Sometimes when we buy products, not only do we have to pay for the products themselves, we also have to pay to get it delivered. Some vendors deliver the product themselves and will include the freight in the price of the product or as a surcharge. Other vendors will not deliver, thus we have to pay someone else to haul our freight. Processing freight invoices is somewhat similar to processing an inventory invoice.

Tip! You can also simply download the attachment outright without opening it by selecting the down arrow symbol on the file image.

Download the invoice, open it, and rename it according our naming scheme.

Pay attention to the source and destination location. You may need this to put the invoice in the right location in Odoo; this also helps to know which manager to contact if more information is needed.

Freight invoices should come with some kind of signed receiving document to show proof of delivery. In this case, the document is a bill of lading, BOL. If there aren't any, please ask the vendor to provide them. Pay attention to the information on the documents as well.

Next, open a new Odoo tab to enter the freight invoice into the system.

Click "Purchases" in the black modular menu at the top.

Click "Purchase Orders" under Purchase in the left-side menu.

If a PO number is given on your freight invoice or on the receiving documents, Search Reference for the PO number. If the search returns a valid PO, open it and move on to Step 16.

If the searching for the PO returns nothing, or if no PO is given, try searching by vendor. 

Tip! Other information that can be used in place of PO is SO, the sales order number, or RFQ, the reference number. SO's can be found by navigating to Sales then Sales: Orders in the left-side menu. This can easily get you to the right PO, or there might not yet be a PO set for the sale. In which case, you'll need to contact the location manager for an update. If you are still uncertain, ask our team for help!

Click "Search Vendor for: [Vendor Name]." Do not use the freight vendor's name here. Instead, use the name of the vendor we are buying products from. Look at the source location on the freight invoice or receiving documents, and use the name of the vendor there. 

Click on a PO on or around the date of the freight invoice

Download and open the attachments on the PO. Check to see that they match the documents on the freight invoice.

1
Shipment
Attachments
1
Supplier Invoice
1
Freight Cost
Purchase Order
SL-PO130633
Vendor	Castle Valley Stone P
	
	
Vendor Reference	
Pricelist	Castle Valley Good (USD)
	
Purchase Agreement	
	
Is Shipped	Order Date	10/06/2022
Sale Order	
	
	
Company	American Stone Sales, Inc.
Destination Warehouse	Salt Lake - American Stone
Products
Deliveries & Invoices
	Product	Description	Scheduled Date	Quantity	Received Qty	Billed Qty	Product Unit of Measure	Unit Price	Taxes	Subtotal	
	[SSSR1020] Sunrise 2" Minus Patio	[SSSR1020] Sunrise 1 1/4 - 2" Patio	10/06/2022 06:00 PM	16.00	16.67	16.67	TON[Weight]	210.00		$ 3,360.00	
	[SSSR1130] Sunrise 4” Minus Select	[SSSR1130] 2" - 3" Supers	10/06/2022 06:00 PM	16.00	16.01	16.01	TON[Weight]	265.00		$ 4,240.00	
 
 
											
Untaxed Amount	$ 7,600.00
Taxes	$ 0.00

Total
	$ 7,600.00

If the documents do not match or are incorrect, try looking at another PO. If you still cannot find a match, ask the GM for the location the products were delivered to if they could help find the correct PO, or if they could provide the appropriate documents.

Now you will enter the freight cost in odoo. Click "Freight Cost."

AP Email Part 4: Freight Invoices (Non-Dropship)