Viewing your inventory and placing stock on hold

Applies to: All tiers  ·  Last reviewed: 2026-10-11

What this is

The Inventory screen is the live count of every SKU, by location. It is also where you put stock on hold so it cannot be sold. Find it at Inventory > Inventory.

Reading the list

Each row is one SKU in one location, with columns for Client, Warehouse, Location, SKU, Description, Unit, Lot #, Expiry, On Hand, Allocated, Available, and Last Updated. A SKU stored in two bins shows as two rows.

Available is what can still go on a new order: On Hand, less what is allocated and what is on hold. Stock in a bin that is not sellable shows 0 available. The figure reads in red when it is 0 because everything in the row is allocated or on hold, and in amber when part of the row is on hold. For more, see What on hand, allocated, and available mean.

A bin that is not pickable or not sellable carries a chip under its name, and an expired lot is marked EXPIRED beside its date.

Use the search box to find a SKU, a description or a bin, and the Client and Warehouse filters to narrow the view, for example one client in one building.

Exporting the list

Export CSV saves the list as a file with the same columns. If you have searched, the file holds only the matching rows.

Placing stock on hold

A hold takes units out of Available so they cannot be allocated to new orders, useful for damaged goods, a quality check, or stock you are reserving off-system.

1. Tick the checkbox on the row you want to hold.
2. Open the Actions menu and choose Place on Hold.
3. The window names the SKU and the bin and says how many units can be held. Choose a Reason (Quality Control, Damaged, Customer Reserved, Pending Inspection, Not Found or Other) and enter the Quantity. You can hold some of the units or all of them, but not units already allocated to an order.
4. Click Place Hold.

CanShip confirms the hold. The row's Available drops by the number held, On Hand stays the same, and a line under the row shows the hold, its reason and its units.

An order is never allocated stock that is on hold. If an order comes up short because of a hold, its message names the units, the reason and the bin, and tells you to release the hold here. After you release it, open the order and click Allocate Inventory. Manage Inventory on the order's short line names the hold too.

You can also hold units as they arrive. In the window that opens when you confirm a saved receipt, click Hold beside a line, enter how many units to hold and choose a reason. The units land on hand and on hold together. See Receiving inventory with a receipt.

Releasing a hold

Tick the checkbox on the hold's own line, under the row, and choose Actions > Release from Hold. The hold is released at once and the units are available again.

Tip

On Hold is reversible and does not change On Hand, the units are still physically in the bin, just not promised to orders. To actually remove units (a write-off), use Adjust Inventory > Remove instead.