Stock movements from documents

Included in the Max plan: Warehouse management is included in the FatturaSmart Max plan at €149.99/year + VAT (which also includes unlimited invoicing, employee management, Sistema TS and public APIs).

In FatturaSmart stock updates from your documents: sales (invoices and delivery notes) unload the warehouse automatically, while purchases are loaded from received invoices through a panel that suggests the matches and waits for your confirmation. Every change is tracked as a movement on the product’s Stock tab.

Only lines linked to a catalog product that is managed in the warehouse move stock. Free-text lines, or lines with products that aren’t stock-managed, don’t touch stock levels.

Movement Types

When a document is rolled back (SDI rejection, cancellation, back to draft), FatturaSmart automatically records a reversal: in the history it shows as an Adjustment with the opposite sign that cancels the original movement. The history stays complete and stock is correct again.

Unloading from Sales

Invoices

An invoice unloads stock when it leaves draft, for example when you send it to SDI. The movement type is Sale and it reduces stock by the invoiced quantity.

The unload is reversed automatically if:

• the invoice is rejected by SDI
• the invoice is cancelled
• the invoice is put back to draft

Invoices created through the public API don’t move stock, because their lines aren’t linked to a catalog product. Self-invoices and integrations (TD16–TD23 and TD28) never move stock either.

The “Moves stock” toggle on lines

In the invoice form, every line linked to a product has the Moves stock toggle. Turn it off on lines that must not unload stock, for example goods already unloaded with a delivery note.

Delivery notes (DDT)

A delivery note unloads stock when you mark it as sent. The unload stays in place if the delivery note is accepted or converted; it’s reversed if the delivery note goes back to draft or is rejected.

When you convert a delivery note into an invoice, the invoice doesn’t unload the goods again: the unload already happened with the delivery note.

Issued credit notes

A credit note you issue (TD04 or TD08) puts the goods back into stock with a Customer return movement.

Documents that don’t move stock

Quotes, proformas, orders, service reports and purchase orders never move stock.

Loading from Received Invoices

When you receive an invoice from a supplier, you load the purchased quantities by matching the document lines to your products. FatturaSmart suggests the matches, but nothing enters stock until you confirm.

Step 1: Open the received invoice

Go to Received Invoices and open the preview of the purchase invoice.

Step 2: Open the Stock loading panel

In the preview, click Stock loading. The side panel opens with the document lines.

Step 3: Check the suggested products

For each line FatturaSmart tries to propose the right product, marked with the Suggested badge. The suggestion comes from, in this order:

1. matches you already confirmed with that supplier (the supplier’s article code or description): FatturaSmart remembers them, so from the second invoice onwards the lines match on their own
2. the products on the purchase order linked to the invoice (From order badge)
3. the code or name of the products in your catalog

If the suggestion is wrong, or missing, search and pick the product. You can only pick products managed in the warehouse.

Step 4: Check quantity and cost

For each line you want to load:

1. check the Load qty
2. check the Unit cost: if you leave it empty, the line price net of discounts is used
3. leave Moves stock on (turn it off for lines you don’t want to load, such as shipping costs or services)

Step 5: Confirm the load

Click Confirm load. The quantities are added to stock as a Purchase movement and the unit cost updates the product’s weighted average cost.

Linked purchase order

At the top of the panel you’ll find the purchase order linked to the invoice. If the supplier’s invoice carries your order number as its purchase-order reference, FatturaSmart proposes it under Suggested orders: click Link to match it, or Unlink to remove a link. Details are in Purchase orders to suppliers.

Received credit notes

If you open Stock loading on a received credit note, the panel becomes Return to supplier: the quantities you confirm are unloaded from stock with a Return to supplier movement.

Checking the Movements

Open the product, go to the Stock tab and look at the Movements table: you’ll find every load, unload and reversal with type, quantity, unit cost and date. The Current stock at the top always reflects the sum of all movements.

Next Steps

• Purchase orders to suppliers – order goods and track fulfillment against received invoices
• Inventory and stock adjustments – correct stock by hand
• Low-stock alerts – know when a product is running low

Need help?

Reach us on WhatsApp by clicking the icon in the bottom right, or email support@fatturasmart.com.