Create and Manage Order Source Reservations

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Use this article when you need to hold a set quantity of an item for one order source, like Amazon, Shopify, or a wholesale account, so other order sources can't use it up. This article covers creating, editing, and deleting Order Source Reservations, and checking their status.

This article does not cover creating a new order source. See Create an Order Source to set that up first.

Before You Begin

• The order source you want to reserve for must already exist. See Create an Order Source if you still need to set one up.
• Know the SKU, order source, and quantity you want to reserve before you start.

How Order Source Reservations Work

During fulfillment, Infoplus checks whether the ordered items have a reservation for that order source (like Amazon or Walmart).

• If a reservation exists and the order is for the reserved quantity or less, the order fulfills.
• If a reservation exists and the order is for more than the reserved quantity, only the reserved amount fulfills. The rest backorders, if you allow it, or doesn't fulfill.
• A reservation can apply across all warehouses or to a single warehouse. An all-warehouse reservation holds the quantity for that order source no matter which warehouse fulfills the order. A warehouse-specific reservation only holds quantity at the warehouse you choose, so inventory at your other warehouses stays available to other order sources.
• Order Source Reservations do not refill automatically. Every order fulfilled against a reserved order source lowers that reservation's quantity. When new inventory comes in, you need to manually edit the reservation to hold stock for that order source again, or create a new one.

Example: You have 1,000 aprons in stock. You reserve 500 for Bob's BBQ. An order for 600 aprons comes in from Bob's BBQ. Only 500 fulfill for Bob's BBQ. The remaining 100 backorder, if you allow it, or don't fulfill.

If an order comes from a source with no reservation, only the inventory left over after other reservations is available to it. If that source orders more than what's left, the unfulfilled portion gets tagged "ipsys-dnf-rr" (did not fulfill, retail reservation).

Steps 

Create an Order Source Reservation

1. Go to the Order Source Reservation table
2. Click Create New
   
3. Select the SKU for the item you want to reserve
4. Select the Order Source you want to reserve the product for. The amount of inventory available will display in the Unreserved Quantity field. You can't reserve more than you have in stock. To reserve quantity against sources that aren't specified, use Not Specified as the Order Source.
   
5. Select the Warehouse scope for the reservation. Choose All Warehouses to reserve the quantity across every warehouse, or select a specific warehouse to reserve the quantity at that location only. A warehouse-specific reservation only holds inventory at the warehouse you select. Inventory at your other warehouses stays available to other order sources.
6.  Enter the amount you want to reserve in the Reserved Quantity field.
7. Click Save. The quantity will be reserved for the selected order source.

Edit an Order Source Reservation

1. Go to the Order Source Reservation table
2. Click the Order Source Reservation you want to edit to open it
3. Click Edit
4. Make your changes and click Save

Delete an Order Source Reservation

1. Go to the Order Source Reservation table
2. Hover over the Order Source Reservation you want to delete and click the double arrows at the end of the record. 
3. Click Delete
4. Click OK to confirm deletion. The Order Source Reservation will be deleted.

Manage a Reservation from an Item Record

Changes made here automatically update the Order Source Reservation table. Return to the Order Source Reservation table for full editing options.

1. From any item with an active Order Source Reservation, select the Order Source Reservation tab. If the tab is not visible, click + More Tabs to locate and use it.
2. Click Edit to add or remove quantity in the Reservation for the order source you want to update.
   
   
   
   

What You Should See

Once you click Save, the reservation is created, updated, or removed right away. Here's where to check that it worked: 

• The reservation appears (or no longer appears) in the Order Source Reservation table.
• On an order, check the Shipped Quantity field for each line item to see how much of that item actually shipped.
• On the item record, click the Order Source Reservation tab to see the current status of any reservations for that item.
• To see how an order affected a reservation's quantity, go to the Order Source Reservation table, hover over the record, click the double arrows, and select Audit.

Troubleshooting

If an order doesn't fully fulfill and is tagged "ipsys-dnf-rr":

Why this happens: The order source didn't have enough reserved quantity to cover the full order, or the order came from a source with no reservation and other order sources are holding the available inventory.

How to fix it:

• If you allow back ordering, the remaining quantity backorders automatically. If not, that portion of the order won't fulfill.
• Set up a filter action notification to get alerted whenever an order is tagged this way.

If an order source shows a negative Orderable quantity even though you have enough inventory overall: 

Why this happens: The total quantity reserved across all order sources can't exceed what's available, but a single order source can be reserved for more than its current demand. When that happens, the extra reserved quantity reduces what's left for other order sources, which can push their Orderable quantity below zero.

How to fix it:

• Treat a negative Orderable quantity as a signal to review your reservations, not a sign of a stock problem.
• Check whether an order source is reserved for more than it needs and lower the reserved quantity to free up inventory for other sources.

Error message, "An unexpected error occurred getting order reservation breakdown data," occurs when I try to Edit from the Order Source Reservation tab:

Why this happens: This is an expected error that occurs when the selected item does not have an existing order source reservation. 

How to fix it: 

• Create an Order Source Reservation from the Order Source Reservation table
• No fix needed if no Order Source Reservation exists or is needed

Next Steps

• If you want to look up what a system tag like "ipsys-dnf-rr" means, see System Tags.
• If you want to get alerted when an order doesn't fulfill because of a reservation, see Set Up Filter Action Notifications.