Overview:

This feature allows you to reserve a certain amount of in-stock quantity for each team that has been granted access to the SKU. This enables you to control how much stock each team can use without worrying about one team using it all up and another losing out. In order to use this feature, you must first assign teams access to an SKU before visiting the Allocation tab and turning the reserve stock toggle ON.

Once teams have been assigned and the toggle has been turned on, you are now able to allocate specific quantities of stock to each team that will be reserved for them to use. You can only reserve amounts that equal the total amount of stock currently stored in each warehouse. Any stock left unreserved will not be accessible until reserved to a team, except for in-stock shipments. 

We offer 2 ways to reserve stock:

• Reserving per SKU in the Allocation tab within the UI
• Reserving in bulk via CSV

Please note that once you toggle ON stock reservations for an SKU, you will not be able to place orders until the stock has been reserved for teams. 

How this works for users who are part of multiple teams:

We will always pull from the user's default team in the send flow. If the user is part of multiple teams they will only ever pull from their default, they will not be able to pull from their other teams.

If there is a need to pull from their other teams, then simply switch their default team in user settings to the desired team of the stock you want to use.

How Stock Shipments & Store Portals work:

All Stock Shipment types (Events, Large Shipments, and Warehouse Transfers) will all first pull from the unreserved stock. Once the unreserved stock has been depleted to 0, it will then be pulled from the user's default team. Once the default team's stock has been depleted to 0, they will not be able to send until they re-stock and reserve or change their default team to one who still has stock in reserve. 

All Store Portal orders will only pull from the unreserved stock. Once the unreserved stock has been depleted to 0, then that will mark the item as Out of Stock on the store.

Reserving per SKU in the Allocation tab within the UI

Step 1: Assign teams to SKUs

Click on the item or in more options Edit Item and you will land on the Overview tab for that SKU. Here, find the team access section and select each team you want to assign to the SKU. You must assign at least 1 team per SKU to turn on reservations.

Step 2: Toggle on the Reserve Stock for that SKU

Next, go to the Allocations tab. In the bottom half of the page, you will find the stock reservations section. Turn ON the toggle. Once on, a table will appear below that shows each warehouse and their stock counts in the columns, with each row as the teams with access.

Step 3: Enter how much you would like to reserve per team in the table

From here, you simply enter the amount of stock you would like to allocate and reserve per team. Remember, the sum of each team for that SKU must not exceed the total amount available per warehouse.

Once you are happy, hit Save Item and your stock will be reserved!

Reserving in bulk via CSV

Step 1: Assign teams to SKUs & Turn on stock reservations per SKU with Bulk Update Items

Once you have opened the Bulk Update Items, a model will appear with guidelines.

Download the CSV. This will export all your SKU's fields which can be edited.

Update the CSV. Always save a version of the original export in case you make any mistakes you can re-import it to reset. Duplicate the CSV and make updates on the new one.

To assign teams, there will be a column titled Team Access, for each SKU you want to reserve stock for they must have a team assigned. Enter the name of the team in the cell. If you want multiple teams assigned, these must be comma separated, i.e. "Sales Team, Marketing Team". You must make sure that the spelling is correct and the cases match, otherwise it will fail if that team does not exist. 

To turn on stock reservations per SKU, there will be a column titled Reserved Stock by Teams (Optional), for each SKU you want to turn this on simply enter TRUE in the cell.

If you only intend to turn on team access and/or stock reservations you can simply remove all other columns, except for the SKU column.

Once done, save it as a CSV. Return to the platform and back into the Bulk Update Items modal. Upload or drag and drop your updated CSV into the field. Then, click on Upload.

Wait for the completion email. Once uploaded, the update will start processing in the background. The larger the CSV, the longer this will take. Once completed, you will receive an email letting you know it is done, which will come with the upload results, you will get a CSV that tells you which rows were successfully updated and which rows, if any, failed and why. 

Step 2: Click on the Bulk Reserve Stock function

Once you have opened the Bulk Reserve Stock, a modal will appear with guidelines.

Download the CSV. This will export all your SKUs that have at least 1 team assigned and have 1 or more quantity in stock.

Update the CSV. Always save a version of the original export in case you make any mistakes you can re-import it to reset. Duplicate the CSV and make updates on the new one.

In the CSV you will find each SKU listed out in Rows and each warehouse in the Columns. For each SKU there will be a row that contains the total stock counts, DO NOT EDIT this row, followed by a row for each team assigned to that SKU. It is the team rows you need to update per warehouse.

Below, is an example export. Please note that the colors do not come with the actual export but are in place to help illustrate which parts you should update. In Red = do not edit, in Green = cells to edit. Remember, the sum of each team for that SKU must not exceed the total amount available per warehouse.

Once done, save it as a CSV. Return to the platform and back into the Bulk Reserve Stock modal. Upload or drag and drop your updated CSV into the field. Then, click on Upload.

Wait for the completion email. Once uploaded, the update will start processing in the background. The larger the CSV, the longer this will take. Once completed, you will receive an email letting you know it is done, which will come with the upload results, you will get a CSV that tells you which rows were successfully updated and which rows, if any, failed and why.