Deducting Inventory Immediately When You Save a Sales Invoice
In Daftra, goods are deducted from Inventory as soon as you issue a sales invoice, unless the Requisitions for Sales Invoices option is enabled. In that case, each invoice creates a Requisition with the status Pending Delivery, and the goods are not deducted until it is approved. To deduct goods immediately when you save the invoice, turn this option off.
Article Contents
The Difference Between Direct Deduction and Deduction by Requisition
| Requisitions for Sales Invoices: Disabled | Requisitions for Sales Invoices: Enabled | |
|---|---|---|
| When are goods deducted? | As soon as you save and issue the invoice. | After the Requisition linked to the invoice is approved. |
| What is created with the invoice? | A direct inventory movement from the selected warehouse. | An automatic issue Requisition with the status Pending Delivery in Requisitions. |
| Returns | Goods are added back to Inventory as soon as you save. | An add Requisition is created, and it must be approved. |
| Best for | Selling and delivering at the same time, such as in shops. | Companies where the storekeeper delivers the goods after the sale, or where delivery happens in batches. |
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Note: This option applies only to sales invoices and returns. Purchase Invoices have a separate option called Requisitions for Purchase Invoices.
Steps to Enable Direct Deduction
- Open Product Configuration.
- Go to the Stock Requisitions section.
- Turn off the Requisitions for Sales Invoices option so that it becomes Disabled.
- Click Save. The message Inventory settings saved successfully appears.
From now on, every Sales Invoice you issue deducts its items from the warehouse directly, and no Requisition is created for it.
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Note: Enabling the Purchase Cycle app automatically enables the Requisitions for Sales Invoices option. If you notice that invoices have started creating Requisitions after you enabled the app, this is the reason, and you can turn the option off using the same steps.
When Is Stock Actually Deducted?
Even when Requisitions are turned off, the following conditions must be met for an item to be deducted:
| Condition | Details |
|---|---|
| Issued invoice | An invoice saved as a draft does not deduct anything until you issue it. |
| Product that tracks inventory | Only a product with Track Inventory enabled is deducted; services are not deducted. |
| Inventory app enabled | Without the Inventory app, there are no stock balances to deduct from. |
| Warehouse | Items are deducted from the warehouse specified in the invoice. |
| Available quantity | If Allow Negative Stock is not enabled, you cannot issue an invoice for a quantity greater than the warehouse balance. |
Estimates and Sales Orders do not deduct from Inventory, because they are not invoices.
Before You Turn Off Requisitions
- Review Requisitions and handle the Pending Delivery Requisitions for previous invoices: approve those that were delivered, or reject those that will not be delivered. Turning off the option does not process old Requisitions automatically.
- We recommend turning off the option at the start of a period, so that invoices with Requisitions and invoices with direct deduction are not mixed in the same Reports.
- The change applies to invoices that you issue or edit after saving.
How Do You Confirm That Stock Was Deducted?
- Open the product page and review the inventory movement; a movement with the invoice number should appear.
- With Requisitions, you will find a Requisition for the invoice in Requisitions, and you can filter invoices in Manage Invoices by Delivery Status.
- Make sure the warehouse balance decreased by the item quantity.
Frequently Asked Questions
Why wasn’t stock deducted after I saved the invoice?
Because Requisitions for Sales Invoices is enabled and the Requisition is waiting for approval, or because the invoice is a draft, or because the item is a service or a product that does not track inventory.
How do I deduct stock for an invoice whose Requisition is pending delivery?
Open the Requisition from Requisitions and approve it, and the stock is deducted.
Can some invoices deduct directly and others use a Requisition?
No, the setting is the same for all Sales invoices.
Why did Requisitions suddenly appear with invoices?
This is most likely because you enabled the Purchase Cycle app, which enables the option automatically.
Does turning it off affect Purchase Invoices?
No, Purchase Invoices have a separate option: Requisitions for Purchase Invoices.
Why don’t I see the Settings?
You need the Edit General Settings permission.