This module lets you review and manage Stock reservation documents. A stock reservation document records that you set aside a given quantity of a product for a partner or an ongoing deal — so a reservation does not mean shipping, it means that the quantity concerned should not be offered to anyone else. The list view gives you access to every reservation document you have created in one place: you can search among them and start the most important actions directly from here (create a new reservation, close, delete, download, print, create an invoice or a warehouse issue, arrange shipping).
The possible statuses of a Stock reservation document are:
The restrictions of each status are explained in the Frequently asked questions section.
Clicking the Main menu / Stock management / Stock reservation / List menu item shows every reservation document created so far. Above the table, the Actions tab gives you the following buttons for the selected document:
At the right end of the tab row, the Analytics link takes you to the statistics page of stock reservations, and the clipboard icon copies the contents of the table to the clipboard, for example to paste into a spreadsheet. This list has no separate send-email button: if you want to write an email about a document, use the New email button on the Additional functions tab (see below). Please note that the screenshots show the Hungarian interface; in your language the labels are the ones given in the text.
Clicking the Search tab above the table reveals the filtering options. The most commonly used fields (Partner company name, Document number, Currency, Status) are shown right away. Clicking "Expand" opens further, more detailed filters: searching by date (Document date, Performance date), and by Employee, Item number, Project, Job number, Department number, Customer comment and Internal comment. Use the Search button to apply the selected conditions. In the Status field you can select several statuses at once.
The View and layout tab lets you set how the list is displayed to you:
These settings are saved per user, so they are kept the next time you log in as well.
The panel shown below the list lets you quickly check the details of a selected document without having to open it. The panel contains several tabs:
The panel can be pinned (fixed to a set size) using the icon in its top-right corner, and its size can be adjusted by dragging the divider line at the top of the panel.
The Additional functions tab offers extra options for the selected document that support your daily work:
Right-clicking a document row gives you the same quick actions (open, close, delete, clone, etc.) from a context menu as the Actions tab.
If the reserved goods later need to be issued or invoiced, do not enter the items again: select the closed reservation, then use Document management > Warehouse issue or Document management > Invoice, and the system creates the new document by carrying over the items. And if you need a printed copy of the reservation right after closing, choose Close and print from the arrow next to the Close button — this way you do not have to print in a separate step.
The default table columns and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The unique identifier of the stock reservation document, generated according to the configured numbering. | |
| Document date | The date the document was created. | |
| Performance date | The performance date of the reservation. | |
| Partner company name | The name of the partner linked to the document, for whom the reservation was made. | |
| Partner contact person | The name of the contact person on the partner side. | |
| Net value | The total net value of the items listed on the document. Negative on a cancellation document. | |
| VAT rate | The total VAT amount of the items listed on the document. | |
| Gross value | The total gross value of the items listed on the document. | |
| Currency | The currency used on the document (e.g. HUF, EUR). | |
| Exchange rate | The exchange rate applied on the document, if it was not created in the company base currency. | |
| Colleague | The name of the colleague who created the document. | |
| Status | The current status of the document (Draft, Closed, Cancellation, Cancelled). |
The set of visible columns can be customized under View and layout > Columns — the list above shows the default view.
The columns of the Items tab in the preview panel and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Name | The name of the product on the item line. | |
| Item number | The product unique item number, which can also be used to identify it in the product master data. | |
| Gross weight | The total gross weight of the item (quantity multiplied by unit weight), calculated from the unit weight recorded in the product master data. | |
| Quantity | The reserved quantity of the product, in the product unit of measure — may be a fractional number, depending on the master data setting. | |
| Net unit price | The net price per unit of the product on the document. | |
| Action | Quick actions for the row (e.g. opening or editing the item) — only editable after opening the document; in the preview panel it is view-only. |
Only documents in Draft status can be closed, and only documents in Draft or Closed status can be deleted — documents in Cancellation and Cancelled status can be neither closed nor deleted. If closing or deleting stops with an error message, read the message, check the items of the document, and try again. If a closed reservation needs to be corrected, you can quickly create the corrected version with the Cloning or Delete and copy option.
The final PDF and the Document management options (Invoice, Incoming invoice, Delivery note, Retail sales, Warehouse issue) are only available for documents in Closed status (or beyond), because until then the reservation can still change. For a document in Draft status you can use Download > PDF preview and the XLSX exports — if you need the final copy, close the document first (even with the Close and download option). Also make sure the row is selected in the table, because without a selection the buttons are not active.
The Actions tab of the stock reservation list has no separate send-email button. Select the document, then on the Additional functions tab use the New email button and choose the External mail client or the Internal mail client — you can view the emails sent earlier with the Sent items button.
A Warehouse issue records that the goods have actually left the warehouse. A Stock reservation, in contrast, only sets aside the given quantity for a partner or a deal, without shipping. If you later issue the reserved goods as well, select the closed reservation and create an issue document from it with Document management > Warehouse issue — you do not have to enter the items again.
Filter the list down to the documents you need on the Search tab, then use Download > XLSX list to export the entire, currently visible list into a spreadsheet — even without selecting anything. If you also need the items, use the XLSX item list option.
The Stock reservation module only appears under Main menu / Stock management if it is assigned to your user. If you do not see it, ask your system administrator to check the module assignment in your user settings.
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