Purchase Indent

Configuration

To assign permissions:

1. Navigate to Settings → Users & Companies → Groups
2. Locate either:
   • "Purchase Indent Manager" group
   • "Purchase Indent User" group
3. Assign users to appropriate groups

Purchase Indent Manager (Full Access)

• Actions:
  • Submit indents for approval
  • Approve/reject indents
  • Cancel indents
  • Generate purchase orders
  • Access all reporting

Purchase Indent User (Restricted Access)

• Actions:
  • Create new indents
  • Edit own draft indents
  • Submit own indents for approval
  • View status of own indents
• Restrictions:
  • Cannot approve/reject indents
  • Cannot delete indents after submission
  • Cannot generate purchase orders

Purpose

Creating and managing Purchase Indents in the Odoo system, which serve as internal requests for procurement of goods/services before generating formal Purchase Orders.

Roles & Responsibilities

• Requester: Initiates the indent request
• Technical Approver: Reviews and approves/rejects the indent
• Procurement Team: Converts approved indents to Purchase Orders

1. Purchase Indent Creation

1.1 Initiate New Indent

1. Navigate to: Purchase Indents → Create
2. System auto-generates a unique reference number
3. Fill in mandatory fields:
   • Project
   • Department
   • Request Date (defaults to current date)
   • Requester (auto-populated with current user)

1.2 Add Line Items

1. Click "Add a line" in the Items section
2. For each item:
   • Select Product (required)
   • Description auto-populates but can be modified
   • Enter Quantity (defaults to 1)
   • Unit of Measure auto-populates from product
   • Verify/select Vendor (required before submission)
   • Unit Price auto-populates from product cost but can be modified
   • Subtotal calculates automatically (Quantity × Unit Price)

1.3 Save Draft

• Click "Save" to store as draft
• Draft indents can be edited until submission

2. Indent Submission & Approval Workflow

2.1 Submit for Approval

1. Verify all line items are complete
2. Ensure all products have vendors assigned
3. Click "Submit" button
4. System validates:
   • At least one line item exists
   • All products have vendors
5. Status changes to "Waiting Approval"

2.2 Technical Approval

1. Technical approver reviews indent
2. Options:
   • Approve:
     • Click "Approve"
     • System records approver and timestamp
     • Status changes to "Approved"
   • Reject:
     • Click "Reject"
     • Enter rejection reason in pop-up wizard
     • Status changes to "Rejected"
     • Requester notified

2.3 Additional Statuses

• Cancelled: Can be set by authorized users to abort the process
• Draft: Editable state before submission

3. Purchase Order Generation

3.1 Create Purchase Orders

1. From approved indent, click "Create Purchase Orders"
2. System:
   • Groups items by vendor
   • Checks for existing draft RFQs for same vendor/project
   • Creates new RFQs or updates existing ones:
     • New RFQ: Creates complete purchase order
     • Existing RFQ: Adds new lines or updates quantities
   • Maintains origin tracking with indent reference
   • Links generated POs to the indent record

3.2 View Generated POs

• Approved indent shows count of linked POs
• Click PO count to view list of generated purchase orders

4. Special Cases & Validations

4.1 Vendor Requirements

• All products must have assigned vendors before:
  • Submitting for approval
  • Generating purchase orders
• System prevents submission/PO generation if vendors missing

4.2 Price Calculations

• Unit prices default to product standard cost
• Subtotals calculate automatically
• Prices can be manually overridden before submission

5. Reporting & Tracking

5.1 Audit Trail

• System tracks:
  • Creation date/user
  • Submission date
  • Approval/rejection details
  • PO generation history

5.2 Document Reference

• All generated POs include indent reference in their origin field