Odoo 12 Purchase, Sales, and Accounting Scenario

On this occasion, I will share my experience about creating a Request for Quotation(RFQ), Send out the RFQ, and change the RFQ to Purchase Order(PO).

Here my video on youtube.

Before we started creating the RFQ and doing everything, we need to set up the Odoo 12 first because this is my first time using it after installing the Odoo 12.

The first thing first is to install the Purchase Module because that is exactly what we wanted to use. Go to the settings and set up “Your Company” on this scenario. The company name will be “PT Jura Tempest,” located at Jl. Fasilkom Raya №10.

Installed Purchase Module

After the company has been successfully created, we now need to create an employee account using di Purchasing Module. The employee account created only had access to the Purchasing Module, and we as admin need to set up the employee account’s password.

The next step is to create the products that we try to selling and buying. For this scenario, it will be Acoustic Bloc Screens and Office Chair. Both will be duplicated, and personally add my initial at the product name.

Right now, we will log out from the admin account and access the employee account that is the purchasing employee. We go to the Purchase Module, there, we will be greeted by the existing RFQ, but we will create a new one by clicking the “Create” Button on this scenario.

Upon arriving on the RFQ form, we need to fill out the vendor name. In this scenario, the vendor will be Azure Interior. After filling out the Vendor Name, we can add the product we wanted to buy from the company by clicking” Add a line” and type out the product. As of this scenario, I just need to type my initial to choose the product. Based on the scenario, we need to fill in the prices, scheduled date, and quantity as instructed.

The RFQ form

Upon finishing filling up the form, we can send an email to the Azure Interior. The email is attached to the RFQ that we just created. As we sent out the RFQ, on the right corner status will be changed to RFQ Sent. By assuming the Azure Interior agrees with the RFQ, we, as a purchasing employee, can create a Purchase Order(PO) based on the RFQ before. After agreeing, we need to send out the Purchase Order to the Azure Company again to verify that we will buy the product from them. After sending out the PO to the vendor, the scenario is over.

The actual Purchase Order created based on the scenario

Now we move on to the next module that is the Sales Module. The setup is still the same. We need to create an employee account that will handle the Sales Module.

Here my video on youtube.

Upon logging in as the Sales Employee, we came to the sales module, and there we can create a new quotation that we will sent out to one of our client based on the scenario that is PT Komputasi Integrasi Teknologi Akal (PT KITA) surprisingly they are located right next to us at JL. Fasilkom Raya №11.

First thing first, we need to click the “Create” button. After that, we will see the Quotation form. We add the company that we wanted to send it to as of the scenario, and the company will be PT KITA. After filling the vendor form, we add the product that we will offer and the product’s price. After that, we can send out the Quotation to PT KITA.

By the assumption that PT KITA agrees with the product and prices, we can create the Sales Order by confirming the order. After confirming before we move to the third scenario, we need to make the invoice from the Sales Order so the Accounting&Finance Employee can receive the money and put it in the database.

Actual Sales Order created and turned into Invoice based on the scenario

Now we arrive at the final scenario that is operating the Accounting Module. For this, we need an employee account that will access the Accounting Module.

Here my video on youtube.

Upon logging in as the accounting employee and access the accounting module, we will be greeted by this home page.

sorry for the bad quality

Upon arriving here, there is one bill to validate and one invoice to validate. We will proceed with the bills first as the Purchase Order needs to be paid.

Here is the form from the Validation process. We can use the auto-complete feature to collect all the data from the Purchase Order. After that, we need to click validate, and then we can register the payment at our journal book.

After that, the general ledger’s balance will be changed that indicates we already pay the vendor bills.

The actual bill that created and needs to be paid

Moving to invoice to validate, now this invoice came from the Sales Order between PT Jura Tempest and PT KITA, which here we will validate the payment that we received from PT KITA and then updating the ledger.

Here below are the real invoice that we created from the scenario before.

Now we can see the final balance on the general ledger is being updated.

Final Bank Statement on the general ledger

And here we are at the end of my journey, recreating the scenario based on my own experience. I hope this article helps anyone reading this, and thank you for reading this. See ya on another episode of me and Odoo 12!!

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Aditya Nanda Tri Prakoso
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