Available vs On-Hand Stock
Understand why products show two stock numbers, what reservations are, and which views to read for selling vs. warehousing.
Understand the difference between on-hand and available stock, and why your product list may show "10 in stock · 7 available."
Overview
Stogly tracks two distinct numbers for every product at every location:
| Number | What it means | Where it lives |
|---|---|---|
| On hand | Physical units sitting on your shelf right now | stock_levels ledger |
| Available | On hand − units already promised to open orders | Computed live |
The gap between the two is reservations — units a customer or store has committed to but hasn't picked up yet. Today the main source of reservations is inter-store pickup orders: when store B places an order against store A, that quantity is reserved at store A until the pickup completes.
Why two numbers?
A cashier ringing up a sale should know what they can actually sell *right now*. The unit physically on the shelf isn't sellable if another store has already promised to come pick it up.
But an inventory manager doing a stock-take needs the physical count — reservations are a paperwork concept, they don't move bottles or boxes.
So Stogly shows both, in different places:
| View | Number shown | Why |
|---|---|---|
| Product list | Both columns side-by-side | At-a-glance overview |
| Order-creation product picker | Available | "Can I sell this right now?" |
| Stock transfer planner | Available (per location) | "Can I move this without overcommitting?" |
| Stock-take / count entry | On hand | "What's physically here?" |
| Audit / valuation reports | On hand | "What do we own?" |
| Stock-movement history | On hand | Reservations aren't physical movements |
Reading the product list
Open Catalog → Products. The table has two adjacent columns:
- Stock — raw on-hand units, summed across all your warehouses and stores
- Available — on-hand minus open reservations
When a product has open reservations, the Available number is highlighted amber and a tooltip explains how many units are committed. Hover the cell to see the count.
If both columns match, no reservations are open and you can sell every unit on hand.
Drilling into per-location stock
Click a product row's chevron icon to expand it. The portal lazy-loads a small breakdown table:
| Location | On hand | Reserved | Available |
|---|---|---|---|
| Warehouse Central | 25 | 0 | 25 |
| Store Knez Mihajlova | 8 | 3 | 5 |
| Store Slavija | 4 | 0 | 4 |
This is the canonical answer to "where exactly is the stock, and how much can each location actually sell?" The Reserved column shows units locked by inter-store pickup orders waiting to complete.
What clears a reservation?
A reservation lifts when the underlying order resolves:
- Inter-store pickup completed — the source store's stock goes down by the reserved quantity (now physical), and the destination store's stock goes up
- Inter-store pickup cancelled — the source store regains the reserved units immediately
If a reservation looks "stuck," check the inter-store-orders list at the source store for orders in *Pending* or *Reserved* status.
Tips
- The product-list "Available" column updates as soon as the org refreshes data — the portal fetches it on every page load
- Stock-take operators: ignore the Available column — count what's on the shelf and enter that number
- Order takers: the regular order picker now shows an availability number next to each product. If you ring up more than the available quantity, you'll get a soft warning — the system lets you proceed (in case you know the reservation will clear) but the warning is your reminder to check
- Stock-transfer planners: the create-transfer modal shows per-location available next to the source store and warns when the quantity exceeds it
Common questions
Why does the warehouse show full available but my store doesn't?
Reservations are written against the *source location* of the inter-store order — usually a store, not the warehouse. Warehouse stock is unaffected unless the warehouse itself is fulfilling an inter-store request.
My available is 0 but on-hand is positive — what's reserved them?
Every unit is committed to an open inter-store pickup. Expand the row to see which location holds the reservations, then visit Stores & POS → Inter-Store Orders at that location to find the open orders.
Will Stogly let me sell more than what's available?
Yes, with a warning. The portal soft-warns instead of hard-blocking because real-world edge cases happen — a reservation may be about to be cancelled, or you may have authorization to override. The warning ensures the situation is visible; the call is yours.
Need help? Contact support at support@stogly.com