Purchase orders to suppliers

Included in the Max plan: the Purchase orders list, with fulfillment tracking and linking to received invoices, is part of Warehouse management, included in the FatturaSmart Max plan at €149.99/year + VAT (which also includes unlimited invoicing, employee management, Sistema TS and public APIs).

With purchase orders you keep track of what you ordered and what has already arrived. You create the order, send it to the supplier as a PDF and, when their e-invoice arrives, you link it to the order: FatturaSmart shows you product by product how much has been received and how much is still outstanding, even with partial deliveries and multiple invoices.

A purchase order never moves stock: goods enter stock only when you confirm the load from the received invoice.

Create a Purchase Order

Step 1: Open Purchase orders

Go to Warehouse and click Purchase orders at the top of the page. You’ll find the list of your orders with Number, Supplier, Issue Date and Status.

Step 2: Create a new order

Click New purchase order. The document form opens with the Purchase order type already selected.

Alternatively: you can create the same document from Other Documents, choosing the Purchase order type as you would for a quote or a delivery note.

Step 3: Pick the supplier and add the lines

Pick the recipient: for purchase orders the list shows your suppliers. Then add the order lines.

Link each line to a catalog product: only lines with a product are counted in the fulfillment view.

Step 4: Save and download the PDF

Save the order: it gets a sequential number, like your other documents. From the order preview use Export to PDF and send the file to the supplier.

Create an Order from “Reorder”

If a product has dropped below its reorder threshold, you can start straight from the Low stock list.

Step 1: Click Reorder

Go to Warehouse, find the product in the Low stock section and click Reorder.

Step 2: Check the prefilled draft

A new purchase order opens, not yet saved, with:

• the product to reorder
• the reorder quantity set on the product (1 if you haven’t set one)
• the product’s average cost as the unit price
• the suggested supplier as the recipient, if available (the last supplier you loaded the product from)

Step 3: Complete and save

Check lines, quantities and prices, add other products if you need them and save the order. Until you save, no order is created.

Link the Received Invoice to the Order

When the supplier sends you the e-invoice, you link it to the order from the Stock loading panel.

Step 1: Open Stock loading on the received invoice

Go to Received Invoices, open the invoice preview and click Stock loading.

Step 2: Link the suggested order

At the top of the panel you’ll find the linked order. If the invoice’s purchase-order reference (the DatiOrdineAcquisto block of the e-invoice) contains the number of one of your purchase orders addressed to the same supplier, the order shows up under Suggested orders. Click Link.

The link is a suggestion: you’re the one who confirms it. If you linked the wrong order, click Unlink. If the invoice doesn’t carry the order number, the panel shows No linked order.

Step 3: Confirm the load

With the order linked, FatturaSmart uses the order’s products to suggest the line matches (From order badge). Check quantities and costs and click Confirm load: the quantities enter stock and count as received on the order.

For details on the panel see Stock movements from documents.

Track Order Fulfillment

Step 1: Open fulfillment

From Warehouse → Purchase orders click Fulfillment on the order’s row. The Order fulfillment page opens.

Step 2: Read the summary

At the top you’ll find the total Ordered, the total Received and the Fulfilled percentage.

Step 3: Check the products

The table shows one row per product with Ordered, Received, Outstanding and the status:

Only quantities confirmed with Confirm load on the invoices linked to the order count as received. Order lines without a catalog product aren’t counted: the page counts them in the “ordered lines not yet received” notice.

Step 4: Review the linked receipts

At the bottom of the page you’ll find the Linked receipts, the received invoices matched to the order. If goods arrive in several shipments, link each invoice to the order: received quantities add up and the status updates.

Next Steps

• Stock movements from documents – how the Stock loading panel works
• Low-stock alerts – the Low stock list and the Reorder button
• Create a business document – the form also used for purchase orders

Need help?

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