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Mastering Odoo Manual Delivery: Your Ultimate 7-Step Guide to Efficient Partial Shipments

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Mastering Odoo Manual Delivery: Your Ultimate 7-Step Guide to Efficient Partial Shipments

In the fast-paced world of business, managing your supply chain efficiently is paramount. One common challenge that often creates bottlenecks and inaccuracies is handling partial deliveries from suppliers. Imagine placing a large purchase order, only for the vendor to ship items in multiple batches over several days or even weeks. How do you accurately record these staggered receipts in your Enterprise Resource Planning (ERP) system without creating chaos or missing critical inventory updates? This is where the powerful functionality of Odoo Manual Delivery steps in, offering a robust solution to bring order to your inbound logistics.

At its core, Odoo Manual Delivery empowers businesses to take precise control over incoming shipments, allowing you to generate receipts only when goods physically arrive and in the quantities confirmed by your vendor. This isn’t just about recording data; it’s about optimizing your inventory accuracy, streamlining your warehouse operations, and fostering clearer communication both internally and with your suppliers. This guide will walk you through the process, demonstrating how this essential Odoo Community Association (OCA) module can revolutionize your procurement workflow with a clear, step-by-step tutorial.

Why Odoo Manual Delivery is Indispensable for Your Business

Standard Odoo behavior often generates a single receipt for a purchase order upon its confirmation. While this works for full, immediate deliveries, it falls short when dealing with the realities of modern global supply chains. Partial shipments are incredibly common, driven by factors like:

  • Large Order Volumes: Vendors often can’t ship thousands of units at once.
  • Production Schedules: Items might be manufactured in batches.
  • Logistical Constraints: Shipping large quantities can be costly or impractical.
  • Multiple Warehouses: Components might come from different locations.

Without a mechanism like Odoo Manual Delivery, you’re left with a few less-than-ideal options: validating a full receipt before all items arrive (leading to inaccurate stock counts), manually adjusting receipts (prone to errors), or creating multiple purchase orders (increasing administrative overhead). This OCA module, known specifically as “Purchase Manual Delivery,” fills this critical gap, offering a flexible and precise way to manage your incoming goods.

The benefits are clear:

  1. Enhanced Inventory Accuracy: Only receive what’s physically present, ensuring your stock levels are always correct.
  2. Streamlined Receiving Process: Your warehouse team can process smaller, actual shipments without confusion.
  3. Better Vendor Management: Align your internal records with vendor commitments and delivery schedules.
  4. Reduced Errors: Minimize manual adjustments and the potential for human error.
  5. Improved Cash Flow: More accurate inventory means better forecasting and reduced carrying costs.

Now, let’s dive into how to implement this powerful feature within your Odoo environment.

Prerequisites for Implementing Odoo Manual Delivery

Before we begin, ensure you have the necessary foundations in place:

  • Odoo Installation: A functional Odoo instance (compatible version for the module).
  • “Purchase Manual Delivery” Module: This crucial module, developed by the Odoo Community Association (OCA), must be installed. You can typically find download links for OCA modules on the Odoo Apps Store or the OCA GitHub repository. Search for “Purchase Manual Delivery” or “purchase_manual_delivery.” Its installation is straightforward and follows the standard Odoo module installation process.

Step-by-Step Tutorial: Managing Partial Shipments with Odoo Manual Delivery

This tutorial will guide you through the process, ensuring you can efficiently manage partial supplier shipments and incoming receipts with confidence.

Step 1: Configure Default Manual Delivery Setting (Optional but Recommended)

For businesses that frequently encounter partial shipments, enabling the Odoo Manual Delivery option by default for all new purchase orders can save considerable time.

  1. Navigate to Settings: In your Odoo dashboard, go to the main menu and select “Configuration” or “Settings.”
  2. Access Purchase Settings: Within the settings, locate and click on “Purchase.”
  3. Enable Manual Delivery: Scroll down or look for a section related to “Incoming Shipments” or “Vendor Deliveries.” You should find a checkbox labeled “Manual Delivery” or similar (e.g., “Enable Manual Receipt Generation”).
  4. Save Changes: Tick this checkbox to enable the setting by default for all future Purchase Orders, then save your changes.

Note: If you skip this step, you will need to manually enable Odoo Manual Delivery on each individual Purchase Order as shown in Step 2.

Step 2: Create a Purchase Order (RFQ) with Odoo Manual Delivery Enabled

The journey begins with creating your standard purchase order.

  1. Go to Purchase Application: From the Odoo main dashboard, click on the “Purchase” application icon.
  2. Create a New RFQ: Click the “Create” button to start a new Request for Quotation (RFQ).
  3. Add Vendor and Products:
    • Select your vendor.
    • Add the product(s) you wish to order, specifying their quantities and unit prices. For our example, let’s imagine you’re ordering 10 units of “Product A” and 5 units of “Product B.”
  4. Enable Manual Delivery (If Not Default): If you didn’t enable the default setting in Step 1, navigate to the “Other Info” tab on the Purchase Order form. Here, you will find the “Manual Delivery” checkbox. It is absolutely crucial that this checkbox is ticked for the Odoo Manual Delivery functionality to activate for this specific order.

By enabling this setting, you are explicitly telling Odoo: “I want to manually control the receipts for this purchase order, allowing for partial deliveries.”

Step 3: Confirm the Purchase Order – No Automatic Receipt Generation

Once your RFQ is complete and the Odoo Manual Delivery option is active, confirm the order.

  1. Confirm Order: Click the “Confirm Order” button.
  2. Observe Receipt Status: Unlike standard Odoo, you will notice that no automatic “Receipt” or “Picking” (stock movement) is generated or linked to the Purchase Order immediately. The status might remain “Purchase Order” and you won’t see a ‘Receipts’ smart button directly, or it will show “0 Receipts.” This is the intended behavior and a clear indication that the Odoo Manual Delivery module is working.

This separation of order confirmation from receipt generation is the core strength of this feature, granting you the flexibility to align with actual physical deliveries.

Step 4: Initiate the Incoming Shipment (Manual Receipt) Process

Now, as your vendor confirms the first partial shipment, you can initiate the receipt process.

  1. Return to the Purchase Order: Go back to the confirmed Purchase Order.
  2. Locate “Create Incoming Shipment”: You will now see a prominent “Create Incoming Shipment” button on the Purchase Order form.
  3. Click to Begin: Click this button to open the manual receipt creation wizard.

This action signals to Odoo that you are ready to record a portion of the ordered goods.

Step 5: Specify Received Quantities for the Partial Delivery

A new window will appear, presenting you with the details of your Purchase Order and allowing you to specify what has actually arrived in this particular shipment.

  1. Review Ordered Quantities: The wizard will display the “Ordered Quantity” for each product line.
  2. Enter “Received Quantity”: For each product, carefully enter the quantity that you have received in this specific partial delivery.
    • Example: If you ordered 10 units of “Product A” and 5 units of “Product B,” but the vendor only sent 5 units of “Product A” and 2 units of “Product B” in the first shipment:
      • For “Product A,” enter 5 in the “Received Quantity” field.
      • For “Product B,” enter 2 in the “Received Quantity” field.
      • For any items not included in this shipment, ensure their “Received Quantity” is set to 0.
  3. Optional: Add Schedule Date:** You might also have the option to set an “Expected Arrival” or “Scheduled Date” for this specific receipt, which can differ from the original PO’s scheduled date. This offers granular control over your logistics planning.

This step is critical for maintaining accurate stock records and reflects the real-world scenario of staggered deliveries.

Step 6: Generate and Validate the Picking

After specifying the quantities, the next step is to generate the actual stock picking (receipt) document and move the goods into your inventory.

  1. Click “Create Picking”: Once you’ve entered all the received quantities for this shipment, click the “Create Picking” button.
  2. View the New Receipt: Odoo will generate a new “Receipt” (or “Picking”) document. You can typically click on a link or smart button to open this newly created picking. This picking will only list the items and quantities you specified in the previous step.
  3. Validate the Receipt:
    • Review the details of the picking to ensure everything is correct.
    • Click the “Validate” button on the picking form.
    • Confirm the quantities if prompted (Odoo might ask you to confirm if quantities are less than ‘Done’ quantities if you’re doing further partials later). This action moves the received items into your designated inventory location.

Your inventory is now accurately updated with the first partial delivery.

Step 7: Handling Subsequent Partial Deliveries and Backorders

The power of Odoo Manual Delivery truly shines when managing multiple subsequent shipments for the same Purchase Order.

  1. Return to the Original Purchase Order: After the first receipt is validated, go back to the original Purchase Order.
  2. Create Another Incoming Shipment:** You will still see the “Create Incoming Shipment” button available, as long as there are outstanding quantities on the Purchase Order. Click it again.
  3. **Repeat Quantity Specification:** A new wizard will appear, displaying the remaining ordered quantities. Enter the quantities received in this next shipment.
    • Example: From our initial order of 10 “Product A” and 5 “Product B,” we received 5 “Product A” and 2 “Product B” in the first shipment. Now, assume the vendor sends the remaining 5 “Product A” and 3 “Product B.” You would enter 5 for “Product A” and 3 for “Product B” in this new wizard.
  4. Generate and Validate:** Click “Create Picking” and then “Validate” the new receipt, just as before.

Odoo Backorder Management:
If you receive less than the full outstanding quantity for any item in a subsequent shipment, Odoo will intelligently propose creating a “backorder.” This means it will keep the remaining unreceived quantity linked to the original Purchase Order, allowing you to create yet another incoming shipment later for those last items. This ensures no ordered items are forgotten and provides full traceability. The Odoo Manual Delivery process flawlessly integrates with Odoo’s core inventory management.

Step 8: Advanced Tip: Managing Schedule Dates for Individual Shipments

Beyond just quantities, Odoo Manual Delivery also allows for flexible scheduling. When creating an incoming shipment, you can often define a unique scheduled date for that specific delivery. This is particularly useful for long-lead-time items or when a vendor confirms different arrival dates for various parts of a large order. You can specify a new, realistic arrival date for each manual receipt, providing a clearer picture of your expected inventory flow.

Maximizing Efficiency with Odoo Manual Delivery

Implementing Odoo Manual Delivery goes beyond just following steps; it’s about adopting a more agile and accurate approach to your procurement. Consider these tips for maximizing its impact:

  • Regular Review:** Periodically review your open Purchase Orders to identify any outstanding quantities that still require manual receipts.
  • **Vendor Communication:** Maintain clear communication with your suppliers regarding their shipment schedules. The data you enter in Odoo should directly reflect these agreements.
  • Internal Training:** Ensure your purchasing and warehouse teams are fully trained on using the Odoo Manual Delivery process to avoid discrepancies.
  • Reporting:** Utilize Odoo’s reporting features to track partial deliveries, vendor performance, and average lead times, which can be invaluable for strategic decision-making.

By leveraging Odoo Manual Delivery, businesses can transform a potentially chaotic receiving process into a streamlined, precise operation. This module not only improves your inventory accuracy but also enhances overall operational visibility and control, proving itself to be an indispensable tool for any Odoo user dealing with complex supplier relationships and partial shipments.

Conclusion

The “Purchase Manual Delivery” module, and the entire concept of Odoo Manual Delivery, is a testament to the flexibility and power of the Odoo ecosystem, especially when augmented by the Odoo Community Association. It addresses a common and critical business need with an elegant, user-friendly solution. By adopting this module, you empower your business to flawlessly manage partial supplier shipments, ensure inventory precision, and gain unprecedented control over your inbound logistics.

Ready to take your Odoo procurement to the next level? Install the “Purchase Manual Delivery” module and follow this guide to start experiencing the benefits of granular control over your incoming inventory. If you have any questions or unique scenarios, feel free to reach out to the Odoo community or consult with an Odoo expert. The journey to a more efficient and accurate supply chain starts here!



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