Vendor Bills
Manage invoices received from suppliers and expense payments
Vendor bills are documents recording expenses and payables to suppliers. Odoo provides a complete workflow from entering bills, posting to accounting, to paying suppliers.
The system automatically creates journal entries, calculates input tax, and integrates with Purchase Orders to reconcile received goods.
Vendor Bill Information
Main Fields
| Field | Vietnamese | Required | Description |
|---|---|---|---|
| Vendor | Nhà cung cấp | Yes | Supplier selling goods |
| Vendor Bill Ref | Số hóa đơn NCC | No | Invoice number from supplier |
| Bill Date | Ngày hóa đơn | Yes | Invoice issue date |
| Accounting Date | Ngày kế toán | No | Accounting posting date |
| Due Date | Ngày đến hạn | No | Expected payment date |
| Journal | Sổ nhật ký | Yes | Purchase journal (default) |
| Payment Terms | Điều khoản thanh toán | No | Payment terms |
Creating New Vendor Bill
Access: Invoicing → Vendors → Bills
Steps
1. Click "New" button to create new bill
2. Select vendor - system auto-fills information
3. Enter vendor bill reference number for easy lookup
4. Enter bill date
5. Select journal - usually "Vendor Bills"
6. Add bill lines: Click "Add a line"
7. Select product/service or enter expense description
8. Enter quantity, unit price - system auto-calculates tax
9. Select appropriate expense account
10. Click "Save" to save bill in Draft status
Vendor Bill Lines
Bill Line Information
| Field | Vietnamese | Description |
|---|---|---|
| Product | Sản phẩm | Product/service purchased |
| Description | Mô tả | Detailed expense description |
| Quantity | Số lượng | Quantity purchased |
| Unit | Đơn vị | Unit of measure |
| Unit Price | Đơn giá | Unit purchase price |
| Taxes | Thuế | Input tax (Input VAT) |
| Account | Tài khoản | Expense/asset account |
| Subtotal | Thành tiền | Amount before tax |
Posting Vendor Bill
After entering and reviewing bill, post it to record in accounting:
Steps
1. Open bill in Draft status
2. Carefully review: vendor, bill number, amount, taxes
3. Click "Post" button on toolbar
4. System automatically creates journal entry
5. Debit: Expense/Asset accounts, Input VAT
6. Credit: Accounts Payable
7. Locks bill - cannot edit after posting
8. Updates vendor payable balance
Purchase Order Integration
Automatically create bill from purchase order:
Steps
1. Create and confirm Purchase Order
2. Receive goods into inventory (Receipt)
3. Click "Create Bill" button on Purchase Order
4. System creates bill with information from PO
5. Quantity and price taken from PO
6. Review and adjust if needed
7. Post bill
8. Bill is linked to PO and Receipt
3-Way Match
Reconcile between Purchase Order, Receipt and Bill:
Reconciliation Process
| Step | Document | Check |
|---|---|---|
| 1 | Purchase Order | Ordered quantity and price |
| 2 | Receipt | Actual quantity received |
| 3 | Vendor Bill | Quantity and price on invoice |
| 4 | Reconciliation | Compare 3 documents, warn if discrepancy |
Paying Suppliers
Register payment for vendor bill:
Steps
1. Open posted bill
2. Click "Register Payment" button
3. Select payment date
4. Select method: Bank, Cash, Check
5. Select payment journal (Bank/Cash journal)
6. Enter payment amount (defaults to balance)
7. Enter memo/note if needed
8. Click "Create Payment"
9. System automatically reconciles payment with bill
Partial Payment
Pay bill in multiple installments:
Steps
1. Open bill to pay
2. Click "Register Payment"
3. Enter payment amount < total bill
4. Create payment
5. Bill changes to "Partially Paid" status
6. Repeat to pay remaining balance
7. When fully paid, bill changes to "Paid"
Vendor Refund
Handle returns or discounts from supplier:
Steps
1. Open bill to adjust
2. Click "Refund" button
3. Select reason: Product Return, Discount, Error
4. Select method: Full Refund or Partial Refund
5. Enter refund date
6. Click "Create Refund"
7. System creates negative bill automatically reconciled
8. Post refund to complete
Payable Management
Track and manage supplier payables:
Key points
• View total payables by supplier
• Aged Payable report - payables by age
• Filter overdue bills needing payment
• Plan payments by due date
• Reconcile statements with suppliers
• Track early payment discounts
Input VAT
Manage input value-added tax:
Steps
1. Select input tax when creating bill lines
2. System automatically calculates tax amount
3. Journal entry records: Debit Input VAT account
4. Input tax is offset against output tax
5. View tax report to calculate tax payable
6. Support multiple tax rates: 0%, 5%, 10%
Searching and Filtering Bills
Quick Filters
| Filter | Vietnamese | Display |
|---|---|---|
| Draft | Nháp | Unposted bills |
| Posted | Đã ghi sổ | Posted bills |
| Unpaid | Chưa thanh toán | Unpaid bills |
| Paid | Đã thanh toán | Fully paid bills |
| Overdue | Quá hạn | Bills past due date |
Automatic Journal Entry
When posting vendor bill, system automatically creates journal entry:
Vendor Bill Journal Entry
| Account | Debit | Credit |
|---|---|---|
| Expense Account (621) | 10,000,000 | |
| Input VAT (1331) | 1,000,000 | |
| Accounts Payable (331) | 11,000,000 |
Import Bills from Files
Odoo supports automatic bill import from PDF/Email:
Steps
1. Install account_invoice_extract module (Enterprise)
2. Upload PDF bill file
3. AI automatically reads and extracts information
4. Vendor, date, amount, bill lines
5. Review and adjust information
6. Post bill
Best Practices
Steps
1. Enter vendor bill reference for easy lookup and reconciliation
2. Check reconciliation with Purchase Order before posting
3. Save original PDF bill file in Attachments
4. Pay on time to avoid late payment penalties
5. Take advantage of early payment discounts if available
6. Reconcile statements with suppliers regularly
7. Classify expenses accurately to appropriate accounts
Common Error Handling
Errors and Solutions
| Error | Cause | Solution |
|---|---|---|
| Cannot post | Missing expense account | Configure account for product |
| Duplicate bill number | Bill already entered | Check Vendor Bill Ref |
| Discrepancy with PO | Price/quantity differs from PO | Review and adjust or contact supplier |
| Tax mismatch | Input tax not selected | Add tax to bill line |
Related Reports
Key points
• Bill Analysis: Analyze expenses by supplier, expense type
• Aged Payable: Payable aging report
• Vendor Statement: Supplier account statement
• Purchase Report: Consolidated purchase report
• Tax Report: Input tax report