Stock reservation

Stock reservation sets goods aside for an order before anyone packs it. Nothing moves on the shelf. The goods stay where they are, but no other order can take them. The same screen also lists every reservation in the company, so you can see who holds what and release goods that are no longer needed.

Where to find it: Warehouse → Order handling → Stock reservation

Earlier name

Earlier versions of Complaia called this screen Picking. Only the name changed. Goods are physically collected later, at Order packing.

When you'll use it

• At the start of the day, to set goods aside for new orders before anyone packs them.
• To hold the last pieces of a product for one particular order.
• To check, order by order, whether the stock in your warehouse covers what is waiting.
• After a delivery arrives, to top up orders that were reserved only partly.
• To see who reserved a product and since when, and to release goods that an order no longer needs.

Key concepts

• A reservation holds stock for one document. The quantity on hand stays the same. The reserved quantity goes up and the available quantity goes down by the same amount. For example, 10 pieces are on the shelf and you reserve 4 for order ORD-1042. Now 6 pieces are available for other orders.
• It takes what is there. Each line gets as much as the available stock allows. If stock is short, the order is reserved partly and stays on the list. This is a normal result, not an error.
• You can reserve again. A second attempt reserves only what is still missing. Reserving the same order twice never doubles anything.
• One warehouse per document. With the advanced warehouse type, a document is reserved in one warehouse: the one where the goods will be packed. Complaia does not take the rest from a second warehouse on its own. Once a document has reservations in a warehouse, it is reserved only there. If goods are missing in that warehouse, move them there with a stock transfer.
• Zones. Inside the warehouse, Complaia chooses the zone (a segment of the warehouse). It takes one zone that covers the whole line, otherwise the zone with the most available stock. You can also split a line between zones yourself.
• Stock does not go down here. It goes down later, when the packed box leaves the warehouse: at Shipment handover, at Loading, or when a customer collects it.
• The order status does not change. There is no "reserved" status. The status moves on with packing and handover. See Fulfilment.
• Packing can reserve too. If a line has no reservation when someone scans it at packing, the scan reserves the goods at that moment. Such reservations show Packing as their source.

What appears in the list

Document	It is on the list when
Order	Something on it is not reserved yet, and its status is not of the Completed or Cancelled type. See Order statuses.
Logistics order	It is a shipment created without an order, it has at least one product from your catalog, and it is not cancelled, delivered or archived. A shipment linked to an order never appears. You reserve the order instead.
Claim	Someone has decided that the customer gets a new unit: Replacement with the same model, Exchange for a different variant or Customer keeps the product and gets a replacement. A proposed solution is not enough. Returns never appear.

A fully reserved document leaves this list and waits on Order packing.

Reservation statuses

Status	Meaning
Reserved	The goods are set aside on the shelf.
Packed	The goods are in a closed box. They are still reserved, because they have not left the warehouse.
Issued	The box has left the warehouse, so the goods are no longer in stock.
Cancelled	Someone released the reservation, or the document no longer needed the goods.

The screens

The list

The screen opens with two tabs above the table:

• To reserve: documents with something still to reserve, oldest first.
• Reservations: everything that is set aside in the company. See The Reservations tab.

With the advanced warehouse type, the To reserve tab has a warehouse selector next to the tabs, labelled You reserve in warehouse. It does not filter the list. It decides which warehouse the Reserve buttons take stock from, and which warehouse the Reserved column counts. Your choice is remembered in this browser.

Column	What it shows
Number	The document number. Below it, the type (Order or Logistics order) and the order number from the sales channel, if there is one.
Status	The order status.
Products	The first product with its photo, code and attributes, then how many other products there are.
Customer and delivery	The customer, the company, the carrier or delivery method, and the delivery address.
Reserved	How much is reserved for this document, for example 1 of 2 pcs, with a bar. A short note below says what Reserve would add from the selected warehouse, or that the document is reserved in another warehouse. Stock unknown means the figure could not be loaded.
Action	The Reserve button for the whole document. It is greyed out when it cannot add anything. Point at it to see why.
When	The order date. Below it, the delivery date of the shipment, which turns red when it has passed. After 3 days the document shows waiting N days in amber, after 7 days in red.

Use the filters to show only one document type or one status.

The header has Refresh and Reserve all.

📷 Screenshot to add: the To reserve tab with the warehouse selector, one row fully covered and one row with a partial bar in the Reserved column.

One document

Click a row to open the document. The header shows the document number, Refresh and Reserve everything.

Warehouse cards. If the goods of this document lie in more than one warehouse, a section You reserve in warehouse lists them, one card each. A card tells you:

• how much of what is still missing this warehouse has;
• how much is available there, and how much is already reserved there for this document;
• whether it is your Default warehouse, or the warehouse the shipment leaves from.

Click a card to reserve in that warehouse. When the document already has reservations in one warehouse, the other cards are greyed out with the reason. If you reserve in a warehouse other than the one the shipment leaves from, an amber note warns you that the goods will need a transfer.

Lines. One row per line of the order or shipment:

• the product photo, code and attributes, and how many parcels one piece ships in;
• Reserved with, for example, 1 of 3 pcs and a bar;
• the reserve button, for example Reserve 2 pcs. The number is what the selected warehouse can give right now. The button disappears when the line is fully reserved. It is greyed out when the selected warehouse has nothing available for it.

Under each line, a block shows where the goods are:

• what is already reserved for this document, with the warehouse, zone, status, box code, who reserved it and when;
• the available stock in each warehouse and zone. Reserving here marks the selected warehouse. Reserve in this warehouse switches to another one, while the document is not yet tied to a warehouse.
• If the product is not available anywhere, the block says so and suggests production or a purchase.

A line without a product from your catalog cannot be reserved. It says so, with Open order to link the line to a product.

Sets. A set has no stock of its own, so its products are reserved. The set row shows Reserved sets (and Packed and Issued when there are any) and the button Reserve the set. Its products follow below, each like a normal line.

Order card. On the right, a card shows the status, order date, customer, delivery address, phone, payment and customer notes. Open order opens the order in a new tab.

📷 Screenshot to add: a document with two warehouse cards, one line with the Reserve button and the block below it showing reserved goods and the available stock per zone.

The Reservations tab

This tab lists the reservations of the whole company, oldest first. It starts with the filter Status = Active, which shows Reserved and Packed goods. Remove the filter to see issued and cancelled reservations too. You get here also from the View reservations link on the Reserved tile of Stock levels.

Column	What it shows
Product	The quantity, product name, code and attributes.
Status	Reserved, Packed, Issued or Cancelled.
Document	The document number, with its type below: Order, Logistics order, Claim or Production order. A Manual reservation has no document.
Location	The warehouse and zone. For packed goods, the box code is below. Shown only with the advanced warehouse type.
Action	What you can do with the row. See below.
Source	How the reservation was made: Stock reservation, Reserve all, Packing, Production or Manually. The person's name is below. Older reservations show a dash.
Since	today, yesterday or the number of days. Amber after 3 days, red after 7 days.

Search by document number or product. Click a row to open stock reservation for that document.

Actions on a row:

• Release — returns reserved goods to available stock. The document goes back to the To reserve list.
• Unpack — for packed goods. It opens the packing station of that document, because only unpacking the box releases its goods.
• The link icon on a production order row opens that production order. Its reservations are released there.
• Fulfill reservation (check icon) — only for a manual reservation. It takes the goods off stock and closes the reservation. This cannot be undone.

Common tasks

Reserve one line

1. Open Warehouse → Order handling → Stock reservation and click the document.
2. If you see warehouse cards, check that the right warehouse is selected.
3. Find the line and click its reserve button, for example Reserve 2 pcs.
4. Check the product, attributes and quantity in the window Reserve this line?.
5. Click Reserve.
6. Read the message, for example Line reserved. or Partially reserved: 1 pcs missing in stock.

The same product can stand on more than one line. Complaia then fills the lines from the top. The window warns you about this with A line above comes first, and says how much goes to the line above.

Reserve a whole document

1. Open the document from the list.
2. Click Reserve everything in the header.
3. Read the window. It shows the first product, how many other products there are, and how much of what is missing the available stock covers.
4. Click Reserve everything.
5. Read the message: Order fully reserved. or a message saying how many pieces are still missing.

You can also click Reserve in the row on the list. It does the same for the whole document, without opening it.

Reserve the whole list

1. On the To reserve tab, choose the warehouse in You reserve in warehouse, if you see it.
2. Click Reserve all.
3. Read the window. It says how many documents will be handled, oldest first. A long list is handled 200 documents at a time. Run it again for the rest.
4. Click Reserve all. The button shows the progress, for example Reserving 12/40….
5. Read the summary. It counts the documents reserved in full, in part and not at all.

Documents are handled one after another. When stock is short, the oldest document gets it first. Documents that are tied to another warehouse, are being reserved at another station or have just closed are skipped. The summary gives their number.

Take a line from chosen zones

Use this when you want to decide which zone the goods come from, for example to empty one zone first. It works with the advanced warehouse type, for products that ship as one parcel.

1. Open the document and select the warehouse.
2. In the block under the line, find the zones of the selected warehouse.
3. Set the quantity for each zone with the counters. A note From zones sums up your choice.
4. Click Reserve N pcs from zones next to the line.
5. Confirm in the window.

While zone quantities are entered, Reserve everything is blocked. Reserve those lines first, or click Clear next to them.

Check whether a document can be covered

1. On the To reserve tab, select your warehouse.
2. Read the Reserved column. A full green bar means everything is reserved. An amber bar means something is still missing, and the note says how much of it the warehouse can cover.
3. Open the document to see, line by line, where the goods lie, also in other warehouses.

Release a reservation

1. Open the Reservations tab.
2. Find the row. Search by document number or product.
3. Click Release.
4. Read the window. It says that the goods return to available stock and that the document goes back to the list of documents to reserve.
5. Click Release.

Packed goods cannot be released here. Click Unpack to open the packing station, and unpack the box there. See Unpack a box.

Start from the order

On the order page, the goods section shows a Reserved column. While something is still missing, a button Open stock reservation with a count, for example 2/5, opens this screen for that order.

When it doesn't work

What you see	Why	What to do
Nothing could be reserved: no stock. or a message that the warehouse has nothing available for the item	Nothing is available in the selected warehouse. Goods reserved for other documents do not count.	Check the Reservations tab to see who holds the product. Receive more goods, move them from another warehouse, or release a reservation that is no longer needed.
Partially reserved: N pcs missing in stock.	The stock covered only part of the line.	The rest stays on the list. Reserve again after the goods arrive.
The reserve button is greyed out	The selected warehouse has nothing available for this line. Point at the button to see whether another warehouse has it.	Click Reserve in this warehouse in the block under the line, or move the goods with a stock transfer.
Reserve everything looks blocked	Zone quantities are entered on a line, or no line can be reserved right now. Point at the button to see the reason.	Reserve or clear the zone quantities. If nothing is available, wait for goods.
A band Stock reservation stopped, saying the document is reserved in another warehouse	The document already has reservations in that warehouse, so it is reserved only there.	Reserve in that warehouse, move the goods with a stock transfer, or release the document's reservations on the Reservations tab and then choose another warehouse.
A band Stock reservation stopped, saying the document is already closed	The order or shipment was cancelled, completed or delivered.	Nothing to reserve. Boxes with its goods wait on the To unpack tab of Order packing.
Stock reservation for this document is already running at another station. Try again in a moment.	Someone else is reserving the same document right now.	Wait a moment and try again.
Stopped after N orders: the following attempts kept failing.	Reserve all stops after three failures in a row.	Look for a stocktaking banner at the top of the page. Try again when the session is finished.
The banner Warehouse frozen: stocktake INW-2026-001 in progress	A stocktaking session is open. Reserving is blocked for everyone until it is posted or cancelled.	Wait, or click Count → on the banner to help finish it.
Stock unknown in the Reserved column	The figures for this row could not be loaded.	Click Refresh. Reserve still works. Complaia never reserves more than is missing.
The document you want is not on the list	It is fully reserved, it is closed, or it is a claim without a decision for a replacement.	Look on Order packing. For a claim, record the decision first. See Claims & returns.
This shipment is linked to an order. Reserve the stock for the order instead.	A shipment with an order behind it is reserved through the order.	Open the order on the list.
No-warehouse mode is turned on, so stock reservation and order packing are skipped.	Your company ships orders without passing them through the warehouse.	Create the shipment from the order. See Fulfilment.
No Release button on a row	The goods are packed, the reservation belongs to a production order, or you do not have the Warehouse: Reservations permission.	Unpack the box, release it in the production order, or ask an administrator.
The order was fully reserved, but its status did not change	Reserving never changes the status.	Pack the order. The status follows packing and handover.

Permissions

To do this	You need
See Stock reservation in the menu with both tabs, and reserve	Stock reservation
See only the Reservations tab	Warehouse: Reservations
Release a reservation, fulfil a manual reservation	Warehouse: Reservations
Use Unpack on a packed reservation	Order packing
Open the order from Open order	Orders: View

The built-in Warehouse worker role has all of these. The role editor adds Warehouse: View when you tick Warehouse: Reservations.

Away from the browser

The same reservations can be made away from the browser, with the same rules:

• On a POS terminal, the tile Stock reservation. A terminal always reserves in its default warehouse, because it stands in that warehouse. There is no warehouse choice on the terminal. A terminal without a default warehouse lets Complaia choose. See POS terminals.
• In the mobile app, the tile Stock reservation in the Order handling section. It needs the Stock reservation permission.

Related

• Order packing — the next step
• Shipment handover and Loading — where reserved goods finally leave stock
• Stock levels — quantities, reserved and available figures
• Stock transfer — move goods to the warehouse where you reserve
• Fulfilment — how the order status follows the warehouse
• Warehouse overview