Running an HVAC business with Odoo
How do I match a supplier bill to its purchase order in Odoo?
Create a supplier bill from the Odoo purchase-order list and compare its quantities, purchase links and unpaid balance.
Match a supplier bill to the order and receipt before posting. Alex's fictional invoice charges for six filters and one capacitor remaining after a return; Odoo copies the reviewed purchase lines, but the office still checks the supplier's document.
Alex Rivera and Demo Air HVAC are fictional training examples. Prices, dates, quantities and business situations in this guide are illustrative.
Before you begin
Tested in stock Odoo 20.0-20260926 Community as the demo owner administrator, with official modules and standard configuration. Complete partial receipt, supplier return and US invoicing. P00001 ordered ten filters and two capacitors; net Received is six filters and one capacitor after H38. The fictional invoice DEMO-H59-001 matches those net quantities at $7 and $12. Its 6% demo tax is illustrative.
Step-by-step workflow
Stock Odoo 20 Community, owner role. Create one native bill from P00001 after its linked return: six filters and one capacitor. Both existing parts use On received quantities. Compare the fictional supplier reference, date, rates and illustrative 6% tax for a $57.24 total. Save, post and reopen the same bill, then check Billed quantities and the unpaid balance. This media replay records no payment or repeated zero-value bill probe; the matching badge does not establish automatic approval or duplicate prevention.
Step 1. Review the order, receipts and existing bills
Open P00001 and compare ordered, Received and Billed quantities. Check the linked return as well as WH/IN/00001 and pending WH/IN/00002. Confirm the fictional supplier reference DEMO-H59-001 has not already been entered; do not assume the PO-matching badge detects duplicate supplier documents.
Step 2. Check the billing basis
Open each part's product form and review Purchase → Control Policy. Both tested H12 products use On received quantities. This explains the proposal of six filters and one capacitor instead of all ten and two ordered. Review the supplier invoice independently.
Step 3. Create the bill from the selected purchase-order row
Open Purchase → Orders → Purchase Orders. Select the checkbox for P00001 and choose the toolbar's Create Bills. The tested PO form itself offered Upload Bill, while Create Bills appeared after list selection. Open the resulting Draft Bill.
Step 4. Compare the draft with the supplier invoice
Check Vendor Demo Supply H10, Immediate Payment, purchase reference P00001, and lines six filters at $7 and one capacitor at $12. The tested total is $54 untaxed + $3.24 demo tax = $57.24. Enter Bill Reference DEMO-H59-001 and Bill Date October 14, 2026. Leave the date field, save the edits and recheck the draft before posting.
Step 5. Confirm and reopen the saved bill
Choose Confirm, wait until the bill shows Posted, and reopen BILL/2026/10/0001. Check the purchase link, copied quantities, totals, due date and Amount Due $57.24 at this checkpoint. Immediate Payment made its due date October 14. Record payment only after independent payment confirmation.
Check the result
BILL/2026/10/0001 is a posted $57.24 vendor bill with reference DEMO-H59-001, origin P00001 and native purchase-line links for six filters and one capacitor. It was initially unpaid with $57.24 residual. P00001's Billed quantities became six and one. A later payment changes the remaining balance.
If your screen differs
The 100% PO Matching badge did not establish a complete approval or duplicate-prevention system. After those received quantities were billed, repeating Create Bills created a zero-value draft with zero-quantity product lines; the UI warned about empty lines. The test draft DEMO-H59-ZERO-RETRY was canceled, not posted. Inspect existing bills and unbilled quantities before creating another. Different control policies, mismatch approvals and real tax handling were not tested.
Frequently asked questions
How do I create a supplier bill from an Odoo purchase order?
In this version, select the order's checkbox in Purchase → Orders → Purchase Orders and choose Create Bills. Review the resulting draft against the supplier invoice and actual receipts before Confirm.Why is Odoo billing ordered rather than received quantities?
Review the product's Purchase Control Policy. These tested parts used On received quantities and proposed the net received six filters and one capacitor. Other policies need their own review.Does Odoo automatically approve every matched supplier bill?
This procedure required a manual invoice, quantity, price, tax and duplicate check. A matching badge did not prevent a retry from creating a zero-value draft; it is not a complete approval guarantee.Continue building the business
Record a confirmed partial payment in How do I record a supplier payment in Odoo?.
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