Product and reorder-rule configuration in Odoo

The foundation the AI Agent monitors before any automation can run.

Product and reorder-rule configuration in Odoo - the foundation the AI Agent monitors before any automation can run.

Product setup

The first phase involves creating and configuring the products that will be part of the automated procurement process.

Create the First Product

1. Navigate to the Purchase Module : Open Odoo and click on the Purchase module from the main menu (http://localhost:8099/odoo/purchase-products).



2. Create a New Product : Click the New button in the top-left corner to open a blank product form.



3. Enter Product Name : Enter the product name.



4. Configure General Information tab
   • Set Product Type to Goods
   • Verify Track Inventory is checked (enabled)
   • Note the current Quantity On Hand (e.g., 50.00 units)
   • Set Sales Price to $150.00
   • Set Cost to $100.00
   • Set Sales Taxes to 15%
   • Set Purchase Taxes to 15%
5. Configure Purchase tab
   • Click the Purchase tab
   • Under the Vendor section, click Add a line
   • Select Vendor 12 as the supplier
   • Set Unit Price to $100.00
   • Set Lead Time to 1 day
   • Set Vendor Bills Control Policy to On received quantities



6. Save the Product : Click the Save button (or use the cloud icon). The product is now created and visible in the system.

Create the Second Product

The product is created by duplicating the product and then modifying the details.

7. Duplicate the product : While on the product page, click the gear icon next to the product name in the breadcrumb and select Duplicate from the dropdown menu.
8. Rename the product : Change the product name from (copy) to the new name.
9. Update Sales Price : Change the Sales Price to $100.00 (reduced from $150.00).
10. Clear Cost : The Cost field may reset to $0.00 - this will be updated later via vendor negotiation.
11. Configure Purchase tab : No vendor is linked yet - this will be managed through the RFQ process. Set Vendor Bills Control Policy to On received quantities.
12. Save the product : Click Save to store the product.

Reorder rules

Reorder Rules define the minimum and maximum stock thresholds that trigger automatic purchase orders. The AI Agent monitors these rules and takes action when stock falls below the minimum.

Set up Reorder Rule

13. Open the product page : Navigate to Purchase > Products and open the product.
14. Access Reordering Rules : Click the Reordering Rules button at the top of the product page. This opens the Reordering Rules view filtered to the product.



15. Configure the Reorder Rule
    • In the Trigger column, select Auto (the system monitors inventory automatically).
    • Set Min Qty to 100.00 - when stock falls below this level, a purchase order is triggered.
    • Set Max Qty to 200.00 - the system will order enough stock to reach this level.
    • The To Order quantity is automatically calculated as 150.00 units (to bring stock from current 50 units to 200 units).



16. Save the Reorder Rule : Click Save. The Order button appears on the right side of the reorder rule row, confirming the rule is active and ready.

📌 Note: The reorder rule for the second product should already be configured from the previous setup. Verify that it also has an Auto reorder rule in place with appropriate Min/Max quantities.

Verify the Reorder Rules

To verify the rules are set correctly, navigate to Orders > Purchase Orders from the top menu. Alternatively, use the Reordering Rules view to see all active rules for both products side by side.

Import Guide

N/A - Not applicable to this workflow. The Procurement Automation runs natively inside Odoo - there is no external data-import step; all records (products, vendors, RFQs) are created directly in Odoo or generated by the AI Agent.

Export Guide

N/A - Not applicable to this workflow. No manual data export is required - Purchase Orders and reports are generated and emailed automatically as PDF attachments by the AI Agent (see Dashboard > Feature Panel).

Dashboard

The AI Agent dashboard is the control surface for the automation once the FastAPI server is running (see Screenshots > Installation to sign in).

Main View

Once the AI Agent is running and detects that stock levels are below the defined minimum thresholds, it automatically creates a Request for Quotation (RFQ) and sends an approval request to the Procurement Manager. To trigger a check manually, go to Scheduled Actions, search for “Procurement: run scheduler,” and click Run Manually.

Automatic RFQ Creation

The AI Agent performs the following actions automatically - no manual intervention is required at this stage :

• Scans inventory levels for all products with active reorder rules.
• Identifies products where On Hand quantity is below the Min Qty threshold.
• Creates a new RFQ (e.g., P00160) in Odoo under Purchase > Requests for Quotation.
• Populates the RFQ with the vendor, order deadline, expected arrival date, and deliver-to location.
• Adds all qualifying products to the RFQ with their respective unit prices.
• Logs the creation in the Odoo chatter: “Purchase Order created.”

Approval Email Notification

Simultaneously with RFQ creation, the AI Agent sends an automated approval request email to the Procurement Manager's Gmail inbox :

• Subject : Urgent Approval Needed : New RFQ [P00160] for Vendor 12
• Body : Lists the RFQ reference, all products and quantities and requests the manager to approve or reject.
• Attachment : A PDF copy of the RFQ is attached for review

The email contains two action buttons : Approve and Reject

📌 Note : The approval email is sent to the administrator's Gmail inbox. The manager must log in to Gmail to review and act on the approval request.

Manager Reviews and Approves the RFQ

1. Open Gmail : Log in to the Procurement Manager's Gmail account.
2. Locate the approval email : Find the email with subject Urgent Approval Needed : New RFQ P00160 for Vendor 12 in the Primary inbox.
3. Review the RFQ details : Open the email and review the product list and quantities.



4. Click Approve or Reject :
   • Click Approve to authorize the RFQ. This triggers the AI Agent to send the RFQ to the vendor.
   • Click Reject to cancel the RFQ. No further action is taken.



5. Confirmation in Odoo : Once approved, the Odoo chatter updates with “RFQ Proposal Approved.” The RFQ status changes to RFQ Sent.

Server Instance

N/A - Not applicable to this workflow. The automation runs as a single local FastAPI instance (uvicorn main:app) alongside one Odoo server - there is no multi-instance or server-switching configuration to document.

Feature Panel

After manager approval, the AI Agent sends the RFQ to the vendor and manages price negotiation entirely by email.

RFQ Sent to Vendor

The following happens automatically upon manager approval :

• The RFQ status in Odoo changes from RFQ to RFQ Sent.
• An email is sent to the vendor's inbox with the subject : My Company Order (Ref P00160).
• The email contains a formal RFQ PDF attachment, a request for quotation details, and contact information.
• The Odoo chatter logs: “RFQ → RFQ Sent (Status).”

Vendor Responds with Quoted Prices

1. Open the vendor's Gmail inbox : Log in to the vendor's Gmail account.
2. Open the RFQ email : Find My Company Order (Ref P00160) from Administrator.
3. Reply with quoted prices : The vendor types their price offer in the reply email, e.g. “We can go with this price.”
4. The AI Agent detects the vendor response : The agent reads the email reply and extracts the agreed prices.
5. Prices are updated in Odoo automatically
   • Unit prices are updated to the negotiated values (e.g., $40.00 → $50.00).
   • The Odoo chatter logs the price changes, e.g. “$22,500.00 → $18,000.00 (Untaxed Amount).”

The Purchase Order can be downloaded for reference at this stage. If a price needs correction, update the unit price value back to the agreed default and reply through the vendor's email with the updated quotation.

📌 Note : Price negotiation may go through multiple rounds. The AI Agent continuously monitors the email thread and updates Odoo pricing accordingly after each exchange.

Finalized RFQ Sent for Final Approval

Once pricing is agreed upon, the AI Agent sends a second approval email to the Procurement Manager :

• Subject : The Finalized RFQ - P00160 has been sent to you for review
• The email confirms the final pricing for each product and requests final confirmation.
• The chatter logs : “Finalized RFQ Approval request sent”

Purchase Order & Fulfillment

After final approval, the AI Agent converts the RFQ into a confirmed Purchase Order and manages receipt of goods through to inventory update.

Purchase Order Confirmation

1. Manager receives the finalized RFQ email : The Procurement Manager opens Gmail and finds the finalized RFQ email.
2. Clicks Approve : Clicking Approve in the email triggers the AI Agent to confirm the purchase order in Odoo.







3. Odoo Status Update
   • RFQ status changes from RFQ Sent → Purchase Order.
   • The PO now shows the Receive button and Bill Matching option.
   • The chatter logs : “Purchase Order Confirmed - The Purchase Order was confirmed via email approval.”
   • An automated PO confirmation email is sent to the vendor.

Vendor Receives Purchase Order Confirmation

The vendor's Gmail inbox receives the Purchase Order Confirmation email, with subject “Purchase Order Confirmed - P00160,” a PDF attachment, and quick-reply buttons (Order received with thanks / Well received with thanks / I accept this order).

Goods Receipt

Once the vendor ships the goods, an incoming shipment transfer (Warehouse Receipt) is created automatically in Odoo, linked to the confirmed Purchase Order.

Incoming Transfer Created

When the Purchase Order is confirmed, Odoo automatically creates an incoming warehouse transfer

• Transfer number : WH/IN/00077
• Receive from : The confirmed vendor
• Operation Type : My Company : Receipts
• Source Document : The confirmed Purchase Order
• Status : Ready (Draft → Ready).

The Odoo chatter logs : “This transfer has been created from: P00160.”

Validate the Goods Receipt

1. Navigate to the incoming transfer : Go to Purchase > PO > Receipt, or navigate directly to Inventory > Receipts.
2. Open the transfer record : Click on the transfer record to open it.
3. Verify quantities received : Confirm the received quantities match the demanded quantities for each product.
4. Click Validate : Click the green Validate button to confirm receipt of goods. This updates inventory on-hand levels for the products.

📌 Note : After validation, the inventory levels are updated in Odoo. The AI Agent will continue monitoring these levels against the reorder rules for the next procurement cycle.

Delivery Reminders

The AI Agent continuously monitors scheduled deliveries and sends reminder emails to ensure timely goods receipt. Two types of reminders are sent automatically based on the scheduled delivery date.

Initial Purchase Stock Reminder

Triggered when the scheduled delivery date is today and falls within the configured time window (e.g. 7:00 AM - 9:00 PM). The agent scans all pickings scheduled for today and sends an Assigned Pickings Report email with a PDF attachment to the Inventory Manager.

Final Purchase Stock Reminder

Triggered when the delivery date has passed and the stock has still not been received. The agent scans for overdue pickings and sends a Missing Deliveries Report email to both the Inventory Manager and Procurement Manager.

📌 Note : Reminder emails are controlled by time windows configured in the AI Agent's settings. Adjust the time window in main.py under the reminder schedule configuration if your business hours differ.

Reminder Email Content

• To : Inventory Manager / Procurement Manager
• Subject : Assigned Pickings Report (Initial) or Missing Deliveries Report (Final)
• Body : Lists all pickings scheduled for today with their current status
• Attachment : PDF report (Assigned Pickings Report.pdf or Missing Deliveries Report.pdf)
• Sender : Inventory Automation System

Voice Call Triggering

Part 1 - Where to add credentials

Go to Odoo → Settings → Inventory Automation and fill in the following fields :

⚠️ Important : Click Save after entering all values

Part 2 - Prerequisites before each use

Every time the server restarts, make sure these are running :

1. Start Odoo :
   cd ~/workspace/odoo19e
python3 ./odoo-bin -c .odoorc -d v19e_odoo_brains_feb10_1530
2. Start ngrok (in a separate terminal) :
   ngrok http 5000
3. Verify ngrok is running :
   curl http://localhost:4040/api/tunnels
   You should see a public_url starting with https://
4. Verify Linux crontab is set (one time setup only) :
   crontab -l
   You should see the voice call trigger line. If not, see Part 4.

Part 3 - How Voice Call triggering works (Step by Step)

Step 1 - Linux Crontab runs every minute

The Linux crontab runs this command every minute automatically :

python3 ./odoo-bin shell ... < scripts/trigger_voice.py

The trigger_voice.py script contains just two lines :

env['stock.picking']._auto_trigger_voice_calls()
env.cr.commit()

Step 2 - _auto_trigger_voice_calls() checks IST time window

The method reads current IST time and compares it to your configured :

• Auto Call Hour (e.g. 9)
• Auto Call Minute (e.g. 30)

First call window : 9:30 AM - 9:59 AM IST
Retry window : 10:00 AM - 10:29 AM IST (30 minutes after first call)

Outside these windows → method exits immediately, nothing happens.

Step 3 - Search for eligible pickings

Inside the time window, it searches for stock.picking records where :

• picking_type_code = incoming (receipts only)
• state not in done, cancel
• scheduled_date <= now + 14 hours
• partner_id is set (vendor must be assigned)
• conversation_state != COMPLETE (not already called today)
• twilio_last_call_time is not today (skip if already called today)

Step 4 - _launch_voice_call() launches the Flask app

For each eligible picking:

• Auto-detects ngrok URL from localhost:4040/api/tunnels
• Kills any existing Flask process on port 5000
• Launches voice_app.py as a subprocess with all picking details: --vendor, --po-number, --delivery-date, --quantity, --odoo-url http://localhost:8099, --odoo-db, --odoo-password, --odoo-picking-id, --ngrok-url, --account-sid, --auth-token, --from-number, --to-number

Step 5 - voice_app.py authenticates to Odoo

voice_app.py starts Flask server on port 5000 and authenticates to Odoo via POST to :

http://localhost:8099/web/session/authenticate

If authentication fails → logs are not saved, scheduled date not updated. Common cause : wrong Odoo port or wrong admin password in Settings.

Step 6 - Twilio places the call

voice_app.py calls Twilio API to place an outbound call to the vendor. The call webhook URL is set to :

https://<ngrok-url>/multi-step?id=<order_id>

When the vendor answers, Twilio sends POST to this URL.

Step 7 - Multi-step conversation via Flask /multi-step

The conversation flows through these states :

• START → Greet vendor, ask if order is dispatched
• ASK_DISPATCH → Validate yes/no response
• ASK_DATE → Ask for expected delivery date
• ASK_TRACKING → Ask for tracking/shipment number
• COMPLETE → Summarize and hang up

Each state uses Polly.Aditi voice (or your configured voice). Up to 3 retries per question if vendor response is not understood.

Step 8 - Data written back to Odoo in real time

After vendor confirms delivery date : scheduled_date updated on stock.picking via JSON-RPC.

After each spoken exchange : twilio.conversation.log record created with speaker + message.

After each state change : conversation_state updated on stock.picking.

All visible in Odoo receipt under Voice Call Logs tab.

Part 4 - Linux Crontab Setup (One Time Only)

1. Open crontab editor
   crontab -e
   Select 1 (nano) when prompted.
2. Add this line at the bottom :
   * * * * * cd /home/pragmatic/workspace/odoo19e && python3 ./odoo-bin shell -c .odoorc -d v19e_odoo_brains_feb10_1530 --no-http > /tmp/voice_cron.log 2>&1
3. Save and exit : Press CTRL+X → Y → Enter
4. Verify :
   crontab -l
5. Watch it run :
   watch -n 10 "tail -5 /tmp/voice_cron.log"

Part 5 - How to change the daily call time

Go to Odoo → Settings → Inventory Automation and update :

• Auto Call Hour (24h) - set to desired IST hour
• Auto Call Minute - set to desired IST minute

Example : For 9:30 AM IST daily calls → Hour = 9, Minute = 30
Example : For 10:00 AM IST daily calls → Hour = 10, Minute = 0

No restart needed - crontab picks up the new time on its next run.

Workflow

The table below summarizes all key steps in the procurement automation workflow from start to finish.