If you need to mandatorily fulfill specific orders when stock is limited, you can reserve the ordered items in warehouses until shipping for these orders can be performed. Reservation makes this stock unavailable for other orders.
The functionality of stock reservations is available if the Enable Stock Reservations option is selected on the Administration > Settings > Purchasing and Warehouses form.
You can reserve the specific quantities of the items for customer orders in the following ways:
- Directly from customer orders
- By creating Inventory Reserve documents
Note. If a purchase order is created for the customer order, the goods received will be automatically reserved for the customer order.
Creating Reservations
Generally, you reserve the specific quantities of the items for a customer order directly from the customer order. Make sure that the order is posted.
To make reservation, click the Reserve Inventory button on the form toolbar. On the form that opens, you can view the item availability in warehouses and choose in which warehouses you want to reserve specific quantities of the ordered items. Notice that the items which are not available at warehouses in sufficient quantities will not be listed. For details, refer to Creating a Customer Order. Reserving the Inventory.
Then, you click the Generate Inventory Reserve Document button to actually create the reservation. As the result, a document of the Inventory Reserve type is created and the Inventory Reserve tab appears for the customer order. The Inventory Reserve tab contains a list of items reserved in specific warehouses.
If you need to reserve stock for multiple customer orders, on the Sales > Sales Documents > Customer Orders, you can select multiple orders, click on the toolbar: Generate > Inventory Reserve (Create). As the result, an Inventory Reserve document will be generated for the selected orders. For each available item, you can select whether to reserve it and in which warehouses. The items which are not available at warehouses in sufficient quantities will not be listed in the document. Reservation for them can be done once the stock of these items is replenished.
Alternatively, you can create stock reservations for a single customer order or multiple orders by using the Warehouses > Warehouse Documents > Inventory Reserves form. Click Create on the toolbar to add a new Inventory Reserve document. Then, you will need to add a specific customer order or customer orders. In this document, you can specify the number of days to hold each item in reserve.
Canceling Reservations
Generally, the easy way to cancel reservation is canceling it from the list of customer orders on the Sales > Sales Documents > Customer Orders. form. You can select one order or multiple orders on the list and click Generate > Inventory Reserve (Cancel) on the list toolbar. In the document that opens, you an click Save and Post to cancel the reservations made earlier for the order/orders.
Alternatively, you can cancel stock reservations for a single customer order or multiple orders by using the Warehouses > Warehouse Documents > Inventory Reserves form. Click Create on the toolbar to add a new Inventory Reserve document. Then, select Cancel Reserve as the transaction type. After that, you can select the customer order or orders for which you need to cancel reservations. For details, refer to Canceling an Inventory Reserve.
Reservations on Reports
The reports in the Warehouses module provide detailed information on reservations made in the company warehouses. To view reservations, you can use the following reports:
- Inventory Reserves
- Stock Balances by Item
- Stock Balances by Warehouse
- Stock Balances with Locations