# Stock Reservation
A Stock Reservation holds quantity of an item at a center for a specific sale order so it is not available to other transactions. When the reservation is approved, the system checks that the stock is available and flags the reserved quantity. The physical stock stays in the center — a reservation does not move stock or post to your accounts.
Overview & List View
The Stock Reservations list shows every reservation with its id, date, center, employee, customer, the linked sale order, and status. Use the quick filter tabs to switch between views, and Advanced Filters to narrow the list. From the list you can create a new reservation, open an existing one, edit a draft, or delete a draft.
List columns
| **Column** | **Shows** |
|------------|-----------|
| Id | Reservation reference number. |
| Date | Reservation date and time. |
| Center | Center the stock is reserved at. |
| Employee | Employee who created the reservation. |
| Customer | Customer from the linked sale order. |
| Order [Id] | Linked sale order. |
| Status | Current status of the reservation. |
Quick filter tabs
| **Tab** | **Shows** |
|---------|-----------|
| Default | All reservations except cancelled ones. |
| Approved | Reservations that have been approved. |
| Draft | Reservations saved but not yet approved. |
| Cancelled | Reservations that have been cancelled. |
Advanced Filters
For Center, Employee, Sale Order No, Customer, Item, Status, and Date.
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft |
| Delete | Draft |
| View | All statuses |
Quick Start — Create a Stock Reservation
1. Navigate
Go to Inventory → Stock Reservations from the left menu.
2. Create new reservation
Click New to open the reservation entry screen. A reservation can also be created from an approved Sale Order.
3. Fill in details
- Set the Date * and choose the Center * to reserve stock at.
- Pick the Sale Order Id the reservation is for and set the Employee.
- Add item lines with Item, Quantity, and Unit.
4. Save
- Save — keeps the reservation as a Draft.
- Save And Approve — checks availability and reserves the stock in one step.
- Reset / Cancel — clears or closes the form without saving.
5. Approve and issue
Approve to reserve the stock. When the goods are dispatched, use Mark as Issued to close the reservation.
| **Field** | **Description** |
|-----------|-----------------|
| Date * | Date and time of the reservation. |
| Sale Order Id | Approved sale order the stock is reserved for. Picked from the sale order list. |
| Center * | Center the stock is reserved at. Required. |
| Employee | Employee who created the reservation. |
| Due Date | Date by which the reserved stock is expected to be issued. |
| Notes | Remarks about the reservation. |
Item Lines — ITEMS
| **Column** | **Description** |
|------------|-----------------|
| Sl Num | Line serial number. Auto-numbered. |
| Item | Item being reserved. |
| Quantity | Quantity to reserve. |
| Unit | Unit of measure. Defaults from the item. |
| Reserved Qty | Quantity held by the reservation. |
| Issued Qty | Quantity already issued against the reservation. |
| Balance Qty | Reserved quantity not yet issued. |
Actions & Status
View toolbar actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Approve | Checks availability and reserves the stock. | Draft |
| Edit | Opens the reservation for editing. | Draft |
| Delete | Permanently removes the reservation. | Draft |
| Clone | Creates a copy of the reservation. | All (if permitted) |
More menu (⋮) actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Mark as Issued | Closes the reservation once the reserved stock has been issued. | Approved |
| Cancel | Cancels the reservation and releases the held stock. | Approved, Closed |
| Add/Update Note | Adds or edits a note on the reservation. | All |
| Master Update | Updates selected header fields without reopening the full form. See Master Update. | Approved, Closed |
| Print | Prints the reservation. | All |
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Draft | Saved but not yet approved. Can be edited or deleted. No stock is reserved. |
| Approved | Stock is reserved and held against the sale order. |
| Closed | Reservation closed — reserved stock has been issued via Mark as Issued. |
| Cancelled | Reservation has been cancelled and the held stock released. |
Posting Behavior
A Stock Reservation places a soft hold on stock — it does not physically move stock and it does not post to your accounts. When you approve a reservation:
- The system checks that the requested quantity is available at the center. If it is not available, approval is blocked and the shortfall is shown.
- The reserved quantity is flagged so it is no longer treated as available stock for other transactions.
The physical quantity stays in the center until it is issued through the related dispatch document. Cancelling an approved reservation releases the held quantity back to available stock.
Master Update
Master Update lets you change selected header fields on an approved reservation without editing the full document or item lines. Open the three-dot menu on the reservation and select Master Update.
| **Field** | **Can be updated?** | **Notes** |
|-----------|---------------------|-----------|
| Date * | Yes | Cannot be set before the accounts closing date. |
| Center, items, quantities | No | Cancel the reservation and create a new one to change these. |
Click Confirm to save changes or Cancel to close without saving.
View Tabs & Side Panels
When you open a reservation in full view, the right side shows tabbed panels. Click the expand icon on a tab to open the same data in a larger modal.
Top panel
| **Tab** | **What it shows** |
|---------|-------------------|
| Summary | Documents linked to this reservation, such as the sale order it was created for. |
Bottom panel
| **Tab** | **What it shows** |
|---------|-------------------|
| History | Activity log — who created, approved, issued, or cancelled the reservation and when. |
| Attachments | Files uploaded to this reservation. |
Best Practices
- Reserve stock against the sale order as soon as it is confirmed so the quantity is protected from other orders.
- Set a Due Date so reservations that are no longer needed can be reviewed and released.
- Use Mark as Issued once the reserved goods are dispatched so the held quantity is cleared.
- Cancel reservations that fall through so the stock returns to available quantity promptly.
FAQ
Does a reservation reduce my stock on hand?
No. The physical quantity stays in the center. A reservation only reduces the quantity shown as available for other transactions.
What happens if the stock isn't available when I approve?
Approval is blocked and the items that are short are listed. Reduce the reserved quantity or replenish stock and try again.
How do I release reserved stock?
Use Mark as Issued when the goods are dispatched, or Cancel the reservation to release the hold without issuing.
Does a reservation affect my accounts?
No. A reservation never posts to accounts. It only holds stock availability.
How does a delivery note use a reservation?
When you deliver against a reserved sale order, the delivery consumes reserved quantity. Available stock for other orders is protected until the reservation is issued or cancelled.
What is the difference between balance and issued quantity?
On approve, balance quantity equals the reserved amount and issued quantity starts at zero until you Mark as Issued or deliver the goods.
Can I reserve more than on-hand stock?
No. Approve validates available inventory at the center and lists lines that are short.
Related documentation