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Reserving products in stock

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1C:Drive supports the process of reserving products currently available in a company's warehouse.

The process includes the following steps:

  1. Place reservations.
  2. Optional: Transfer reserved products to another warehouse.
  3. Optional: Change reservations.
  4. Issue nonchargeable products reserved for work orders.
  5. Issue reserved products to a customer.

Before you perform these steps, ensure the inventory reservation process is set up. For details, see Setting up inventory reservation process.

Placing reservations

As you need to reserve products for a certain order, create the order. In this order, specify the product quantity that you want to reserve. The order type depends on the reservation purpose.

To place a reservation, consider the following table. It specifies the reservation purposes, matching order types, and steps to place a reservation:

Reservation purpose Order type Steps to place reservation
Reserve products for а sale. Sales order As you create a sales order, do the following:
  1. In the Warehouse field, specify a warehouse where you want to reserve products.
  2. On the Products tab, in the Quantity field, enter the number of product items to sell.
  3. Click Reservation and select Fill in column.The
  4. Reservation field is prefilled with the number that is equal or less than you entered on step 2. This depends on the stock availability. You can edit the prefilled number.
  5. Set the Lifecycle status to In progress.
  6. Click Post and close.
Reserve products required to complete a customer's request for work. For example, reserve materials or spare parts. Work order As you create a work order, you can reserve both products chargeable and nonchargeable.
To reserve the products that a customer is not charged for (such as warranty spare parts):
  1. On the Main tab, in the Inventory warehouse field, select a warehouse where you want to reserve products.
  2. On the Work and services tab, fill in the work items to be done.
  3. In the Inventory consumption section, specify the products required to complete work items.
  4. Do one of the following:
    • To reserve the products for a certain work item, select the item. Then, in the Inventory consumption section, click Reservation and select Fill in column for current work.
    • To reserve the products for all work items, in the Inventory consumption section, click Reservation and select Fill in column for all works.
      The Reservation field is prefilled with the number that is equal or less than the specified product quantity. This depends on the stock availability. You can edit the prefilled number.
  5. Set the Lifecycle status to In progress.
  6. Click Post and close.
To reserve the products that a customer is charged for (such as spare parts excluded from warranty):
  1. On the Main tab, in the Spare parts warehouse field, select a warehouse where you want to reserve products.
  2. On the Goods for sale tab, specify the products that a customer is charged for.
  3. Click Reservation and select Fill in column.
    The Reservation field is prefilled with the number that is equal or less than the specified product quantity. This depends on the stock availability. You can edit the prefilled number.
  4. Set the Lifecycle status to In progress.
  5. Click Post and close.
As you post a sale order or work order, 1C:Drive can reserve only the product quantity that does not exceed the quantity currently available in the specified warehouse.

Transferring reserved products to another warehouse

You can transfer the reserved products from one location to another. For example, transfer the reserved products to a certain warehouse upon a customer's request. As you transfer the products, their reservation is transferred as well.

The following table shows the option to transfer the reserved products and steps to apply it:

Option to transfer reserved products Steps
Create inventory transfer
  1. Go to Warehouse.
  2. Under Warehouse, click Inventory transfers.
  3. In the Inventory transfers list, click Create.
  4. Fill in the inventory transfer details, including the following:
    • From. The location to transfer the reserved products from.
    • To. The warehouse to transfer the reserved products to.
    • Order. A sales order or work order.
    • Quantity (on the Inventory tab). The product quantity to transfer.
    • Reservation (on the Inventory tab). The reserved product quantity.
    If you transfer the reserved products for a work order, you can quickly populate the product details. To do this, specify the work order in the Base document field and click .
  5. Click Post and close.

Changing reservations

You can change the product quantity reserved for a sales order or work order. The following table shows the reservation update options and steps to apply them:

Reservation update option Steps for sales order Steps for work order
Decrease or completely remove the reservation
  1. Go to Sales.
  2. Under Sales, click Sales orders.
  3. In the Sales order list, locale a sales order and ensure that its Status is In progress.
  4. Click Generate > Inventory reservation. The inventory reservation document is displayed with the following fields prefilled:
    • Reserved for. The sales order.
    • Quantity (on the Inventory tab). The reservation quantity to be cleared. It is prefilled with the product quantity reserved on the Products tab of the sales order.
    • Original location (on the Inventory tab). The warehouse where the products are reserved.
  5. To decrease the reserved quantity, edit the Quantity field. To completely remove the reservation, keep the field value as is.
  6. Ensure that the New location field is blank (on the Inventory tab).
  7. Click Post and close.
  1. Go to Service.
  2. Under Services, click Work orders.
  3. In the Work orders list, locate a work order and ensure its Lifecycle status is In progress.
  4. Click Generate > Inventory reservation. The inventory reservation document is displayed with the following fields prefilled:
    • Reserved for. The work order.
    • Quantity (on the Inventory tab). The reservation quantity to be cleared. It is prefilled with the total product quantity reserved on the Work and services and Goods for sale tabs of the work order.
    • Original location (on the Inventory tab). The warehouse where the products are reserved.
  5. To decrease the reserved quantity, edit the Quantity field. To completely remove the reservation, keep the field value as is.
  6. Ensure that the New location field is blank (on the Inventory tab).
  7. Click Post and close.
Increase the reserved product quantity. This applies if you make a partial reservation for an order and later need to reserve more to cover the total ordered quantity.
  1. Go to Sales.
  2. Under Sales, click Sales orders.
  3. In the Sales orders list, locate a sales order and ensure that its Status is In progress.
  4. Click Generate > Inventory reservation. The inventory reservation document is displayed with the following details prefilled:
    • Reservation under. The sales order.
    • Inventory tab. It contains lines with products already reserved and yet to be reserved.
      For already reserved products, the reserved quantity is shown and the same warehouse is filled both in the Original location and New location fields.
      For the products yet to be reserved, the Quantity is prefilled with the remaining quantity to be reserved for the sales order.
  5. For the products to be reserved:
    • In the New location field, fill in the warehouse where the products must be reserved. To quickly fill in the same warehouse as for already reserved products, click New location > Allocate.
    • Ensure that the Original location field is blank.
    • If required: to increase the reserved quantity, edit the Quantity field.
  6. Click Post and close.
  1. Go to Service.
  2. Under Services, click Work orders.
  3. In the Work orders list, locate a work order and ensure that its Status is In progress.
  4. Click Generate > Inventory reservation. The inventory reservation document is displayed with the following details prefilled:
    • Reservation under. The work order.
    • Inventory tab. It contains lines with products already reserved and yet to be reserved.
      For already reserved products, the reserved quantity is shown and the same warehouse is filled both in the Original location and New location fields.
      For the products yet to be reserved, the Quantity is prefilled with the remaining quantity to be reserved for the work order.
  5. For the products to be reserved:
    • In the New location field, fill in the warehouse where the products must be reserved. To quickly fill in the same warehouse as for already reserved products, click New location > Allocate.
    • Ensure that the Original location field is blank.
    • If required: to increase the reserved quantity, edit the Quantity field.
  6. Click Post and close.
Change the reservation location. For example, transfer the reservation from one warehouse to another without moving the products.
  1. Go to Sales.
  2. Under Sales, click Sales orders.
  3. In the Sales orders list, locate a sales order and ensure that its Status is In progress.
  4. Click Generate > Inventory reservation.The inventory reservation document is displayed with the sales order prefilled in the Reservation under field.
  5. On the Inventory tab, specify the product details, including the following:
    • Original location. A warehouse where the reservation was originally placed.
    • New location. A warehouse that you want to transfer the reservation to.
  6. Click Post and close.
  1. Go to Service.
  2. Under Services, click Work orders.
  3. In the Work orders list, locate a work order and ensure that its Status is In progress.
  4. Click Generate > Inventory reservation.The inventory reservation document is displayed with the work order prefilled in the Reservation under field.
  5. On the Inventory tab, specify the product details, including the following:
    • Original location. A warehouse where the reservation was originally placed.
    • New location. A warehouse that you want to transfer the reservation to.
  6. Click Post and close.

Issuing nonchargeable products reserved for work orders

This section is applicable to work orders only.

You might need to issue nonchargeable products reserved for completing a work order. These can be materials or spare parts on warranty (specified in the Inventory consumption section of a work order).

To issue such products, consider the following table. It describes the options to issue the reserved nonchargeable products, conditions and steps to apply the options:

Option to issue reserved nonchargeable products Condition Steps
Generate an inventory transfer based on a work order In a company's accounting policy the Charge to expenses manually by issuing Inventory transfer option is selected.
  1. Go to Service.
  2. Under Services, click Work orders.
  3. In the Work orders list, locate a work order and ensure that its Lifecycle status is In progress.
  4. Click Generate > Inventory transfer.
    An inventory transfer is displayed. Its Operation is Charge to expenses and details are prefilled from the work order, including the following:
    • From. The warehouse where the products are reserved.
    • Order. The work order.
    • Reservation (on the Inventory tab). The reserved product quantity. It matches the product quantity reserved in the Inventory consumption section of the work order.
  5. Review and edit other inventory fields if required. For the description of the fields, see Creating inventory transfers.
  6. Click Post and close.
Complete a work order In a company's accounting policy the Charge to expenses automatically on Work order completion option is selected.
  1. Go to Service.
  2. Under Services, click Work orders.
  3. In the Work orders list, do any of the following:
    • Select a work order line. Then click Change status and select Completed.
    • Double-click a work order line. Then set the Lifecycle status to Completed.
  4. Click Post and close.

Issuing reserved products to customer

You can issue the reserved products to a customer. This will decrease the reserved quantity in the specified warehouse. The decrease can be only by a number that does not exceed the product quantity reserved on either of the following:

  • The Products tab of a sales order.
  • The Goods for sale tab of a work order.

To issue the reserved products to a customer, consider the following table. It describes the options to issue the reserved products, the matching order types, business scenarios, and steps to apply the options:

Option to issue reserved products Order type Business scenario Steps
Generate a sales invoice based on a work order Work order Goods shipment for work order completion
  1. Go to Service.
  2. Under Services, click Work orders.
  3. In the Work orders list, locate a work order and ensure that its Lifecycle status is In progress.
  4. Click Generate > Sales invoice.
    A sales invoice is displayed. Its details are prefilled from the work order, including the following:
    • Order. The work order.
    • Warehouse. The warehouse where the products are reserved,
    • Reservation (on the Products tab). The reserved product quantity. It matches the product quantity reserved on the Goods for sale tab of the work order.
  5. Review and edit other sales invoice fields if required. For the description of the fields, see Sales invoices.
  6. Click Post and close.
Generate a sales invoice based on a sales order Sales order Goods shipment together with a sales invoice.
  1. Go to Sales.
  2. Under Sales, click Sales orders.
  3. In the Sales orders list, select or double-click a sales order line.
  4. Click Generate > Sales invoice.
    A sales invoice is displayed. Its details are prefilled from the sales order, including the following:
    • Order. The sales order.
    • Warehouse. The warehouse where the products are reserved.
    • Reservation (on the Products tab). The reserved product quantity. It matches the product quantity reserved on the Products tab of the sales order.
  5. Review and edit other sales invoice fields if required. For the description of the fields, see Sales invoice fields.
  6. Click Post and close.
Generate a goods issue based on a sales order Sales order Goods shipment before a sales invoice.
  1. Go to Sales.
  2. Under Sales, click Sales orders.
  3. In the Sales orders list, select or double-click a sales order line.
  4. Click Generate > Goods issue.
    A goods issue is displayed. Its details are prefilled from the sales order, including the following:
    • Order. The sales order.
    • Warehouse. The warehouse where the products are reserved.
  5. Review and edit other goods issue fields if required. For the description of the fields, see Goods issues.
  6. Click Post and close.

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