🔖 What is Stock Reserve?
Stock Reserve allows a customer to set aside one or more jewellery pieces by paying an advance. The items are held for them and cannot be sold to anyone else until they return to pay the balance and collect.
📄 Invoice (Sale)
Customer pays the full amount and takes the item home today. Item is marked as Sold.🔖 Reserve
Customer pays an advance now and collects later. Item is held — cannot be sold to anyone else.When a reserved item is eventually collected and invoiced, the advance paid during reservation is automatically deducted from the invoice total — the customer only pays the remaining balance.
Each reservation gets a unique Reserve Number (e.g. RS-A00123) generated automatically by the system. This number is printed on the reserve slip and used to track the reservation.
Admin controls: The minimum advance percentage required per reservation is set by your administrator in the Admin Panel (e.g. 10% of item price). This can also be bypassed by Head Office for special cases.
Try a quick simulation — see how the advance and balance work:
Rs. 0Rs. 85,000
Advance: Rs. 0
Balance on collection: Rs. 0
💍 Step 2: Adding Items to Reserve
Enter the Tag Number and Item Number of each piece the customer wants to reserve. The system checks the item is available — not sold AND not already reserved by someone else.
Unlike invoicing, an item fails here if it is already reserved by another customer — even if it hasn't been sold. The system checks both conditions: not sold and not on reserve.
From the jewellery tag label
Simulates what system checks
Price when customer collects
You can reserve multiple items under one reservation number. All items are held together, and the customer collects them all at once when invoiced.
📏 Step 3: Price Rules at Reservation
The same profit protection rules from invoicing also apply at reservation. The price you enter now is the price the customer will pay when they collect — so it must meet the branch profit requirements.
Rule 1 — Price Must Not Be Below Cost
The reserved price (after discount) must cover the item's cost at today's gold rate. You are locking in a price now for a future collection.
⚙️ Admin can: Disable this check from the Admin Panel for the branch if needed.
Rule 2 — Minimum Profit Margin (GP%)
The reserved price must meet the minimum GP% set for your branch. This ensures the reservation is profitable.
⚙️ Admin can: Adjust the minimum GP% per branch.
🏢 GP Skip: Head Office can grant a temporary bypass for a cashier's session. This is logged.
🏢 GP Skip: Head Office can grant a temporary bypass for a cashier's session. This is logged.
Simulate price rule check:
💰 Step 4: Advance Payment
The customer pays an advance now to secure the reservation. There is a minimum advance amount set by your administrator. The advance is recorded and will be automatically deducted when the customer returns to collect.
Minimum Advance Rule: Your admin sets a minimum advance percentage (e.g. 10% of item price). If the customer pays less than this, the reservation is rejected. Head Office can grant a Reserve Skip to allow a lower advance for a specific session.
TOTAL RESERVED VALUE
Rs. 0.00
MIN. ADVANCE REQUIRED
Rs. 0.00
ADVANCE ENTERED
Rs. 0.00
Must meet minimum requirement unless HO skip is granted
Set by administrator in Admin Panel
Payment Mode for Advance
💵 Cash
💳 Card
📄 Cheque
📱 Online Transfer
| Mode | Reference | Amount (Rs.) | |
|---|---|---|---|
| No advance payment added yet | |||
The advance payment is saved as RESERVE_1ST in the payment records. When the customer returns, this payment is retrieved and set off against their final invoice automatically.
👤 Step 5: Customer Details & Confirm
Enter the customer's details. These are printed on the reserve slip and used to contact the customer. All fields marked * are required.
SMS confirmation will be sent here
After confirming, a Reserve Slip is generated for printing. Give this to the customer as proof of reservation. It shows the Reserve No, items held, advance paid, and balance due on collection.
✅ Reservation Confirmed!
The reservation is saved. The items are now locked for this customer. A reserve slip is generated below. The customer will receive an SMS confirmation if enabled.
📱 Customer SMS Confirmation
If SMS is enabled, the customer receives:
"Dear Customer, Your reservation has been confirmed…"
"Dear Customer, Your reservation has been confirmed…"
SMS notifications for reservations are controlled by your administrator — system-wide by Head Office or per branch by the branch admin.
What happens next? When the customer returns to collect, open the Stock Invoice screen and scan the reserved item's tag. The system will automatically detect the reservation, load the customer details, and deduct the advance paid — you only collect the balance.
Voice Guide
Press Play to hear an explanation of this step.
Reservation Summary
BranchColombo Main
Cashiercashier_01
Items0
Total ValueRs. 0.00
Advance PaidRs. 0.00
Balance on CollectionRs. 0.00
Reserve No—
Key Differences vs Invoice
• Items must be not reserved and not sold
• Customer pays advance only
• Minimum advance % is enforced
• Items are held, not taken today
• Advance auto-deducts on invoice
• Reserve slip printed (not invoice)
• Customer pays advance only
• Minimum advance % is enforced
• Items are held, not taken today
• Advance auto-deducts on invoice
• Reserve slip printed (not invoice)
Quick Tips
• Tab — move between fields
• Enter — add item / submit
• Advance must meet minimum %
• Contact HO for advance skip
• Reserve slip = customer's receipt
• Enter — add item / submit
• Advance must meet minimum %
• Contact HO for advance skip
• Reserve slip = customer's receipt