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Orders > [order] > Stock Items

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A line item says what the customer ordered. A stock item says which physical unit is going out of the door. Assignment is the link between them, and it is what turns a booking into something a person can actually pick off a shelf. Sometimes assignment happens for you, sometimes you do it by hand, and sometimes you have to change one that is already made — because the unit came back damaged, because a customer asked for a different colour, or because the one that was picked is no longer free.

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Prerequisites

Required permissions: orders:order_stock_items in view, create, manage and delete. All four system roles — Owner, Admin, Manager and Member — hold every one. See Users & Roles.
Have ready before you start:
  • Whether the order’s location auto-assigns. It decides whether you are confirming a choice the system made or making it yourself. See Auto-fulfillment.
  • An editable order. Closed and archived orders are read-only — see Edit an order.
  • The unit’s code, if you intend to scan rather than click.

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The Walkthrough

1

Work out which mode you are in

The fulfilment chip on each item tells you, and the same state renders two different ways:
  • Assigned (blue) — the location auto-assigns. A unit was picked at order creation and can still be swapped.
  • Unassigned (orange) — the location does not auto-assign. Picking a unit is your job, and the orange is the normal resting state here rather than a fault.
Auto-assign never overbooks. If nothing was free for the period, the line is left without a unit whether or not the location auto-assigns, and it waits for you.
2

Open the stock item

On the Stock Items tab, open the row you are assigning or changing. The drawer holds everything about that one unit-to-line pairing:The state menu at the top of the drawer sets this one item’s fulfilment state independently of the rest of the order.
3

Read the candidate list

Change stock item lists the units that could fulfil this line. Two chips per row decide whether a candidate is a good idea and whether you may pick it at all:The list is ordered to put the answer near the top: the current unit first, marked Current, then Full match, then Partial, then No match. Search by name or code narrows it.
The two chips do different jobs. Availability is a hard gate — a Committed row cannot be selected, because the unit is already held for something else. Rule matching is advice: you may deliberately assign a No match unit when you know better than the rule, and nothing stops you.
4

Swap or assign

Click an available row, or use Switch to → on it. On a line with nothing assigned yet the action reads Assign instead.The swap takes effect immediately: the old unit’s hold is released and a new hold is created for the one you picked. There is no separate save.
5

Or scan the unit instead

Scanning a stock item’s code while the order is open assigns it, which is usually faster at a counter than finding it in a list.The scanner is stricter than the list. A scan is only accepted onto a line whose criteria the unit matches and where the unit is free — so a No match unit you could assign deliberately by hand will simply be skipped when scanned. If a scan appears to do nothing, that is usually why.See Identify stock items with stock codes and barcodes for how codes are set up.
6

Check what the assignment changed

Assigning a unit is not only a label. It creates the reservation that holds that unit for these dates, which means:
  • The unit stops being available to anything else for the line’s period, buffers included.
  • The fulfilment chip moves to reflect the new pairing, and can then be marked Ready and Fulfilled as the item goes out.
  • The old unit becomes free again when you swap away from it.
None of that happens for a line left unassigned. An unassigned line holds no stock, so nothing stops another order taking the last unit before your customer arrives.

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How do I know it worked?

  • Every line on the order carries a unit, and none of them shows an error badge on the Stock Items tab.
  • The drawer’s Current row reads Available, not Committed — the unit is genuinely held for this order.
  • The unit’s own history shows the reservation, on its stock item record.
  • The period is gone from general availability — the unit no longer offers those dates to anything else.

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Troubleshooting / Common Pitfalls

Cause: nothing that could fulfil this line is free for its dates. This is a real availability problem, not a display one.What to do: work out what is holding the units — Work out what is available, and why something is not. The usual answers are an overlapping order, a buffer window, a maintenance reservation, or stock sitting at another location. Changing the line’s dates is the other way out, via Edit an order.
Cause: the listing’s fulfilment rules match no stock at all, so there are no candidates to offer.What to do: fix it on the listing rather than the order — see control what stock a listing draws from. A listing bound to nothing can be ordered and priced and will never be fulfillable.
Three reasons, in likelihood order:
  1. The unit does not match the line’s criteria. The scan path requires a rule match; the drawer does not. Assign it by hand if you are sure.
  2. The unit is not free for the line’s period.
  3. There is no line waiting for it — every line already has its unit, so the scan has nowhere to land.
Allowed, and sometimes correct. Rule matching is guidance about how well a unit fits the line’s criteria; it does not gate the choice. Only Availability does.When to do it: an equivalent unit the rule does not know about, or a deliberate upgrade for a customer. Click the row in the drawer — scanning will not do it.When not to: repeatedly overriding the same rule means the rule is wrong. Fix the listing instead.
Check three things:
  1. Auto-assign is off at this location — then Unassigned is the normal state and picking is your job.
  2. Nothing was available at order creation. Auto-assign never overbooks, so it leaves the line empty rather than double-committing a unit.
  3. The location’s rules do not cover this purchase type or channel — a location set to online orders only never auto-assigns an order taken in admin.
Auto-fulfillment covers the full set of conditions.
That is a conflict, not an ordinary swap. The line still points at the unit, but the hold that reserved it is gone and something else has taken it.What to do: see Resolve a stock item conflict — the unit has to be replaced, and the guide covers finding every order in that state.

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Next Steps

Resolve a stock item conflict

When an assigned unit has lost its reservation.

Auto-Fulfillment

What decides whether a unit is picked for you.

Order Stock Items tab

The tab this all happens on.

Control what stock a listing draws from

The rules behind Full, Partial and No match.