How to Set Up Vendor Pricelists and Manage Purchase Orders in Odoo18

Introduction : 

Efficient vendor management is vital for maintaining strong supplier relationships and achieving cost-effective procurement. In Odoo 18, vendor price lists and purchase order management help streamline purchasing operations, ensuring accurate pricing, timely deliveries, and transparent workflows. This guide walks you through setting up vendor price lists, linking vendors to products, and managing Requests for Quotation (RFQs) and Purchase Orders (POs) seamlessly within Odoo 18.

Purpose

The purpose of this document is to provide a clear, step-by-step process for configuring vendor pricelists and managing purchase orders in Odoo 18.
It aims to help users:

  • Configure vendor-specific pricing and quantity-based discounts.

  • Link vendors directly to products for automatic RFQ suggestions.

  • Create, send, and confirm RFQs that convert into Purchase Orders.

  • Ensure accuracy and efficiency in the overall procurement process.

Step 1:  Set up Vendor Pricelists (essential for negotiated price / tiered pricing)

  • Purchase → Configuration → Vendor Pricelists → Create
    Actions:

  • Click New > create new vendor price list 

  • Select Vendor and Product.

  • Define price rules (fixed price, discount, quantity breaks).

  • Add validity dates and lead times if required.

Step 2: Link vendors to products (the Purchasing tab on Product form)

      Products → Open a Product → Purchasing tab 

  • Add one or more Vendors with Vendor Product Name/Code, Min. Quantity, Delivery Lead Time and Vendor Price.

  • The listed vendor will be suggested automatically when creating a Purchase RFQ for that product.

Step 3:Create RFQ → Convert to Purchase Order (PO)

    1. Path: Purchase → Requests for Quotation → Create

    2. Fill in vendor, products, quantities, delivery address, and scheduled date.

    3. Send RFQ to vendor (email) directly from Odoo.

    4. When the vendor confirms, click Confirm → RFQ becomes a Purchase Order.

    5. By following this guide, users can ensure:

  • Accurate vendor data management.

  • Transparent purchase tracking and approvals.

  • Improved supplier performance monitoring.

  • Better control over procurement costs and timelines

Conclusion

Setting up vendor price lists and managing purchase orders in Odoo 18 allows businesses to optimize their procurement workflow and reduce manual effort. By following the outlined steps, users can maintain accurate vendor data, streamline price negotiations, and automate purchase processes. Ultimately, this leads to better cost control, improved supplier collaboration, and more efficient purchasing operations.


in Odoo
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