Prevent Duplicate Vendor Reference On Sales Purchase Order

The Silverdale Prevent Duplicate Vendor Reference feature enhances Odoo's purchase module by introducing smart validation for Vendor References (the Vendor Reference field on RFQs and Purchase Orders). In real-world procurement workflows, duplicate vendor references can lead to confusion, miscommunication with suppliers, or even duplicate payments.

To address this, this feature introduces two user-configurable behaviors: Strict Mode and Warning Mode. Whether you want to enforce strict data validation or allow user discretion, this feature ensures better control and integrity of your procurement data.

Key Features

• Duplicate Check on Vendor Reference:
  Automatically checks for duplicates on the Vendor Reference field across all RFQs and Purchase Orders within the same company.
• Two Operational Modes (Configurable):
  • Strict Mode: Blocks creation or update if a duplicate reference is found.
    Message: “Vendor Reference already exists on another RFQ or Purchase Order.”
  • Warning Mode: Displays a warning popup with an option to proceed.
    Message: “Warning: Vendor Reference already exists on another RFQ or Purchase Order. Do you want to continue?”
• Easy Configuration Panel:
  Admins can toggle between Strict and Warning modes from Purchase Settings or the SME Configuration Panel.

User Workflow

1. Create a Purchase Order or RFQ:
   • Navigate to Purchases > Orders > Requests for Quotation.
   • Fill in the Vendor Reference field (partner_ref).
   • Click Save or Confirm.
2. System Behavior Based on Mode:
   • Strict Mode: Blocks save/confirm with an error.
   • Warning Mode: Shows a popup and asks for confirmation to continue.
3. Configure the Mode:
   • Go to Purchases > Configuration > Settings (or SME > Purchase Configuration).
   • Locate the setting:
     Duplicate Vendor Reference Handling
     • Options:
       • Strict (Block creation)
       • Warning (Allow with popup)
   • Save to apply.

Why It Matters

• Ensures data integrity across vendor records.
• Reduces risk of duplicate bills or payments.
• Provides flexible enforcement to match your company’s procurement policy.
• Improves vendor audit trails and communication transparency.

By intelligently managing Vendor References, the Silverdale Prevent Duplicate Vendor Reference feature empowers teams to maintain cleaner records and smoother procurement operations.