EDI purchase-to-sales order import

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Introduction

Electronic Data Interchange (EDI) allows businesses using different systems—or even different Odoo databases—to exchange transactional documents in a standardized XML format. A Purchase Order (PO) from one company’s database can be exported and seamlessly imported as a Sales Order (SO) into another company’s database.
This reduces manual data entry and ensures fast, accurate, and efficient communication between buyer and seller.

XML files exported follow the UBL schema and are compatible between Odoo databases. Custom integrations with non-Odoo systems may require additional development.

Step-by-Step Instructions

1. Roles and Setup

Buyer Database (Company placing the order):

Must have the Purchase app installed.
Optional: Create portal users for sellers.

Seller Database (Company fulfilling the order):

Must have the Sales app installed.
Should have appropriate user access rights to allow users to upload XML files and manage quotations/orders.
Ensure products referenced in the XML file are available or properly mapped in the seller’s product catalog.

2. Buyer Creates the Purchase Order

Navigate to Purchase
Create a Request for Quotation (RFQ).
Set the Vendor to the seller’s portal user.
Click Confirm to convert the RFQ into a confirmed Purchase Order (PO).

3. Seller Downloads XML File

Log in to the buyer’s database using the portal user
On the dashboard, click Our Orders.
Choose the relevant Purchase Order.
Click Connect with your software.
In the pop-up, click Copy to get the download URL.
Paste the URL in a new tab to download the XML file.

4. Seller Uploads XML File in Their Database

Log in to the seller’s own Odoo
Go to the Sales
Click Upload or drag-and-drop the XML file into the Quotations
The system auto-creates a Sales Order with:
- Buyer set as customer
- Product lines, quantities, and prices auto filled

Tips

Use the same UBL schema structure when exchanging data across Odoo instances for compatibility.
Test the XML file format before using it in a live workflow to avoid import errors.
Assign dedicated portal accounts for sellers to improve tracking and permissions.
If EDI is too complex initially, consider starting with PDF RFQs emailed to vendors for manual upload.

Key Benefits

Eliminates manual data entry, reducing errors.
Automates purchase-to-sales workflow between Odoo systems.
Faster order processing and fulfillment.
Structured, consistent data exchange using standard XML.
Strengthens buyer-supplier collaboration with digital integration.

EDI purchase-to-sales order import

Introduction