Vendor Management
Manage vendor information, purchase prices, payment terms and vendor portal
Vendor management is a crucial part of the procurement process, helping store contact information, purchase conditions, prices and track performance of each vendor.
Odoo provides a portal for vendors to view orders, confirm orders and update delivery information, increasing transparency and efficiency in transactions.
Create New Vendor
Go to Contacts → Contacts and click New to create new vendor:
Steps
1. Enter vendor name
2. Select type: Company or Individual
3. Check "Is a Vendor" to mark as vendor
4. Fill contact information: phone, email, website
5. Add delivery and invoice addresses
6. Set default payment terms
7. Enter tax ID if available
8. Save information
Vendor Information
Information Tabs
| Tab | Content |
|---|---|
| Contacts & Addresses | Contact, delivery, invoice addresses |
| Sales & Purchase | Payment terms, purchase contact person |
| Accounting | Payable account, fiscal position |
| Internal Notes | Internal notes about vendor |
Set Purchase Prices from Vendor
On product form, Purchase tab contains purchase price information:
Steps
1. Open product to set price
2. Go to Purchase tab
3. In Vendor Pricelist section, click Add a line
4. Select Vendor
5. Enter Price (purchase unit price)
6. Enter Vendor Product Code
7. Enter Vendor Product Name
8. Enter Delivery Lead Time
9. Save information
Purchase Price Information
Vendor Pricelist Fields
| Field | Description |
|---|---|
| Vendor | Vendor |
| Price | Purchase unit price (per product unit) |
| Min. Quantity | Minimum quantity for this price |
| Vendor Product Code | Vendor product code |
| Vendor Product Name | Vendor product name |
| Delivery Lead Time | Delivery lead time (days) |
Payment Terms
Set default payment terms for vendor:
Steps
1. Open vendor information
2. Go to Sales & Purchase tab
3. Select Payment Terms (e.g., 30 Days, 60 Days)
4. These terms will automatically apply to new purchase orders
Purchase Warnings
Add warnings displayed when creating purchase orders with vendor:
Steps
1. Open vendor information
2. Go to Internal Notes tab
3. Enter warning content in "Warning on the Purchase Order" field
4. Warning will display when creating RFQ/PO with this vendor
Vendor Portal
Vendors can access portal to view and manage orders:
Key points
• View list of Requests for Quotation
• View list of Purchase Orders
• Open details of each order
• Download/Print order PDF
• Acknowledge receipt of order
• Propose delivery date changes
• Download EDI file for system integration
Grant Portal Access to Vendor
Steps
1. Open vendor information
2. Click "Grant Portal Access" button
3. Enter vendor email
4. System sends login invitation email
5. Vendor receives email and creates password
6. Vendor logs into portal to view orders
Vendor Confirms Order
When vendor opens order on portal:
Steps
1. Vendor logs into portal
2. View list of orders
3. Open details of order to confirm
4. Review order content
5. Click Acknowledge to confirm
6. System records order confirmed by vendor
Propose Delivery Date Change
Vendor can update proposed delivery date:
Steps
1. Open order on portal
2. View expected delivery date for each line
3. Enter new proposed delivery date
4. Save changes
5. Purchasing department receives notification of change
Track Vendor Performance
Use Purchase Analysis to evaluate vendors:
Key points
• Total purchase value by vendor
• Average days from order to receipt
• On-time delivery rate
• Number of late orders
• Number of unacknowledged orders
Categorize Vendors
Use Tags to categorize vendors:
Steps
1. Open vendor information
2. Add Tags (e.g., VIP, Local, International)
3. Use Tags to filter and search
4. Create reports by vendor group
Manage Multiple Addresses
Vendors can have multiple addresses:
Key points
• Contact: Main contact address
• Invoice: Billing address
• Delivery: Delivery address (if purchasing from vendor warehouse)
• Other: Other addresses
Integration with Accounting
Vendor information integrates with Accounting module:
Key points
• Default payable account
• Fiscal Position
• Payment terms
• Track payables with vendor
Best Practices
Steps
1. Update complete vendor contact information
2. Set purchase prices for frequently purchased products
3. Use Tags to categorize and manage vendors
4. Grant portal access to important vendors
5. Track delivery performance via Purchase Analysis
6. Add warnings for problematic vendors
7. Update payment terms when changes occur
8. Store contract documents in Attachments