Conditions and reservations

Two separate mechanisms stop stock being sold without it leaving the building. Both reduce what the till can sell, and neither is obvious from the on-hand figure.

Stock conditions

Where

Stock → Warehousing → Stock Conditions

Plan

Professional and above

Permission

Inventory → Shelf

How to mark stock damaged or quarantined

1. Go to Stock → Warehousing → Stock Conditions and click New movement.
2. Pick the Product — you can scan it — and the Location.
3. Pick the Stock row. Each option shows the on-hand, like “Base product · on hand 12”.
4. Leave From condition as Available and set To condition to Damaged, Quarantine, Hold, Scrap or Recalled.
5. Enter the Quantity.
6. Pick a Reason — Quality check, Damage observed, Expiry, Customer complaint, Vendor recall, Regulatory recall, Legal hold, Investigation, Pending scrap, Release from hold, Reclassification or Other.
7. Add Notes and click Save.

To put stock back, make the opposite movement — From damaged, To available, with the reason Release from hold.

The button is controlled by an oddly-named permission

New movement is gated on the shelf create permission, not a condition one. If a manager can see this screen but not the button, that is the permission to grant.

Stock sits in one of six conditions: available, quarantine, damaged, scrap, hold or recalled. Only available stock can be sold.

This screen records moving a quantity from one condition to another — marking units damaged, quarantining a batch, releasing a hold. Each movement needs the item, the branch, the specific stock or batch, the quantity, and a reason from a list: quality check, damage observed, customer complaint, vendor or regulatory recall, legal hold, investigation, expiry, pending scrap, release from hold, reclassification, or other.

Movements cannot be edited or deleted. The screen is an append-only log — to undo something, move the stock back the other way.

Non-available stock genuinely cannot be sold

This is not a filter someone might forget to apply. Each condition is a separate figure, and the till only ever looks at the available one. Move stock to damaged and it is gone from what a sale can draw on, immediately.

What it does not do is announce itself. Nothing on the ordinary stock figure flags that some of it is blocked, so a puzzling shortage is worth checking here.

Expired stock is blocked automatically overnight

A job runs once a day and moves any batch past its expiry date from available to damaged, recording it with the reason “expiry”. You will see movements here that nobody created.

Stock reservations

Where

Stock → Warehousing → Stock Reservations

Plan

Growth and above

Permission

Inventory → Reservation

How to hold stock back for someone

1. Go to Stock → Warehousing → Stock Reservations and click New reservation.
2. Pick the Product, the Variant and the Location.
3. Enter the Quantity.
4. Set Reserved for: Manual, Layaway, Quote or Order.
5. Optionally pick the Customer, set Expires at, and add Notes.
6. Click Save.

How to release or use a reservation

On an Active reservation’s row menu:

Action	What it does
Extend	Pushes the expiry out — defaults to a week ahead
Consume	Uses the whole reserved quantity up
Release	Frees it back to available stock

Anything that is not Active cannot be changed.

A reservation sets a quantity aside. On-hand does not change — what drops is what is available to sell.

Reservations arrive two ways:

• Automatically, from a layaway or a pickup-later sale, or when a backorder is allocated stock.
• By hand, on this screen — item, branch, quantity, what it is for, optionally a customer and an expiry date.

The two routes check availability differently

A reservation you create by hand is checked, and refused if there is not enough available.

A reservation created automatically by a layaway or pickup-later sale is not checked, deliberately — so a sale at the counter never fails over a shortfall. The consequence is that those sales can reserve more than you actually have.

Acting on one

An active reservation can be:

• Extended — push the expiry out.
• Consumed — the goods go to the customer. This takes the quantity out of both the reservation and your on-hand.
• Released — the hold is dropped and the stock returns to available, with nothing shipped.

Statuses are active, released, expired and consumed.

Expiry is swept once a day, not at the moment it passes

An expired reservation keeps holding stock until the nightly sweep runs — up to a day later. If you need it back now, release it by hand.

Where “available” comes from

Putting the pieces together, the quantity the till can actually sell is:

available condition stock − reservations − committed backorders

No single screen shows all three side by side, which is why a stock figure that looks healthy can still refuse a sale. Check conditions and reservations before assuming an error.

Related

• Layaway · Backorders
• Tracking stock movements