Source: https://oguzerol.com/en/reserved-stock-tracking-app/

[![Separate on-hand and available stock. Illustrative interface: On hand: 24 | Reserved: 8 | Available: 16 | Release reservation. See reservations separately; Know available stock; Release stock on cancellation.](https://oguzerol.com/gorseller/hizmet-kapaklari/rezerve-stok-takip-uygulamasi-seri-v1-en.webp)

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# Separate Reserved Stock from Available Quantity

[Oğuz Erol](https://oguzerol.com/en/about-me/)  |  4 min read

Goods on the shelf may already be promised to other customers. I can turn the allocation process in your Excel and Google Sheets files into a custom app that shows physical stock, reservations and available quantities separately, with the order behind each reservation visible.

## Update allocations when an order changes

A sales colleague opens a reservation for the product and quantity on an order. Reducing the order releases the difference, while cancellation releases the allocation. At delivery, the reservation closes and the actual stock issue is recorded. We design these steps together so the reservation and issue do not deduct the same quantity twice.

## Test two requests for the last item

Order, reservation and available-stock screens make a focused first version to try quickly. We specifically test two salespeople trying to allocate the final item at the same time. The decision must be checked against current quantities when saved, rather than relying only on an earlier screen value. Expiring reservations or authorised exceptions can be added to match your sales process.

## How are physical, reserved and available quantities separated?

A reservation means goods are held for an order, not that they have left the warehouse. I would define this at product and warehouse level, adding batch detail if required. The stock system of record is agreed at the start.

| Quantity | Meaning |
| --- | --- |
| Physical | Goods recorded in the warehouse |
| Blocked | Goods unavailable because of damage, inspection or another restriction |
| Reserved | Goods allocated to active orders but not yet dispatched |
| Available | Physical quantity less the distinct blocked and reserved portions |

**Illustrative scenario:** An open order, a quality hold and a new sales request affect the same product. If blocked goods cannot be reserved, the calculation is physical stock minus blocked stock minus active reservations. If a quantity can carry both statuses, transitions need explicit rules to avoid subtracting it twice.

## Why do sales and warehouse teams need different permissions?

Sales staff request allocations for orders they can access. Warehouse staff record quantities actually dispatched. A manager may extend a reservation or change its priority. Each change should retain the order, product, quantity, user and reason.

A warning on screen is not sufficient for concurrent allocation. I design the save-time check and allocation together so the same available quantity cannot be assigned to two orders. A failed request should clearly show what was allocated and what remains short.

## What happens with partial dispatch, expiry and returns?

A partial dispatch closes only the reservation for the quantity sent. The rest can stay allocated to the order. The physical stock issue and release of the corresponding reservation are processed together, avoiding another deduction from the available balance.

If expiry and dispatch happen together, the valid state transition needs a defined rule. A scheduled expiry process cannot release an old reservation again after dispatch. Returned goods need not become available for sale until the agreed inspection is complete.

## What would we verify in the first version?

- Attempt to reserve the final available item simultaneously from different accounts.
- Repeat a save request and check that it does not create another reservation.
- Compare all balances after an order reduction, cancellation and partial dispatch.
- Test expiry during dispatch and attempts to allocate without permission.

An Excel or Sheets list can provide a starting structure with order identifier, warehouse, product, allocated quantity and status. A shared app becomes more valuable when separate teams make simultaneous decisions about the same stock. AI can summarise outstanding reservations; numerical rules determine allocation. Selling against future supply or promising delivery dates requires separate scope.

## Frequently Asked Questions

### Can a reservation expire automatically?

If your business uses time-limited allocations, we can define an expiry date and agree how the quantity is released and the order owner informed.

### Does insufficient stock prevent an order being accepted?

Order acceptance and stock allocation can be separate decisions. We can allow backorders or reserve only the available quantity, following your rules.

## Discuss your workflow

Describe your workflow on the [contact page](https://oguzerol.com/en/contact/).

## Related services

- [Track Stock by Colour and Size Variant](https://oguzerol.com/en/variant-stock-tracking-app/)
- [See Stock by Warehouse on One Screen](https://oguzerol.com/en/multi-warehouse-stock-tracking-app/)

[Back to top ↑](https://oguzerol.com/en/reserved-stock-tracking-app/#icerik)

## You may also find these useful

[See Stock by Warehouse on One ScreenSee quantities by warehouse, goods in transit and received transfers in one custom panel, starting from your Excel or Google Sheets records.](https://oguzerol.com/en/multi-warehouse-stock-tracking-app/)[Custom Inventory Tracking Software Your Whole Team UsesWhen off-the-shelf inventory software doesn't fit, I turn your stock sheet into a web app with warehouses, reserved stock and roles your team uses on phones.](https://oguzerol.com/en/inventory-tracking-system-setup/)[Let Dealers Submit Orders Through Their Own PortalConnect Excel or Google Sheets order lists to a dealer portal where dealers choose items and your team reviews requests with relevant catalogues and prices.](https://oguzerol.com/en/dealer-order-entry-portal/)

[Browse all articles →](https://oguzerol.com/en/articles/)

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