
  9. Optional: add an image
  10. Odoo auto-saves your entries

Tip: To import multiple vendors, use the Import function with the provided template.

Purchase Requisition Process#

Creating a Request for Quotation (RFQ)#

  1. Go to Orders → Requests for Quotation Purchase

  2. Click "New" to start a new RFQ Purchase

  3. Fill in the RFQ details:

  4. Select a vendor
  5. Optional: add vendor reference
  6. Set currency
  7. Set expected arrival date
  8. Add products to the RFQ:
  9. Select product(s)
  10. Set quantity
  11. Verify unit price
  12. Odoo automatically calculates totals (tax exclusive and inclusive)
  13. Save the RFQ

Approval Process#

Odoo supports delegation of approval responsibilities:

  1. After creating an RFQ, share it with another user for confirmation:

  2. Click "Share" button Purchase

  3. Select the user who should confirm Purchase

  4. Add a message (e.g., "Please confirm this order")

  5. Click "Send"

  6. The assigned user will:

  7. Receive the message in their inbox
  8. Click on the provided link to access the RFQ
  9. Review the details
  10. Click "Confirm Order" to change the status to "To Approve"

  11. Share back to the requester with a message (e.g., "Confirmed, please approve this")

  12. The original requester will:

  13. Receive the confirmation message
  14. Click on the provided link
  15. Review the confirmed order
  16. Click "Approve Order"
  17. The order is now locked and ready for next steps

Sending RFQ to Vendor#

After approval, send the purchase order to the vendor:

  1. Click "Send PO by Email" Purchase

  2. Select the vendor as recipient

  3. Review the email template (subject and message)
  4. Click "Send" to deliver the purchase order to the vendor

Creating Bills and Credit Notes#

Once products are received:

  1. Update received quantities in the purchase order

  2. Click "Create Bill" to generate an invoice Purchase

  3. Set the bill date (must correspond with your accounting date)

  4. Click "Confirm" to finalize the bill Purchase

  5. Register payment or create a credit note if needed

For credit notes (when products are not fully delivered):

  1. Click "Credit Note" Purchase

  2. Enter reason (e.g., "Pending 2 chairs") Purchase

  3. Click Reverse, if you'd like to create an invoice click Reverse and Create Invoice

  4. Share with relevant team members for confirmation

  5. Register payment for the credit note if approved