Purchase Confirmation Backdate

by T.V.T Marine Automation (aka TVTMA) Viindoo

4.9

$ 40.89

v 19.0 0

Lines of Code	383
Technical name	to_purchase_backdate
License	OPL-1
Website	https://viindoo.com/apps/modules/19.0/to_purchase_backdate
Read description for	v 13.0 v 14.0 v 15.0 v 16.0 v 17.0 v 18.0
Required Apps	Invoicing (account) Purchase (purchase) Discuss (mail)
Included Dependencies	Backdate Operations
Extensions	Purchase Agreements Backdate

Odoo Community

Odoo Enterprise

Purchase orders dated on the day they were agreed

For purchasing teams that confirm orders after the fact

Confirm and approve purchase orders on a past date.

A purchase order confirmed and approved today, carrying the earlier Confirmation Date on which the approval was given

Odoo 19.0 · Odoo Community · Odoo Enterprise · OPL-1

Extends Backdate Operations, which switches the back-date modules on from Settings and supplies their shared date dialog.

What changes for your team

Orders confirmed late keep the day they were agreed

Today: an order agreed with the vendor by phone last week, or taken over from another system, is confirmed when someone gets to it and carries that day as its Confirmation Date.

→ Confirm Order asks for the date and time the order was agreed, and the purchase order carries it as its Confirmation Date. Purchase Analysis reports by that date, so the order counts in the period it was agreed.

A request for quotation with the Confirm Order with a Back Date dialog and a past Confirmation Date entered

Approvals carry the day the manager gave them

Today: with two-step approval, a manager who approved an order by email approves it in Odoo later, and the order is dated that later day.

→ The approval rule works as usual: an order above the minimum amount waits in To Approve. Approve Order then asks the manager for the date and time of the approval, and the order is confirmed on it.

An order waiting for approval with the Approve Order with a Back Date dialog and a past Confirmation Date entered

Only the people you choose are asked for a date

Today: Odoo dates every confirmation with the moment of the click, and the Confirmation Date is read-only.

→ The administrator gives Purchase Backdate, in the Supply Chain section of the user form, to the purchasers and managers who record orders after the fact. Nobody holds it by default; everyone else confirms and approves as usual, with no dialog.

The Purchase Backdate right set on a purchaser's user form, in the Supply Chain section

What is included

On its own, the module covers Confirm Order on requests for quotation, Approve Order on orders waiting for approval, and the Purchase Backdate right. The module below keeps the date when Purchase Agreements is in use; it installs by itself once both apps are in place.

Optional extensions

Purchase Agreements Backdate

When Odoo asks what to do with the alternative requests for quotation of an order, the order keeps the date chosen in the dialog.

Before you decide

Who is asked for the date?

The users you give Purchase Backdate on the user form; the right includes the standard Purchase user access. Nobody holds it by default, purchase administrators included. Everyone else confirms and approves at the current time.

Can an order that is already confirmed be re-dated?

No. The date is asked when the order is confirmed or approved; afterwards the Confirmation Date stays read-only, as in standard Odoo.

Does it change the delivery dates or the receipt?

No. Only the Confirmation Date takes the chosen date. The Order Deadline and the Expected Arrival keep the values Odoo computes, and the receipt takes its own date when it is validated; Inventory Backdate records a past date there.

Does it get around any of Odoo's controls?

No. A date in the future is refused, the approval rule still applies, a mandatory analytic distribution on the order lines is still checked, and an order your company locks on confirmation is still locked.

Which languages and time zones does it handle?

It ships in English and Vietnamese. Each person enters the date and time in their own time zone.

Try it, then ask us

The Documentation tab walks through granting the right, confirming an order and approving it on a past date.

Pre-sales & partnership

viindoo.com/contactus

Technical support

viindoo.com/ticket

Technical requirements

Odoo version: 19.0
Editions: Odoo Community, Odoo Enterprise
Required modules: Purchase, Backdate Operations
License: OPL-1
Languages: English, Vietnamese

Purchase Confirmation Backdate

Note

This guide is for purchasers, purchase managers and the administrator who sets them up.

Note

Extends Backdate Operations - see its documentation.

Overview

Odoo stamps a purchase order with the current date and time when it is confirmed or approved. That is wrong for an order that was actually agreed with the vendor in the past, for example an order taken over from another system or agreed last week.

With this module, a purchaser or purchase manager who holds the Purchase Backdate right chooses the date and time of the agreement. Confirm Order and Approve Order ask for it in a short dialog, and the order carries it as its Confirmation Date.

Role	What they do	Access right to assign
Administrator	Switches the module on and gives people the right to back-date.	Role: Administrator
Purchaser	Confirms a request for quotation on the date it was agreed with the vendor.	Purchase: User, and Purchase Backdate: Purchase Backdate Operations
Purchase manager	Approves an order that waits for approval on the date the approval was given.	Purchase: Administrator, and Purchase Backdate: Purchase Backdate Operations

Setup (for the Administrator)

Installation

Open Settings and scroll to the Backdate Operations section.
Tick Purchase Confirmation Backdate and click Save. The Purchase app is installed with it when it is not yet there.

You can also install it from Apps: search for Purchase Confirmation Backdate and click Install.

Give people the right

Open Settings > Users & Companies > Users and open the user.
In the Access Rights tab, find the Supply Chain section and set Purchase Backdate to Purchase Backdate Operations.
Click Save.

The Purchase Backdate right in the Supply Chain section of the user form

The right also gives the standard Purchase: User access, so a purchaser needs nothing else to work with requests for quotation. No one holds the right by default, purchase administrators included. Having the right means the dialog is offered to that person; people without it keep confirming at the current time, so the right is never a barrier for anyone else.

Approval by a manager

If your company asks managers to approve large orders (Settings > Purchase > Purchase Order Approval), give the purchase manager Purchase: Administrator in addition to the right. Orders above the minimum amount then wait in To Approve after the purchaser confirms them.

Purchaser: confirm an order on the date it was agreed

Confirm a request for quotation

Open Purchase > Orders > Requests for Quotation and open the request for quotation, in the state RFQ or RFQ Sent.
Click Confirm Order. The dialog Confirm Order with a Back Date opens.
Set Confirmation Date to the date and time the order was agreed with the vendor. Dates are entered in your own time zone.
Click Validate.

The Confirm Order with a Back Date dialog with the Confirmation Date field

The order becomes a purchase order and shows the date you chose as Confirmation Date.

A purchase order showing the chosen Confirmation Date

A date in the future is refused: Odoo shows a message and the dialog stays open, so you can correct the date without losing the order.

The message shown when the Confirmation Date is in the future

If an analytic plan requires a distribution on purchase order lines, the check of Confirm Order applies in the dialog too: add the distribution to the lines, then confirm again.

What takes the date

Only the Confirmation Date takes the date you chose. The Order Deadline and the Expected Arrival keep the values Odoo computes for the order, as for any other order.

An order that your company locks when it is confirmed stays locked and keeps the date from the dialog.

When Odoo asks a further question

Some apps ask a question right after the confirmation. With Purchase Agreements, for example, Odoo asks what to do with the alternative requests for quotation of the order. That question is shown after the dialog, and the date you chose is kept. The module Purchase Agreements Backdate takes care of this and installs itself when both apps are present.

Purchase manager: approve an order on the date it was approved

When the company asks for approval, a purchase order above the minimum amount is in the state To Approve after the purchaser confirms it. The order has no Confirmation Date until the approval.

Open Purchase > Orders > Requests for Quotation and open the order in To Approve.
Click Approve Order. The dialog Approve Order with a Back Date opens.
Set Confirmation Date to the date and time the approval was given and click Validate.

The Approve Order with a Back Date dialog

The order becomes a purchase order with the date of the approval as its Confirmation Date.

Users without the right

A user who does not hold the right sees no dialog. Confirm Order and Approve Order work as usual and the Confirmation Date is the current date and time.

Troubleshooting

I click Confirm Order and no dialog opens.: The user does not hold Purchase Backdate Operations. Ask the administrator to set Purchase Backdate on the user form (see Give people the right).
The message says the date cannot be in the future.: Choose the date and time the order was actually agreed, not later than now.
Confirming is refused because of the analytic distribution.: An analytic plan requires a distribution on the order lines. Add it to every line and confirm again.
The order stays in To Approve after the purchaser confirms it.: This is the company's approval rule. A purchase manager approves it with Approve Order.

FAQ

Can I back-date an order that is already confirmed?: No. The dialog is offered by Confirm Order and Approve Order. Choose the date when you confirm or approve.
Which time zone is used?: Yours. Enter the date and time as you read them on your own clock.
Does the dialog change the delivery dates?: No. The Expected Arrival and the Order Deadline keep the values Odoo computes.

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