Oman / Vendor Bills
Vendor Bills
A bill is what a supplier sends you to ask for payment. Upload the PDF here. The system reads it, finds the supplier and books it with the right VAT.
How it works
- 1You upload the PDFOne file or many at once.
- 2The system reads itSupplier, date, lines, VAT, currency and total.
- 3It is checkedDuplicates, your own company name and any purchase order.
- 4The bill is postedOr it stays a draft with a clear reason.
Upload a bill
- Open Vendor Bills in the menu.
- Click Upload documents and choose the PDF files.
- Wait for the result. Each file shows the supplier, the amount and the date.
Upload the original supplier document. Your accountant needs it to deduct the VAT (the law asks you to keep the original tax invoice).
What you may see
| Result | What it means and what to do |
|---|---|
| Already uploaded | The same bill is already in the system. Nothing to do. |
| Draft: nothing to invoice yet | The bill names a purchase order, but the goods are not received yet. Receive the goods in Purchasing, then click Post on the bill. |
| Draft: differs from purchase order | The amounts on the bill are not the same as on the purchase order. The match is exact, with no tolerance. Ask the supplier for a corrected bill, or ask your accountant. |
| Draft: line amounts do not match the invoice total | The lines the system read do not add up to the printed total. The bill is saved as a draft. Ask your accountant to check it. |
| Refused: your own company is the vendor | The system found your company's name as the seller. Check that you uploaded a bill you received, not an invoice you sent. |
| Refused: no exchange rate | The bill is in a foreign currency, has no rate printed and no rate was found for that date. Ask your accountant. |
Special cases
Bill in a foreign currency
If the bill does not print an exchange rate, the system fetches the rate for the invoice date and stores it. The books are kept in OMR.
Bill from a supplier outside Oman
A foreign supplier does not charge Omani VAT. When the bill has no purchase order, the system applies the 5% reverse charge for you: the VAT you owe and the VAT you can deduct are booked together, and the net effect is nil. The supplier's country is read from the document. If it is wrong, ask your accountant to correct it in Purchasing, Suppliers.
Goods imported with a purchase order
Import VAT is paid to customs, not to the supplier. The goods value goes to the import boxes of the VAT return. Enter the customs papers in Purchasing, Landed costs.
Payments to non-residents
Royalties, software fees and management fees paid to a supplier outside Oman can carry 10% withholding tax. Your accountant marks the supplier and the Reports page lists what is due. See Reports.
See and change your bills
Choose a from and a to date and view the list. A bill cannot be edited in the portal. If one is wrong, ask your accountant to reverse it in Odoo with a credit note (a posted bill cannot be reset or deleted), then upload the right one.
For accountants
- Purchase order match: the PO number printed on the bill is stored in the Origin field. The bill is matched to confirmed POs of the same vendor by name or vendor reference, with exact line amounts. Match: lines link to the PO lines and the bill posts. Mismatch: draft. PO not found: booked normally, unlinked. The Post button runs the same match again.
- Goods lines of a matched bill go to the product's Stock Incoming account (100503), so the bill nets against the receipt.
- Reverse charge: foreign supplier, no VAT, no PO gives the 5% reverse-charge tax (boxes 2b and 6a). Goods on a PO use import tax codes instead (5% EX ONLY B for the base, boxes 4b and 6b).
- A vendor VAT number equal to our own company's is ignored and the vendor is matched by name. A bill whose vendor is our own company is refused.
- Foreign currency without a printed rate: the rate for the invoice date comes from a free dated rate service (cdn.jsdelivr.net, fawazahmed0 currency-api) and is stored. There is no guarantee from that service.
- Duplicate guard: the same vendor and invoice number is not booked twice.
- A PDF that holds several invoices is split, one line per invoice. A scanned PDF is read as an image.