Setting up and managing stock allocation effectively isn’t just about inventory; it’s about keeping your fulfilment process flowing and your customers happy. Allocating stock to a sales order helps ensure that when it's time to dispatch, your team knows exactly what’s ready to go.
But what happens when stock has been allocated… but not yet booked out?
This article walks you through how to allocate stock to a sales order, and crucially, how to monitor stock that has been allocated but not yet dispatched, so nothing gets missed and everything keeps moving.
🔷 Allocating Stock to a Sales Order
Stock can be allocated to a sales order individually or in bulk, providing flexibility regardless of the order's size or complexity.
🔹How to Allocate Stock
You can manage stock allocation via the Stock menu on a sales order.
To get started:
Open the Sales Order
Click on Stock → Reservations & Allocations (ORD-0000-LAB)
This will open the Stock Reservation View
From here, you can view, allocate, and manage stock for each product on the order.
🔹Available Actions:
Auto-allocate to Order
Allocates all available stock on a FIFO (First In First Out) basis.
Remove Allocations
Removes all current allocations from the order.
Remove Reservations
If your customer changes their mind, you can remove the product reservations before updating the items on the sales order.
✅ Tip: You can scan items in using serial numbers or barcodes for quick processing on the Stock Reservations page.
🔷 Working Within the Stock Reservation View
The Stock Reservation View gives you visibility and control over your allocated items.
🔹Make It Work for You:
Increase the number of items per page
Helpful if the order contains multiple products.
Check Available Stock
On the left-hand side, see what stock is already booked in and available.
Use Filters
Click the Allocated column header to sort and find products that haven't yet been allocated.
🤔 Why it matters: These tools let you spot any gaps early before they become fulfilment issues.
🔷 How Can I Monitor Stock That’s Allocated but Not Booked Out?
Once stock is allocated, it still needs to be booked out before it can be dispatched. If you're not sure whether an order is in that in-between stage, don’t worry, here are two easy ways to check.
⚠️ Note: Depending on your permissions, you may not see all filter options—check with your admin if needed.
🔹Use the Stock Workstack
The Stock Workstack gives you a filterable view of allocated stock and lets you track items that are ready but not yet booked out.
To monitor allocated (but not booked out) stock:
Go to the New Template in the Stock Module - select Stock
Apply these filters in the New Stock Template window:
Linked Order: Select ‘Linked to SO’ or ‘Linked to SO, Currently Unvoiced’
Booked Out: Tick False
(Optional) Add more filters:
Base Categories
Suppliers
Warehouses
✅ Tip: Using Workstack filters helps your team proactively manage stock and avoid delays in the fulfilment process.
🔹Use the Stock Running Total Report
Prefer a reporting-style overview? The Stock Running Total Report offers another way to identify allocated stock that’s still waiting to be booked out.
🤔 Why it matters: This method gives a clear view of stock linked to orders but still sitting on the shelf, so nothing falls through the cracks.
To use the report:
Go to the Reports area
Search for Stock Running Total
Click Download—the button appears once the report is ready
Open the downloaded Excel file
In Excel:
Filter the Booked Out column to show ‘No’
Exclude any blanks in the Sales Order column to remove unallocated stock
⚠️ Note: Only users with access to this report will be able to view or download it. If you don’t see it listed, contact your Layer admin to request access.