In this module you manage Stock reservation documents. A stock reservation document records that you are setting aside a certain quantity of products for a partner or for an order to be fulfilled later: the products are still physically in the warehouse, but the system already treats them as reserved, so nobody else can promise them. This guide walks you through the editor page of a single document: how to create a new one, how to add items, how to close it for good and what happens to your stock in the meantime.
The possible statuses of a Stock reservation document are: Draft, Closed, Cancellation, Cancelled — a new document always starts as a Draft; the meaning and restrictions of each status are explained in the Frequently asked questions section.
The screenshots in this guide were taken in the Hungarian interface; where a button is visible in an image, its Hungarian name is given in brackets.
Click Main menu / Stock management / Stock reservation / New and an empty document opens. You can open an existing document from Main menu / Stock management / Stock reservation / List. At the top of the page you find the Actions, Additional functions and View and layout tabs, below them the document header, then Items and the further tabs.
The header contains the following fields — you can find a detailed description of the required and optional fields in the Field reference section:
You record the content of the document on the Items tab with the buttons above the item table. There are several methods — choose the one that is fastest in your situation:
On the Properties tab of the item window (New button) you can choose from the following buttons:
In the item window you also see the stock figures of the selected product: Physical (the quantity actually in the warehouse), Reserved (the quantity already reserved), Available (what can still be reserved) and Incoming (the quantity on its way but not yet received). On the Warehousing master data tab selecting the Site is mandatory — it determines which site's stock is reserved — and here you can also enter the Storage locations and shelves (location code) and the Pallets and containers data.
Further buttons above the table: Open edits the selected item, Delete removes it, Cloning duplicates it, Product label prints a label, Template loads a saved item template and Product card opens the record of the selected product. The New, Quick add, Product search, Barcode collector, Import, Delete and Cloning buttons can only be used on a Draft document, and Open, Delete, Cloning and Product card also require a selected item.
Besides the Items tab there are further tabs:
On the Actions tab you find the buttons that control the life cycle of the document:
On the Additional functions tab you find extras that help your daily work: viewing the Sent items, sending a New email (through an External mail client or the Internal mail client built into the system), creating a New product or New partner, creating a New task for the document, and opening the Partner card of the partner.
On the View and layout tab, the Interface and behavior button lets you customise how the page is displayed and the Columns button lets you customise the columns of the item table. These settings are saved for your user, so they are kept the next time you sign in.
Before you reserve, always check the Available stock in the item window: if, for example, 10 pieces are in the warehouse but 8 of them are already reserved, only 2 pieces are left that you can still promise. With many items the Barcode collector is the fastest: type or scan the barcode and the quantity line by line (e.g. 5901234123457;3) and the system creates all the items at once.
The fields in the header and on the tabs of the document, and what they mean:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The unique identifier of the document. It is created automatically at the first save and cannot be edited by hand. | |
| Document date | The day the document was created; it is filled in automatically and cannot be edited. | |
| Performance date | The date the reservation is fulfilled; selectable from a calendar, today by default. | |
| Status | The state of the document (Draft, Closed, Cancellation, Cancelled). Draft for a new document; the system changes it as a result of actions (closing, deleting). | |
| Currency | The currency of the document (e.g. HUF, EUR). It cannot be changed on a closed document. | |
| Exchange rate | Only shown if the currency differs from the company base currency. The system fills it in when you change the currency; you can adjust it if needed. | |
| Partner company name | The name of the partner you are setting the stock aside for. With the icon you can create a new partner, and the partner details of the document are filled in automatically. | |
| Partner contact person | The contact person on the partner side; with the icon you can add a new contact to the selected partner. | |
| Partner address | The address of the partner; with the icon you can add a new address to the selected partner. | |
| Customer comment | Text addressed to the partner that also appears on the printed/downloaded document; can also be loaded from a saved text template. | |
| Internal comment | A note visible only inside the company. | |
| Billing address | Selectable on the Settings tab: which company address appears on the document. | |
| Project, Job number, Department number | Optional classification data on the Settings tab, for reports and filtering by cost centre. If the value does not exist yet, you can create it on the spot with the icon. |
The default columns of the item table on the Items tab and what they mean:
| Field / Column | Required | Description |
|---|---|---|
| Name | The name of the product on the item; filled in automatically when you select the product. | |
| Item number | The unique item number of the product, which identifies it in the master data. When you type it, the system offers the matching product. | |
| Quantity | The quantity to reserve, in the unit of the product (e.g. pcs). You can enter decimals. On closing, the Reserved stock of the product increases by this amount. | |
| Net unit price | The net price per unit; calculated from the Net base price and the Discount / Surcharge, but it can also be edited by hand in the item window. | |
| VAT rate | The VAT rate that applies to the item (e.g. 27%). | |
| Net value | The total net value of the item (quantity × net unit price), calculated by the system. | |
| VAT value | The VAT amount of the item, calculated by the system. | |
| Gross value | The total gross value of the item, calculated by the system. At the bottom of the item table you see the net, VAT and gross totals of the whole document. | |
| Site | Selectable on the Warehousing master data tab of the item window: which site's stock is reserved. |
The set of visible columns can be customised under View and layout / Columns — the list above shows the default view.
The system assigns the document number automatically at the first save, so that the numbering stays continuous and unique. That is why it is empty before saving, and it can never be changed by hand.
Closing finalises the document and that is when the stock is reserved, so the items and the header can no longer be edited, and the item buttons are inactive too. The Close button is only available for Draft documents as well. If you need to correct something, use the Delete and copy option, or make a copy with Document management / Cloning and correct that copy.
Save only records the data: the document stays a Draft, you can come back and edit it any time, and the stock is still free. Close finalises the document, and that is when the quantity is added to the Reserved stock of the products. If you are sure about the data, Save and close does both in one step.
Delete the document with the Delete button (possible for Draft and Closed documents). The original document becomes Cancelled, the system creates a Cancellation document next to it, and the reserved quantity returns to the available stock. A deleted document cannot be restored — if you still need the reservation, create a new one or use the Delete and copy option.
Not automatically. Closing a Warehouse issue document reduces the physical stock but does not release the reservation: it stays until you delete the stock reservation document. Once you have issued the goods, delete the reservation document too, otherwise the Reserved stock of the product stays unnecessarily high and the Available stock looks lower than it really is.
These buttons refer to a specific item, so they are only active when you have selected a row in the table. On a closed document item editing is not allowed, so the item entry buttons cannot be used there either.
The follow-up documents (Invoice, Incoming invoice, Delivery note, Retail sales, Warehouse issue), the CSV and PDF download and the Sent items are only available from a Closed document. Close the reservation first and then you can use them. Cloning, on the other hand, works without closing.
Under Main menu / Stock management / Stock reservation / List you see all documents, and you can search and filter there as well. You can read about using the list in detail in the Stock reservation list guide.
The module is only shown in the menu if it is assigned to your user. If it is missing, ask your company administrator to check the module assignment of your user.
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