Check-in for field sales team Forecasts and Quotas Managing Quotes Deals Module in Vtiger CRM One View in Deals Setting up Playbooks Appointment Pages in Vtiger The Deal Journey View Deal Revenue Line Items Email Sequences in Vtiger Deal Recommendations Stock Adjustments One Growth Edition Gamification Vtiger Sales Insights Field Sales Mobile App Pricing Guidance Field Sales App Multiple Addresses Custom domain Purchase Returns Sales Returns

Feature Availability

Vtiger Editions: One Pilot | One Growth | One Professional | One Enterprise

Introduction

Stock reservation is a key inventory control practice used by businesses to block or set aside a specific quantity of stock for future sales or purchase commitments. This ensures that the reserved products are not sold, shipped, or consumed for any purpose other than fulfilling the customer's requirement until the customer's requirement is fulfilled.

Businesses typically reserve stock when a commitment has already been made, with the actual delivery or receipt occurring later. By reserving the quantity in advance, companies can avoid overselling, customer dissatisfaction, and inventory confusion.

Stock reservation becomes essential in scenarios such as:

• A customer places an order but schedules delivery for a later date.
• Customers make partial payments now and complete payments upon delivery.
• Customers request partial delivery now and full delivery later.
• A business faces delays or constraints and is temporarily unable to receive products even after payment is completed.
• Certain goods must be reserved for specific customers, projects, or contracts.

In all these situations, stock reservation ensures inventory availability, priority handling, and reliable order fulfillment.

Vtiger's Stock Reservation Module

The Stock Reservation module in Vtiger CRM allows businesses to reserve product quantities directly in the CRM, preventing them from being sold or delivered to others prematurely. This reserved quantity is stored in a Stock Reservation record, ensuring complete traceability and control.

Using this module, you can:

• Select one or more products and reserve specific quantities for upcoming deliveries or commitments.
• Prevent reserved quantities from being used in other sales or purchase workflows.
• Release reserved stock when it is no longer required, automatically adding it back to the available Qty. in Stock.
• Create Sales Orders from the reservation record during actual delivery.
• Set an expiry date for reserved stock to avoid holding quantities indefinitely.
• Cancel reservations when customer commitments change

Overall, the Stock Reservation module in Vtiger helps you avoid overselling, honor prior obligations, and ensure smooth inventory operations by keeping reserved stock separate and protected from regular stock movement.

Key Features

• Reserve product stock to prevent accidental sale or usage.
• Create Stock Reservation records from multiple CRM modules.
• Automatically update Qty. in Stock based on reservation actions.
• Group similar products when created from Sales Orders or Quotes.
• Reserve, unreserve, cancel, or expire stock as required.
• Set expiry dates for reserved quantities.
• Create Sales Orders directly from Stock Reservation.
• Supports multi-product reservations in a single record

Stock Status

A Stock Reservation record can have the following statuses:

• New – When you create a new Stock Reservation record.
• Reserved – When you reserve product stock. Under this, you can mark the reservation as:
  • Cancel – Cancel the reservation.
  • Ordered – Mark the reserved stock as ordered.
  • Order and Add Sales Order – Convert the reservation into a Sales Order.
• Ordered – When you unreserve the stock because it has now been ordered.
• Cancel – When you cancel a reserved record.
• Expired – When the Reserve Until date has passed.

Stock Reservation record

A Stock Reservation record is referred to as:

• Reserved - When you reserve Qty. in Stock for products.
• Ordered - When you unreserve Qty. in Stock for products.

What Happens to Stock?

When stock in a Stock Reservation record is reserved, unreserved, canceled, or expired, Vtiger automatically updates the Qty. in Stock for the product:

• Reserving stock reduces the available quantity.
• Unreserving, canceling, or expiring returns that return the quantity to stock.

This ensures the Products module always shows correct stock levels.

Consider the Scenario

A key customer places a large Sales Order for 50 units of Product B.

Your warehouse has:

• 120 units in stock
• But 70 units are already committed for other incoming Sales Orders.

To ensure this new order can be fulfilled on delivery day, you need to reserve the stock so no other team accidentally allocates it.

When

Stock Reservation is used when:

• The sales order has been confirmed, but you need time to process it.
• You want to prevent overselling or double allocation.
• The order fulfillment team must block specific quantities for a customer.
• Multiple orders are placed for a fast-moving product.

What

Stock Reservation lets you:

• Reserve a portion of stock for a specific Sales Order or Work Order.
• Reduce the available stock count without updating the actual stock.

How

Follow the steps below:

1. Log in to the CRM.
2. Go to the Main Menu.
3. Click Sales Orders under the Inventory app.
4. Open a desired Sales Order record.
5. Click More in the Summary View.
6. Select Stock Reservation under the Add or Link section. The Stock Reservation record creation view is opened.
7. The item details are automatically listed from the Sales Order to the Stock Reservation record.
8. Specify the quantity to reserve the stock. For example, 50 units.
9. Click Save.

Result

• Total stock remains 120 units.

• Reserved stock becomes 50 units.
• Available stock becomes 70 units. This can be used by other orders.
• (120 total − 50 reserved)

This ensures no other order uses the 50 units.

Benefits

The benefits of the Stock Reservations module are:
The Stock Management

• Ensures that the stock promised to customers is not used elsewhere.
• Provides clear documentation of all reserved, unreserved, canceled, and expired stock.
• Keeps product stock accurate through automatic updates.
• Improves operational efficiency and prevents delivery conflicts.
• Simplifies order fulfillment by linking directly to Sales Orders.

Key Terminology

 

Installing the Stock Reservation module 

The Stock Reservation module is not available by default in Vtiger CRM. Admin users need to install the Vtiger Inventory extension first. 

Follow these steps to install the Vtiger Inventory extension:

1. Log in to your CRM account.
2. Go to the Main Menu.
3. Click Add-ons.
4. Look for the Vtiger Inventory extension.
5. Click Install.
6. Click Yes to confirm the installation.

You have now successfully installed the Vtiger Inventory extension.

Accessing the Stock Reservation Module

Once the Vtiger Inventory extension is installed successfully, follow these steps to access the Stock Reservation module:

1. Log in to your CRM account.
2. Go to the Main Menu.
3. Click Inventory.
4. Look for Others.
5. Select Stock Reservation.

Enabling the Stock Reservation Module

If the Vtiger Inventory extension is already installed and the Stock Reservation module is unavailable, you must enable it. 

Follow these steps to enable the Stock Reservation module:

1. Log in to your CRM account.
2. Go to the Main Menu.
3. Click Settings.
4. Look for Module Management.
5. Select Modules.
6. Browse Stock Reservation.
7. Enable Stock Reservation. The system displays the following confirmation message: Stock Reservation module enabled.

Creating Stock Reservations

In this section, let us learn how to create Stock Reservations for products via various CRM modules. 

You can create a Stock Reservation record from the Summary View of the following modules:

• Contacts
• Organizations
• Quotes
• Sales Orders

Once you create a Stock Reservation record from these modules, the Stock Reservation's details in the respective module are auto-filled.

From the Contacts module

Note: In this instance, we have considered the Contacts module. You can create a Stock Reservation in other modules, such as Quotes and Sales Orders.
Follow these steps to create a Stock Reservation record from the Contacts module:

1. Log in to your CRM account.
2. Go to the Main Menu.
3. Click Essentials.
4. Select Contacts.
5. Select a desired Contact record. It will take you to the Contact record's Summary View.
6. Click More (3 dots) on the top right corner of the screen.
7. Select Stock Reservation under the Add or Link section. This will take you to the Creating Stock Reservation window.

You can now create a Stock Reservation record for a product linked to the Contact, as illustrated in the Creating Stock Reservations section. As a result, a Stock Reservation record for the product is created and saved in the Stock Reservation module.
Note: If you create a Stock Reservation record from the Sales Orders or Quotes modules for multiple products, similar products are grouped into a single product, and the total quantity is updated.

From the Stock Reservation module

Follow these steps to create a Stock Reservation for a product via the Stock Reservations module:

1. Log in to your CRM account.
2. Go to the main Menu.
3. Select Stock Reservations under the Inventory app.
4. Click Add Stock Reservations
5. Enter the basic information, such as Contact Name, Organization name, Reserve until date, and the Stockroom.
6. Select a Status from the following:
   1. New - If you want to create a Stock Reservation record for a product.
   2. Reserved - If you want to reserve a product's stock (Qty. in Stock ). Once you select Reserved, click Save.
   3. Ordered - If you want to unreserve a product's stock.
   4. Cancel - If you want to cancel a reserved product's stock.
   5. Expired - If the Stock Reservation record has exceeded the Reserve until date, its status is auto-selected as Expired.
   6. Note: Selecting Status Reserved, Ordered, and Cancel will, by default, update the Qty. in Stock for a product in the Products module.

 

7. Enter the products and specify the quantity to be reserved in the Item Details section.
8. Click Save.

You have now successfully created a Stock Reservation record for a product via the Stock Reservations module. Let us now learn about automated Qty. in Stock updations for products in the Products module.

Automated Stock Updation for Products

Once you create a Stock Reservation record for a product in the Stock Reservation module, the Qty. in Stock for a product in the Products module is automatically updated as follows: