Stock reservations

A reservation ties a quantity to the stock request, item and location. When lot tracking applies, it can also point to the lot. State distinguishes an Active claim from one that has been Released or Consumed. Expiration gives the team a date to revisit an unfinished claim. This is useful when the receiving dock has evidence for a return but the final movement has not yet been posted.

Operations Overview calculates available quantity from posted movements after active reservations. That gives operators a shared picture of what remains free for another request. Inventory Coordinator should inspect the item and location together rather than relying on an organization-wide total. A lot with a pending, quarantined or blocked release state requires a separate eligibility decision before it enters normal work.

• Identify. Start with the approved request and the item and location it names.
• Hold. Record the exact quantity and, when appropriate, the lot and expiration date.
• Resolve. Mark the claim consumed when the matched effect is posted or released when the work is abandoned.

Agree the reservation expiry policy for your receiving and refurbishment work. Decide who checks a lot’s release state and expiry date when returned stock is involved. Keep the lot code and owner reference meaningful to the people at the dock. Establish how the team handles a request whose quantity changes after a reservation exists; the claim and the reviewed revision should still agree.

The item base unit should be clear before staff enter reservation quantity. Storage locations should have reliable codes and eligibility notes so the team can distinguish a quarantine area from normal available stock. Reviewers need a simple way to inspect a claim that remains Active past its expiry date. Operators need a clear point at which a released reservation is no longer considered part of available work.

Use an approved request for returned units at a receiving location. Inventory Coordinator identifies a released lot and places an Active reservation against the exact item and location. Open Operations Overview and compare posted quantity with active reserved quantity. Ask a second coordinator to prepare another request for the same location; the first claim should be visible before any new quantity is promised.

Next, walk through a request that is cancelled before posting. Release its reservation and confirm the operations screen reflects the change. For a completed case, match the consumed claim with the movement tied to the parent request. Auditor should be able to follow the request, lot and quantity without treating a reservation as a posted movement.

• Active reservations — Current claims with item, location, lot, quantity and expiry.
• Lot release queue — Lots awaiting a release decision or held from ordinary use.
• Approved requests — Reviewed demand that may need a quantity claim.

See stock execution and request review.