The system allows you to create reservations for specific items for specific customers. A reservation record is automatically removed once the reserved goods have been invoiced.

Reservations are reflected in the Reservations tab under the Items – Price List and Business Partners – Company Addresses menu.

If you do not have the Automatically create a reservation when an order is created flag checked in Company – Settings – Modules tab – Sales tab, reservations will not be created. The form is linked to the Price List form and the Reservations tab in the Items module.

You can reserve goods directly when entering line items on a received order in the "Details" tab, where you can mark the reservation and, if needed, specify the quantity of goods to be reserved.

If you want goods to be reserved automatically when an order is received, you need to configure this in "Company Settings" under the "Modules" tab – "Sales", where you can also enable reservations to go into negative stock.

Note: Both reservation settings configured here apply only to reservations made upon receipt of an order.

User field in the reservation list

This field is populated with the user who created the reservation, not the order. These users may differ, which is why Flexi identifies the user who actually created the reservation.

In the tabular overview of received orders, use the Services button and select the "Reserve" option. Confirming this selection will display a dialog:

In the dialog, you can see which goods were ordered, how many units were ordered, and how many units you have in stock. If you check Reserve, the "Quantity" field becomes available – enter the quantity of goods you wish to reserve. Confirming the dialog will create the reservation.

You can reserve goods in the "Business Partners" module under "Company Addresses" directly on the customer card, in the dedicated "Reservations" tab.

Press the Add button or the keyboard shortcut Alt+N to open the form for a new record.

The top toolbar of the form contains a number of buttons whose functions are described in the dedicated "Program Controls" chapter.

Company

Use the icon on the right to select the required company; the companies available are those recorded under Business Partners – Company Addresses.

Price List

Use the icon on the right to select the required price list; the items available are those recorded under Items – Price List.

Warehouse

From the drop-down list, select the warehouse where the goods should be reserved; the values available are those recorded under Items – Warehouse List.

The quantity of reserved goods, products, etc.

In Stock

The actual quantity of goods, products, etc. in stock.

Creation Date

The date the reservation was created.

Expiry Date

The date the reservation expires.

Note

Any additional information.

You can reserve goods in the "Items" module under "Price List" directly on the item card, in the dedicated "Reservations" tab.

Press the Add button or the keyboard shortcut Alt+N to open the form for a new record.

The top toolbar of the form contains a number of buttons whose functions are described in the dedicated "Program Controls" chapter.

Company

Use the search icon to select the required entry from the company addresses.

Price List

If you are creating a reservation directly on the item card, this field is pre-filled.

Warehouse

If you are creating a reservation directly on the item card, this field is pre-filled.

Quantity

Enter the quantity to be reserved.

Creation Date

Enter the date the reservation was created.

Expiry Date

This field is filled in automatically once the reserved goods have been invoiced. If the reservation is cancelled, the field can be filled in manually.

Note

You can enter any note.

This section provides a summary of all reservations and also allows you to create new ones. A dedicated "Reservations" option is available for this purpose.

Press the Add button or the keyboard shortcut Alt+N to open the form for a new record.

The top toolbar of the form contains a number of buttons whose functions are described in the dedicated "Program Controls" chapter.

Company

Use the search icon to select the required company.

Price List

Use the search icon to select the required item from the price list.

Warehouse

Use the search icon to select the required warehouse. Warehouses are offered based on the reservation creation date entered.

Quantity

Enter the quantity to be reserved.

Creation Date

Enter the date the reservation was created.

Expiry Date

This field will be filled in once the reserved goods have been invoiced. The date can be entered manually if the reservation is cancelled.

Note

You can enter any note.

When the Automatic reservation upon order creation and goods receipt mode is selected in Company Settings, reservations can also be created when goods are received for which an unfulfilled received order already exists. Orders are fulfilled sequentially based on the creation date of existing reservations and, in the case of received orders, based on the issue date. If a reservation already exists for part of the ordered quantity, the reserved amount is increased in line with the quantity of goods available for reservation in the warehouse. If no reservation exists for an order, a new record is created for the available quantity up to the amount requested by the order.