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This guide covers everything you need to manage inventory and stock across multiple warehouses in FacturaScripts.

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Understanding Warehouses

FacturaScripts uses the Almacen model (EditAlmacen.php) for warehouse management. Each warehouse:
  • Maintains separate stock levels for products
  • Tracks stock movements (purchases, sales, transfers)
  • Monitors reserved, available, and pending stock
  • Supports location-based inventory management

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Creating a Warehouse

1

Navigate to Warehouses

Go to Warehouse menu and select Warehouses (EditAlmacen.php:44).
2

Create New Warehouse

Click the New button to open the warehouse creation form.
3

Enter Warehouse Details

Fill in the required information:
  • Code (Código): Unique warehouse identifier
  • Name (Nombre): Descriptive warehouse name
  • Company: Associated company (if multi-company setup) (EditAlmacen.php:109)
4

Configure Location

Optionally add location details:
  • Address
  • Contact person
  • Phone number
  • Notes
5

Save Warehouse

Click Save to create the warehouse. You can now start managing stock in this location.

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Viewing Stock Levels

Once a warehouse is created, you can view and manage its stock:
1

Open Warehouse

Navigate to the warehouse record you want to view.
2

Access Stock Tab

Click the Stock tab to view all products in this warehouse (EditAlmacen.php:50).
3

View Stock Information

For each product, you can see:
  • Reference: Product code
  • Description: Product name
  • Quantity: Total physical stock (EditAlmacen.php:55)
  • Available: Stock available for sale (EditAlmacen.php:56)
  • Reserved: Stock allocated to pending orders (EditAlmacen.php:57)
  • Pending Reception: Stock on purchase orders (EditAlmacen.php:58)
  • Location: Storage location within warehouse

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Understanding Stock Types

FacturaScripts tracks multiple stock quantities:

Physical Quantity

Total stock in the warehouse. This is the actual count of items available.

Available Stock

Physical quantity minus reserved stock. This represents stock that can be sold or allocated.

Reserved Stock

Stock allocated to pending orders or deliveries that haven’t been completed yet.

Pending Reception

Stock on purchase orders that has been ordered but not yet received.

Minimum Stock

Threshold for reorder alerts. When available stock drops below this level, you receive warnings.

Maximum Stock

Upper limit for stock levels. Helps identify overstocking situations.

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Filtering and Searching Stock

The stock view provides powerful filtering options (EditAlmacen.php:68):
Search stock by:
  • Reference: Product code or barcode (EditAlmacen.php:53)
  • Description: Product name (EditAlmacen.php:53)
  • Location: Storage location within warehouse (EditAlmacen.php:53)

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Stock Movements

Stock levels change automatically through various operations:
1

Purchase Orders

When you receive products:
  1. Create or process a supplier delivery note
  2. Confirm the receipt
  3. Stock increases in the receiving warehouse
  4. “Pending reception” decreases
2

Sales Orders

When you sell products:
  1. Create a customer order
  2. Stock is reserved (reduces available quantity)
  3. When delivery note is created, stock reduces
  4. Available and physical quantities decrease
3

Direct Adjustments

For inventory corrections:
  1. Navigate to the product’s stock card
  2. Make a stock adjustment entry
  3. Specify reason (damage, loss, count correction)
  4. Stock updates immediately
4

Transfers

To move stock between warehouses:
  1. Create a transfer document
  2. Select source and destination warehouses
  3. Specify products and quantities
  4. Stock decreases in source, increases in destination

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Stock Sorting and Organization

Organize stock views for better management (EditAlmacen.php:54):
View products in alphabetical order by product code. Useful for physical counting and location-based organization.
See products ordered by stock quantity (EditAlmacen.php:55). Helps identify:
  • Highest volume items
  • Fast-moving products
  • Stock concentration
Order by available quantity (EditAlmacen.php:56). Highlights:
  • Products with low availability
  • Items at risk of stockout
  • Reorder priorities
View by reserved quantity (EditAlmacen.php:57). Shows:
  • High-demand products
  • Pending order fulfillment
  • Allocation priorities
Alphabetical by description (EditAlmacen.php:59). Useful for:
  • Customer-facing reports
  • Product catalog organization
  • General browsing

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Managing Stock Locations

Within each warehouse, you can organize products by location:
1

Define Locations

Create a location naming scheme, such as:
  • Aisle-Rack-Shelf (e.g., “A-12-3”)
  • Zone-Row-Position (e.g., “Z1-R5-P8”)
  • Bin numbers (e.g., “BIN-0042”)
2

Assign Products to Locations

In the stock view:
  1. Select a product
  2. Enter the storage location
  3. Save the update
3

Search by Location

Use location search to:
  • Find all products in a specific area
  • Plan picking routes
  • Optimize warehouse layout

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Stock Alerts and Monitoring

Monitor products below minimum levels:
  1. Go to warehouse stock view
  2. Select Under Minimums filter (EditAlmacen.php:78)
  3. Review the list of products needing reorder
  4. Create purchase orders for replenishment

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Multi-Warehouse Management

When working with multiple warehouses:
To see stock across all warehouses:
  1. Navigate to the product record
  2. View the stock summary tab
  3. See breakdown by warehouse
  4. Compare stock levels across locations
To move stock:
  1. Create a transfer document
  2. Select source warehouse
  3. Choose destination warehouse
  4. Add products and quantities
  5. Process the transfer to update both locations
Set a default warehouse for:
  • New sales documents
  • Quick order processing
  • Default stock checking
Configure in Administration > Configuration.
Control user access to warehouses:
  1. Configure user roles
  2. Assign warehouse permissions
  3. Limit visibility and edit rights
  4. Audit stock changes by user

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Stock Reports and Analysis

Stock Valuation

Generate reports showing:
  • Total inventory value by warehouse
  • Value by product family
  • Cost vs. sale price analysis
  • Inventory turnover rates

Movement History

Track stock movements:
  • Purchases received
  • Sales fulfilled
  • Adjustments made
  • Transfers completed

Reorder Reports

Identify reorder needs:
  • Products below minimum
  • Projected stockouts
  • Recommended order quantities
  • Supplier information

Dead Stock Analysis

Find slow-moving inventory:
  • No movement in X days
  • Excess stock situations
  • Obsolete products
  • Clearance candidates

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Best Practices

Perform physical inventory counts:
  • Daily: High-value or fast-moving items
  • Weekly: Regular products in active areas
  • Monthly: Full warehouse count
  • Annually: Complete inventory audit
Always investigate and correct discrepancies immediately.
Configure minimum stock levels based on:
  • Average daily sales
  • Lead time from suppliers
  • Safety stock buffer
  • Seasonal demand patterns
Review and adjust minimums quarterly.
Maintain location accuracy:
  • Update locations when moving products
  • Follow your naming scheme strictly
  • Train staff on location codes
  • Audit locations regularly
Keep track of reservations:
  • Review old orders regularly
  • Release reservations for cancelled orders
  • Avoid over-committing stock
  • Maintain buffer for new orders

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Common Issues

If stock shows negative:
  1. Check recent sales and deliveries
  2. Verify if orders were processed correctly
  3. Review manual adjustments
  4. Correct the stock level with an adjustment
Configure system to prevent negative stock in settings.
When physical count doesn’t match system:
  1. Recount the physical stock
  2. Check for unprocessed movements
  3. Review recent transactions
  4. Make adjustment entry with notes
  5. Investigate root cause
If a product shows no stock record:
  1. Verify product is active
  2. Check if product has been received
  3. Review warehouse assignments
  4. Create initial stock entry if needed

Creating Invoices

Learn how invoices affect stock levels

Inventory Features

Explore advanced inventory features

Reports

Generate stock and inventory reports

Configuration

Configure warehouse and stock settings

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