Stock & Shop
Selling From Stock
Link invoice lines to catalogue items so issuing an invoice moves stock and records what the sale actually cost you.
An invoice line only moves stock if it knows which item it refers to. Pick the item from your catalogue instead of typing the name, and the rest follows automatically.
Link a line to an item
On the invoice form, start typing in the item field. Matching catalogue items appear, showing the price this customer pays and how many you have in stock. Tap one to link the line.
Stock moves when you issue, not before
A draft is not an issued document, so it doesn't touch stock. The count changes the moment the invoice is actually sent to the customer. Re-sending an invoice never reduces the stock twice.
What you're warned about
| Warning | What it means | Does it stop the invoice? |
|---|---|---|
| 3 in stock, billing 5 | You're selling more than the count says you hold. | No. The invoice goes out and the count goes negative, flagged for correction. |
| No cost price recorded | This item has never been costed, so the sale would show as pure profit. | No — but set a cost, or record the purchase bill that brought it in, or your profit figures will be wrong. |
What gets recorded
When the invoice is issued, InvoiceKaro records the item's current average cost against that sale. That figure is frozen at that moment — so if you buy more stock next month at a different price, this invoice's profit doesn't change. Your history stays true.
Cancelling an invoice
Cancelling an issued invoice hands the stock straight back, at the cost that was originally recorded — not today's. If the lines named serial numbers, those units go back on the shelf too. For goods that come back later, use a return instead.