# Manage vendor bills

> A vendor bill is an invoice received for products and/or services that a company purchases from a vendor.

Fonte: https://docs.kmee.com.br/en/odoo/modules/compras/gerenciar-faturas-de-fornecedores/

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A *vendor bill* is an invoice received for products and/or services that a company purchases from a vendor. Vendor bills record payables as they arrive from vendors, and can include amounts owed for the goods and/or services purchased, sales taxes, freight and delivery charges, and more.

In Odoo, a vendor bill can be created at different points in the purchasing process, depending on the *bill control* policy chosen in the *Purchase* app settings.

## Bill control policies

To view and edit the default bill control policy and make changes to it, go to **Purchase app -> Configuration -> Settings**, and scroll down to the **Invoicing** section.

Here, there are two **Bill Control** policy options: **Ordered quantities** and **Received quantities**. After a policy is selected, click **Save** to save changes.

![Bill control policies in purchase app settings.](https://docs.kmee.com.br/odoo/referencias/img/applications/inventory_and_mrp/purchase/manage_deals/manage/manage-configuration-settings.png)

The policy selected will be the default for any new product created. The definition of each policy is as follows:

- **Ordered quantities**: creates a vendor bill as soon as a purchase order is confirmed. The products and quantities in the purchase order are used to generate a draft bill.
- **Received quantities**: a bill is only created **after** part of the total order has been received. The products and quantities **received** are used to generate a draft bill.

Tip

If a product needs a different control policy, the default bill control policy can be overridden by going to the **Purchase** tab in a product's template, and modifying its **Control Policy** field.

![Control policy field on product form.](https://docs.kmee.com.br/odoo/referencias/img/applications/inventory_and_mrp/purchase/manage_deals/manage/manage-product-form.png)

### 3-way matching

*3-way matching* ensures vendor bills are only paid once some (or all) of the products included in the purchase order have actually been received.

To activate it, go to **Purchase app -> Configuration -> Settings**, and scroll down to the **Invoicing** section. Then, check the box next to **3-way matching: purchases, receptions, and bills**, and click **Save** to save changes.

Important

**3-way matching** is **only** intended to work with the **Bill Control** policy set to **Received quantities**.

![Activated three-way matching feature in purchase settings.](https://docs.kmee.com.br/odoo/referencias/img/applications/inventory_and_mrp/purchase/manage_deals/manage/manage-three-way-matching.png)

## Create and manage vendor bills on receipts

When products are received into a company's warehouse, receipts are created. Once the company processes the received quantities, they can choose to create a vendor bill directly from the warehouse receipt form. Depending on the bill control policy chosen in the settings, vendor bill creation is completed at different steps of the procurement process.

### With the bill control policy set to ordered quantities

To create and manage vendor bills on receipts using the *ordered quantities* bill control policy, first go to **Purchase app -> Configuration -> Settings**, scroll down to the **Invoicing** section, and select **Ordered quantities** under **Bill Control**. Then, click **Save** to save changes.

Next, go to the **Purchase** app, and click **Create** to create a new request for quotation (RFQ). Doing so reveals a blank RFQ detail form.

On the blank detail form, add a vendor to the RFQ in the **Vendor** field, and add products to the **Product** lines by clicking **Add a line**.

Then, confirm the RFQ by clicking the **Confirm Order** button above the detail form. Doing so turns the RFQ into a purchase order.

Then, click the **Create Bill** button to create a vendor bill for the purchase order.

Clicking the **Create Bill** button reveals the **Draft Bill** page for the purchase order.

On the **Draft Bill**, click the **Edit** button to modify the bill, and add a bill date in the **Bill Date** field. If needed, add additional products to the **Product** lines by clicking **Add a line** in the **Invoice Lines** tab.

Next, confirm the bill by clicking the **Confirm** button on the **Draft Bill** page.

Tip

Since the bill control policy is set to *ordered quantities*, the draft bill can be confirmed as soon as it is created, before any products have been received.

On the new **Vendor Bill**, add a **Bill Reference** number, which can be used to match the bill with additional documents (such as the PO). Then, click **Confirm -> Register Payment**. Doing so causes a pop-up to appear, wherein a payment **Journal** can be chosen; a **Payment Method** selected; and a **Recipient Bank Account** can be selected from a drop-down menu.

Additionally, the bill **Amount**, **Payment Date**, and **Memo** (*Reference Number*) can be changed from this pop-up. Once ready, click **Create Payment** to finish creating the **Vendor Bill**. Doing so causes a green **In Payment** banner to display on the RFQ form.

![Vendor bill form for ordered quantities control policy.](https://docs.kmee.com.br/odoo/referencias/img/applications/inventory_and_mrp/purchase/manage_deals/manage/manage-draft-vendor-bill.png)

Note

Each vendor bill provides the option to either **Add Credit Note** or **Add Debit Note**. A *credit note* is typically issued when a vendor or supplier of goods get some quantity of products back from the customer to whom they were sold, while *debit notes* are reserved for goods returned from the customer/buyer to the vendor or supplier.

### With the bill control policy set to received quantities

Warning

If the creation of a vendor bill is attempted without receiving any quantities of a product (while using the *received quantities* bill control policy), an error message appears, and settings must be changed before proceeding.

To create and manage vendor bills on receipts using the *received quantities* bill control policy, first go to **Purchase app -> Configuration -> Settings**, scroll down to the **Invoicing** section, and select **Received quantities** under **Bill Control**. Then, click **Save** to save changes.

Next, go to the **Purchase** app, and click **Create** to create a new RFQ. Doing so reveals a blank RFQ detail form.

On the blank detail form, add a vendor to the RFQ in the **Vendor** field, and add products to the **Product** lines by clicking **Add a line**.

Then, confirm the RFQ by clicking the **Confirm Order** button above the detail form. Doing so turns the RFQ into a purchase order.

Finally, click the **Create Bill** button to create a bill for the purchase order.

Note

Clicking **Create Bill** before any products have been received will cause a **User Error** pop-up to appear. The **Purchase Order** requires the receipt of at least partial quantity of the items included on the order to create a vendor bill.

![User error pop-up for received quantities control policy.](https://docs.kmee.com.br/odoo/referencias/img/applications/inventory_and_mrp/purchase/manage_deals/manage/manage-user-error-popup.png)

Next, click the **Receipt** smart button to view the warehouse receipt form.

On the warehouse receipt form, click **Validate -> Apply** to mark the **Done** quantities. Then, navigate back to the **Purchase Order** (via the breadcrumbs), and click the **Create Bill** button on the purchase order form.

Doing so reveals the **Draft Bill** for the purchase order. On the **Draft Bill**, click the **Edit** button, and add a **Bill Date**. If needed, add additional products to the **Product** lines by clicking **Add a line**.

Next, click the **Confirm** button to confirm the **Draft Bill**.

Note

Since the bill control policy is set to *received quantities*, the draft bill can **only** be confirmed when at least some of the quantities are received.

On the new **Vendor Bill**, add a **Bill Reference** number, which can be used to match the bill with additional documents (such as the PO). Then, click **Confirm -> Register Payment**. Doing so causes a pop-up to appear, wherein a payment **Journal** can be chosen; a **Payment Method** selected; and a **Recipient Bank Account** can be selected from a drop-down menu.

Additionally, the bill **Amount**, **Payment Date**, and **Memo** (*Reference Number*) can be changed from this pop-up. Once ready, click **Create Payment** to finish creating the vendor bill. Doing so causes a green **In Payment** banner to display on the RFQ form.

## Create and manage vendor bills in Accounting

Vendor bills can also be created directly from the *Accounting* app, **without** having to create a purchase order first. To do this, go to **Accounting app -> Vendors -> Bills**, and click **Create**. Doing so reveals a blank vendor bill detail form.

On this blank vendor bill detail form, add a vendor in the **Vendor** field, and add products to the **Product** lines (under the **Invoice Lines** tab), by clicking **Add a line**. Then, add a bill date in the **Bill Date** field, and any other necessary information. Finally, click **Confirm** to confirm the bill.

From here, click the **Journal Items** tab to view (or change) the **Account** journals that were populated based on the configuration on the corresponding **Vendor** and **Product** forms.

Then, click **Add Credit Note** or **Add Debit Note** to add credit or debit notes to the bill. Or, add a **Bill Reference** number (while in **Edit** mode).

Then, when ready, click **Register Payment -> Create Payment** to complete the **Vendor Bill**.

Tip

To tie the draft bill to an existing purchase order, click the drop-down menu next to **Auto-Complete**, and select a PO from the menu. The bill will auto-populate with the information from the PO.

![Auto-complete drop-down list on draft vendor bill.](https://docs.kmee.com.br/odoo/referencias/img/applications/inventory_and_mrp/purchase/manage_deals/manage/manage-auto-complete.png)

## Batch billing

Vendor bills can be processed and managed in batches in the *Accounting* app.

To do this, go to **Accounting app -> Vendors -> Bills**. Then, click the **checkbox** at the top left of the page, beside the **Number** column, under the **Create** button. This selects all existing vendor bills with a **Posted** or **Draft** **Status**.

From here, click the **Action** gear icon to export, delete, or send & print the bills; click the **Print** icon to print the invoices or bills; or click **Register Payment** to create and process payments for multiple vendor bills at once.

When **Register Payment** is selected, a pop-up appears. In this pop-up window, select the appropriate journal in the **Journal** field, choose a payment date in the **Payment Date** field, and choose a **Payment Method**. There is also the option to **Group Payments** on this pop-up, as well.

When ready, click the **Create Payment** button, which creates a list of journal entries on a separate page. This list of journal entries are all tied to their appropriate vendor bills.

![Batch billing register payment pop-up.](https://docs.kmee.com.br/odoo/referencias/img/applications/inventory_and_mrp/purchase/manage_deals/manage/manage-batch-billing.png)

Note

The **Register Payment** option for vendor bills in batches will only work for journal entries whose **Status** is set to **Posted**.

See also

[Bill control policies](https://docs.kmee.com.br/en/odoo/modules/compras/politicas-de-controle-de-faturas/)