Procuros <> Odoo integration : User documentation

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Procuros <> Odoo integration : User documentation

Product description can be found in the page above.

The following documentation will provide you with the information you need to use the much. ChannelEngine - Odoo 17 integration. The objective is to get you familiarised with the integration by providing relevant information as to the main business processes it covers, and how you can configure it to best suits your needs.

Some of Odoo's standard features may be included in this documentation. For Odoo’s standard functionalities and instructions, we recommend you check out Odoo’s official tutorials. The same applies to the Procuros Platform itself, where we recommend you to check out the official website of Procuros and its Learning Center

Quick Start Guide

Installation pre-requisites

For the Procuros <> Odoo integration to function, please make sure that you have the following Odoo standard modules installed :

Sales
Invoicing
Accounting
Inventory

Install the Procuros <> Odoo integration

1. Install much. Integration Hub and Order base integration modules from the Apps.

In Integration Hub > Settings, make sure you have the following settings enabled :

iHub Logs
iHub Mappers

much. Integration Hub is the base for all much. integrations. Make sure to check out the complete Integration Hub documentation here.

2. Install much. Procuros integration module.

Go to Odoo > Apps and search for Procuros.
Select all related modules and click Activate.
Go to Integration Hub > Integrations and click New.
Add an integration name.
In the Integration Type field, select Procuros.
In the Company field, select the Odoo company that this integration will be applied to.

If you have multi company enable in Odoo, and you need to use the integration for mutiple companies, you need to create a new integration for each.

Click Save

Enable the Procuros <> Odoo integration

1. Retrieve your Procuros API credentials

Retrieve your Procuros Global Location Number
Retrieve your Procuros URL

Retrieve your Procuros API token

If you don't yet have an API token, you can request one at support@procuros.io.

2. Enable the integration in Odoo

Go back to Odoo.
Go to Integration Hub > Integrations > Procuros > Integration Settings.
In the Procuros Account Name field, enter your GLN.
In the Url field, paste your Procuros Url - ex : https://portal.procuros-staging.io/
In the API key field, paste your Procuros API key.
Save.
Back to Integration Hub > Integrations > Procuros, click Enable Integration.

Setup your Procuros Suppliers

If you are using Procuros as a customer to communicate with your suppliers (purchase-to-pay), you need to setup your suppliers contacts in Procuros and Odoo.

Setup in Procuros

To enable the correct transactions to flow between Odoo and Procuros :

Login to your Procuros interface.
Navigate to My Connections

For each of your trade partner, make sure the following document types are enabled:
- Orders (Direction : You send)
- Shipping notices (Direction : You receive)
- Invoices (Direction : You receive)
- Credit notes (Direction : You receive)

Setup in Odoo

To setup your supplier contacts in Odoo :

In the Odoo Contact app, open your supplier contact form.

Under the Sales&Purchase tab, fill out the following information (* are mandatory fields)
- Procuros Connector* : Procuros integration name
- Require Order Response : if checked, will automatically confirm sent purchase orders.
- Reference* : enter your supplier GLN.

Setup your Procuros Customers

If you are using Procuros as a supplier to communicate with your customers (order-to-cash), you need to setup your customers in Procuros and Odoo.

Setup in Procuros

To enable the correct transactions to flow between Odoo and Procuros :

Login to your Procuros interface.
Navigate to My Connections

For each of your trade partner, make sure the following document types are enabled:
- Orders (Direction : Receive)
- Shipping notices (Direction : Send)
- Invoices (Direction : Send)
- Credit notes (Direction : Send)

Setup in Odoo

To setup your customers contacts in Odoo :

In the Odoo Contact app, open your customer contact form.

Under the Sales&Purchase tab, configure the following (* are mandatory fields)
- Send Invoice & Credit Notes : automatically sends invoices and credit notes to your customers
- Send Credit Note Reason : display credit note reason on credit note import
- Send Shipping Notice : automatically sends shipping notice to your customers
- Reference* : enter your customer's GLN.

Setup your Procuros Products

For product to be matched when receiving transaction through Procuros, the products you are buying or selling must have :

the same barcode in Odoo as your trade partner.
the product Unit of Measure must be matched to the one used by your trade partner.

Product Barcode

To setup your product barcode :

Go to Inventory > Product and open the product you are purchasing or selling.
In the barcode field, enter the barcode shared with your trade partner :

In Odoo

In Procuros

Product Units of Measure

To setup your product UoM :

In Odoo, go to Sales > Configuration > Units of Measure

Open your product UoM example : the product UoM I am configuring is Units

In the Procuros Unit Type field, enter the UoM used by your trade partner. example : my trade partner is using EA as a UoM
Click Save.

You are now ready to exchange transactions around the configured products, with your configured trade partners (customers or suppliers)!

Procuros <> Odoo Workflows

In this section, you will learn how to use the integration in your daily workflows.

Interact with Suppliers : Purchase-to-Pay

The Purchase-To-Pay process refers to the cycle where a Business procures its supplies by :

Sending RFQs or Purchase Orders to Suppliers
Receives Shipping Notice from Suppliers for the related Purchase Order
Receives Invoices from Suppliers to pay as Vendor Bills
Receives Credit Notes to be reimbursed as Vendor credit notes.

The Procuros <> Odoo integration covers all these processes, which will be described in the following sub-sections.

Sending Purchase Orders to Procuros

As a first step to the Purchase-to-Pay process, a customer creates a Request for Quotation for a supplier including one or multiple products he wants to purchase.

To send a Request for Quotation to Procuros :

Go to the Purchase App and click New.

In the Vendor field, enter your Procuros supplier.
In the order lines, enter the product you want to order from your Procuros supplier.

If the products or supplier are not configured for Procuros as stated in the Quick Start part of the documentation, the export will return an error.

Click Send Order to Procuros.

You can find a log of the successful export of the transaction in Integration Hub > Procuros > Logs.

To learn more about managing logs, make sure to check out the complete Logs documentation here.

Once successfully exported to Procuros :

The RFQ will automatically get confirmed as a Purchase Order in Odoo.
A new transaction of type Order with status In Progress is created in Procuros
Under the Procuros Data tab of the PO, you can find the transaction ID with status TRANSMITTED

NOTE : The integration will automatically export RFQs to Procuros on a daily basis, without you having to manually click the Send Order to Procuros button.

To modify this scheduled action, you can go to Integration Hub > Procuros and click the Scheduled Actions smart button at the top of the page.

To learn more about scheduled actions configuration, make sure to check out the complete Scheduled Actions documentation here.

Receiving Shipping Notice from Procuros

Once your supplier ships your order, the Shipping Notice will be imported from Procuros.

The integration will automatically import Shipping notice from Procuros on a daily basis.

To modify this scheduled action, you can go to Integration Hub > Procuros and click the Scheduled Actions smart button at the top of the page.

To learn more about scheduled actions configuration, make sure to check out the complete Scheduled Actions documentation here.

After successful import :

a new Receipt will be available in the Inventory App, associated with the Purchase Order it belongs to.
Under the Procuros Data tab of the Receipt, you can find the transaction ID with status TRANSMITTED
The related Shipping Notice transaction in Procuros will go from In Progress to Delivered.

Receiving Vendor Bills from Procuros

Once your supplier sends the invoice related to your Purchase Order, it will be imported from Procuros as a Vendor Bill.

The integration will automatically import Vendor Bills from Procuros on a daily basis.

To modify this scheduled action, you can go to Integration Hub > Procuros and click the Scheduled Actions smart button at the top of the page.

To learn more about scheduled actions configuration, make sure to check out the complete Scheduled Actions documentation here.

After successful import :

a new Vendor Bill will be available in the Inventory App, associated with the Purchase Order it belongs to.
Under the Procuros Data tab of the Vendor Bill, you can find the transaction ID with status TRANSMITTED
The related Invoice transaction in Procuros will go from In Progress to Delivered.

Receiving Vendor Credit Notes from Procuros

If you decide to return an order to your supplier, he needs to send you the related Credit Note after reception of the return. Once sent to Procuros, it will be imported in Odoo as a Vendor Credit Note.

The integration will automatically import Vendor Credit Notes from Procuros on a daily basis.

To modify this scheduled action, you can go to Integration Hub > Procuros and click the Scheduled Actions smart button at the top of the page.

To learn more about scheduled actions configuration, make sure to check out the complete Scheduled Actions documentation here.

After successful import :

the associated Vendor Bill will be reversed and a Vendor Credit Note will be created as draft.
Under the Procuros Data tab of the Vendor Credit Note, you can find the transaction ID with status TRANSMITTED
The related Credit Note transaction in Procuros will go from In Progress to Delivered.

Interact with Customers : Order-to-cash

The Order-to-cash process refers to the cycle where you sell to customers by :

Receiving Sales Orders from customers
Sending Shipping Notice to customers for the related Sales Order
Sending Invoices to customers.
Sending Credit Notes in case your customer returns an order.

The Procuros <> Odoo integration covers all these processes, which will be described in the following sub-sections.

Receiving Sales Orders from Procuros

Before importing Sales Orders from Procuros, you need to configure the integration Sales Settings. Go to Integration Hub > Procuros > Integration settings and setup the following settings:

Warehouse: the default warehouse from which your product should be shipped, in case no other value is available in Odoo. This value will be overridden by product specific warehouse configuration.
Location: default location in which your product are located within your Warehouse, in case no other value is available in Odoo. This value will be overridden by product specific warehouse configuration.
Shipping Method: default shipping method for your deliveries, in case no other value is available in Odoo.
Payment Terms: default payment term to use on sales orders, in case no other value is available in Odoo.

You are now ready to receive orders from Procuros!

Once your customer places an order and sends it to Procuros, it will be imported in Odoo as a Quotation.

The integration will automatically import orders from Procuros on a daily basis.

To modify this scheduled action, you can go to Integration Hub > Procuros and click the Scheduled Actions smart button at the top of the page.

To learn more about scheduled actions configuration, make sure to check out the complete Scheduled Actions documentation here.

After import, you can Confirm the quotation, turning it into a Sales order.

Once the Sales order is confirmed:

A delivery order is automatically created.
Under the Procuros Data tab of the Sales Order, you can find the Procuros transaction ID and the related Purchase Order Id from your customer.
The related Order transaction in Procuros will go from In Progress to Delivered.

Sending Shipping Notices to Procuros

Delivery orders are automatically created on Sales order confirmation. Once your warehouse ships the order, the shipping notice need to be sent to Procuros.

To export order shipment :

From the Sales order, click on the Delivery order smart button.

Once your warehouse validates the shipment, click on Validate.

Once Validated, click on Send Picking to Procuros to export the shipping notice.

Once shipment is successfully exported :

A new Shipping Notice transaction is created in Procuros, with status In Progress.
In the Procuros Data tab of the Delivery Order, you can find the transaction Id and transaction status as TRANSMITTED.

NOTE : The integration will automatically export shipment to Procuros on a daily basis, without you having to manually click the Send Order to Procuros button.

To modify this scheduled action, you can go to Integration Hub > Procuros and click the Scheduled Actions smart button at the top of the page.

To learn more about scheduled actions configuration, make sure to check out the complete Scheduled Actions documentation here.

Sending Invoices to Procuros

Having received the Sales Order and having sent the Order shipment to Procuros, now the process concludes by sending the associated Invoice.

To export the order invoice :

From the Sales Order, click on Create Invoice.

Click on Confirm
Click on Send Invoice to Procuros.

A log for the successful export is created in Integration Hub > Procuros > Logs.

After the invoice is exported :

A new transaction of type Invoice is created in Procuros, with status = In Progress.
The transaction ID and Status is added to the Procuros Data tab of the Invoice in Odoo.

NOTE : The integration will automatically export invoices to Procuros on a daily basis, without you having to manually click the Send Invoice to Procuros button.

To modify this scheduled action, you can go to Integration Hub > Procuros and click the Scheduled Actions smart button at the top of the page.

To learn more about scheduled actions configuration, make sure to check out the complete Scheduled Actions documentation here.

Sending Credit Notes to Procuros

If a customer returns an order, or the price of an invoice needs to be adjusted, you might need to send credit notes to your customer through Procuros.

To export a Credit Note to Procuros:

Go to the invoice that need to be reverted and click Credit Note.

Select a Credit Note reason, journal and click Reverse.

Confirm the Credit Note and click Send Credit Note to Procuros.

A log for the successful export is created in Integration Hub > Procuros > Logs.

After the credit note is exported :

A new transaction of type Credit Note is created in Procuros, with status = In Progress.
The transaction ID and Status is added to the Procuros Data tab of the Credit Note in Odoo.