Swifto ERPStock moduleIssue notes
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User Manual Stock module Version 1.0 · Stable

Manual Issue notes

The issue note (BS) records a non-sale goods issue: replenishing another stock, correction, stocktake adjustment, assignment to a mission or a POS register. On sync, it decrements the stock concerned (type 8 movement).

3
Main types
3
Sync statuses
8
Movement type
2
Possible targets
1

Overview

The Issue note records any goods issue that is not a sale. It is mainly used to replenish another stock (POS register, seller stock), to correct a quantity, to record a stocktake adjustment, or to assign equipment to a mission. On synchronization, the source stock is decremented via an issue note preparation movement (type 8).

Business goal

  • Issue goods outside the sales circuit
  • Replenish a POS register or a seller stock
  • Correct or adjust a stock quantity
  • Track synchronization with field PDAs

Target audience

  • Warehouse staff — prepare and synchronize the BS
  • Supply — replenish sellers & registers
  • Field sellers — receive via PDA

Position within the Stock module

The BS is an outbound movement, complementary to transfer notes (inter-stock) and return notes (inbound). Module overview: Stock module.

2

Access and navigation

Left-hand side menu: Stock → Issue notes.

Swifto ERP — Stock menu
Global dashboard
Sales
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Stocks
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Stocktake
Transfer notes
Exit vouchers
Return notes
Settings
Purchases
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The list of issue notes opens on the right after the click.
3

List of issue notes

The page lists the issue notes with their number, date, type, destination seller/register and a PDA sync indicator (colored dot).

Stock › Issue notes
Global dashboard
Stocks
Stocktake
Transfer notes
Exit vouchers
Return notes
Settings
Purchases
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Exit vouchers
New Search
Number⇅Seller / Register⇅Date⇅TypeMissionActions
BS: N°000142Seller Stock — M. ORABI02/06/2026Stock replenishment—
BS: N°000141M. BEN AZIZA01/06/2026Stock replenishmentSmartHome 2026 Trade Show
BS: N°000140POS Register — Shop 131/05/2026Stock correction—
BS: N°000139Central Warehouse30/05/2026Stocktake—

Table columns

ColumnDescription
IndicatorPDA sync dot: orange (pending), blue (in preparation), green (synced) — see section 8.
NumberUnique reference (e.g. BS: N°000142).
Seller / RegisterDestination of the note: a seller or a POS register.
DateDate of the issue note.
TypeStock replenishment, Stock correction or Stocktake (section 6).
MissionMission label if the BS is linked to one.

The Validate button (green ✓) only appears on notes with In preparation status (blue indicator), to finalize and synchronize the movement.

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Action bar

Global PDF / Excel

Exports the displayed list of issue notes.

New

Opens the creation form (section 7).

Search

Filters by period and by sync status.

Delete

Deletes a ticked note (depending on permissions).

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Row actions

Validate

Synchronization

Finalizes a BS in preparation and synchronizes the issue: the source stock is decremented (type 8 movement).

PDF

Document

Generates the issue note as a PDF (unavailable for BS notes to a POS register).

Details

Read-only

Opens the BS: lines, items, quantities, source and destination stock.

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Issue note types

The type determines how the note is used and its entry screen (seller, register or mission target).

Stock replenishment (0)

Replenish another stock (seller, POS register) from the main stock.

Stock correction (1)

Adjust a quantity outside a formal stocktake campaign.

Stocktake (2)

Issue linked to a stocktake adjustment (negative variance observed).

Target & mission

Depending on the type, the note targets a seller or a POS register; a Mission field lets the issue be assigned to a field operation (trade show, route, service call).

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Create an issue note

Click New. Choose the type, the target (seller or POS register), optionally the mission, then add the item lines and save.

New issue note
Exit voucher
02/06/2026
Stock replenishment
Central Warehouse
M. ORABI
—
In preparation
Issue lines
ItemAvailable stockIssue qtyBatch / Expiry
467802 - SMART SUPERVISOR MODULE92.00020.000— (simple)

Batch / expiry mode

If the source stock is managed by batch or by batch + expiry, the line requires batch allocation; only valid (non-expired) batches are offered. See Batch / expiry business rules.

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Sync statuses

The PDA sync status indicates where the issue note stands between its preparation at the back office and its handling by the seller's terminal. It is shown as a colored dot.

In preparation

Note entered, ready to be validated / synchronized. Blue indicator.

Pending

Awaiting synchronization with the PDA. Orange indicator.

Synced

Received on the field side; the issue movement is effective. Green indicator.

IndicatorStatusMeaning
In preparationNote ready, awaiting validation at the back office.
PendingValidated, awaiting PDA synchronization.
SyncedReceived and confirmed; issue effective.
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Lifecycle (workflow)

flowchart LR
  A([BS creation]):::s --> B[In preparation
blue indicator]:::p
  B -->|validate| C[Pending
orange indicator]:::w
  C -->|PDA sync| D([Synced
green indicator]):::ok
  D --> S[(Source stock
decremented · type 8)]:::st
  D --> T([Target stock
seller / register]):::p
  classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d;
  classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6;
  classDef w fill:#FEF3C7,stroke:#F59E0B,color:#92400E;
  classDef st fill:#FFF7ED,stroke:#E07B00,color:#92400E;
  classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
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Business rules

Stock impact — synchronizing a BS decrements the source stock via an issue note preparation movement (type 8). Stock is only affected at that point.

Replenishment = entry on the target side — a BS of type Stock replenishment feeds the seller or register stock: this is the field replenishment mechanism.

Batch / expiry — on a batch-managed stock, the issue follows the batch allocation; expired batches (or those expiring within 2 days) are hidden from selection.

Validation required — as long as the note remains in preparation, no movement is generated: the issue is only effective after validation and synchronization.

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Roles & permissions

ActionWarehouseSupplySellerAdmin
View✅✅✅✅
Create the BS✅✅—✅
Validate / synchronize✅✅—✅
Receive (PDA)——✅✅
Delete———✅

Indicative matrix — depends on the profiles defined in your company.

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Usage scenarios

Replenish a field seller

The warehouse staff creates a Stock replenishment BS to M. ORABI and validates it: the central stock is decremented and, after PDA synchronization (green), the goods appear in the seller's stock.

Correct a quantity after breakage

Unsold breakage is identified: a Stock correction BS removes the quantity concerned outside a formal stocktake campaign, while tracing the movement.

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FAQ & Tips

Stock hasn't moved after the BS ?

The note has probably stayed in preparation (blue indicator): the movement is only generated after validation / synchronization.

No PDF button ?

PDF is disabled for notes intended for a POS register; it remains available for seller / mission BS notes.

Tip — distinguishing correction and stocktake

For a one-off adjustment, use Stock correction; for a full recount, prefer a stocktake campaign (type 6).

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Swifto ERP · Stock module · User Manual v1.0

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