A reservation holds some of your available stock for an order that is not yet shipped. The stock stays in your warehouse, but it is no longer counted as available, so nobody promises it twice. This guide shows how to create a reservation in Aicountly Inventory, and how to fulfil or release it later.
Open Reservations
Go to Documents and select Reservations. The list shows each reservation with its item, warehouse, batch, how much is reserved, how much is fulfilled, what is still open, the status and when it expires. By default only open reservations are shown. Use the status filter to see All, Active, Partially fulfilled, Fulfilled, Released or Expired ones, and filter by item or warehouse if the list is long.
Create a reservation
- Select New reservation. If you do not see the button, your access does not include creating reservations.
- Pick the Item.
- Choose the Warehouse. If you leave it empty, the reservation counts against stock in any warehouse. If your access is limited to some warehouses, you must pick one of yours.
- If the item is tracked by batch, choose the Batch.
- Enter the Quantity in the item's base unit. It must be more than zero.
- Optionally set Expires. After that date and time the reservation is released automatically.
- Optionally fill in Source document type and Source document id to remember which order the stock is for.
- Select Reserve.
A message confirms the quantity reserved and, where available, how much is still available to sell.
Fulfil a reservation
When the goods go out, fulfil the reservation. On the row, select the Fulfil icon. Leave Quantity empty to fulfil everything still open, or enter a smaller number for a partial delivery. The tick box Release whatever remains open is on by default; untick it if you expect to deliver the rest later and want to keep the balance reserved. You can add a Reason if you wish, then select Fulfil.
Release a reservation
If the order is cancelled, free the stock again. Open the row's more-actions menu, choose Release, and enter a quantity to release part of it, or leave it empty to release all that is open. Select Release to confirm. A partly released reservation stays open for the rest.
Good to know
- Only open reservations have Fulfil and Release actions.
- A reserved quantity is a soft hold. It does not move stock.
- Expired reservations are shown with an Expired status.