GUANGZHOU · CHINA SUPPLY CHAIN & 3PL
China stock.
Clear quantities. Approved releases.
Use a dated stock balance to plan the next release. Separate supplier promises, physical stock, held units and reservations before assigning goods to customer orders or transfers.
The scope to agree.
- Record expected, received and held quantities separately
- Reserve quantities for everyday orders, campaigns and replacement stock
- Reconcile picked quantities against the approved release
- Review low-stock thresholds and replenishment ownership
Keep promises and physical stock separate.
Use the same SKU, batch and review date when reconciling quantities. An expected supplier delivery is not stock available for picking.
Release means permission to use identified stock for the agreed next step, such as picking or dispatch. Disposition means the merchant’s decision about what happens to affected stock, such as rework, supplier return, restock or approved disposal.
| Quantity | What it represents |
|---|---|
| Expected inbound | Supplier-declared units still awaiting receiving reconciliation; track any missing quantity against the supplier |
| Received | Physical units recorded for an arrival; keep later releases and adjustments as separate events |
| On hand | Physical stock remaining at the agreed review date after recorded outbound movements and adjustments |
| Held | On-hand units awaiting identity, inspection, rework or disposition; exclude them from allocation |
| Reserved | Accepted on-hand units assigned to an approved order batch, campaign or transfer |
| Available to allocate | Accepted on-hand units that are neither held nor assigned to another release |
A simple balance check.
Illustrative snapshot: 500 units on hand = 80 held + 100 reserved + 320 available. A missing supplier unit remains an inbound discrepancy; it does not become held physical stock. Stock awaiting rework remains within the held balance.
Rework completion does not release stock automatically. Reconcile the completed quantity, record the merchant’s decision and update the allocation before further picking.
Approve stock decisions before quantities change.
Name the contact who can release held goods, change a reservation or approve an adjustment. Record the affected SKU and quantity, the reason, the instruction version and approval reference before changing the allocation.
Reserved units remain accepted stock assigned to a specific release. Held units await a separate review or disposition decision. Confirm both states in the same dated balance.
Prepare an operation approval record →When the plan changes.
| Situation | Operational response | Decision |
|---|---|---|
| Inbound quantity differs | Record expected and received units separately. Hold received units whose identity or condition is disputed; keep missing units as an unresolved supplier discrepancy. | Merchant approves supplier follow-up or adjusted stock. |
| Two channels need the same SKU | Review reserved and available stock before releasing either batch. | Merchant approves priorities and allocation. |
| Stock balance falls below the agreed threshold | Prepare a replenishment review against supplier lead time. | Merchant approves a purchase or revised campaign allocation. |
AGREED WORKING RECORDS
Agree how stock changes are reported.
Use a dated report with the same SKU and batch references as receiving and release records. Agree the reporting frequency, file format and contact responsible for reviewing adjustments.
- Link every receipt, outbound movement and approved adjustment to its operation reference.
- Show on-hand, held, reserved and available quantities at the same review date.
- Identify reservation changes, rework decisions and low-stock review actions separately.
- Confirm who updates the merchant’s own storefront or inventory records after the handover.
A stock report represents the agreed review time. Confirm the actual data-transfer method before relying on it for storefront stock or new release promises.
A stock allocation record you can use.
Edit this draft, then confirm it with the responsible contact.
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