In this tutorial we will review the reservation process of inventory items for your booked events. If you have not watched our tutorial about the creation process of inventory items, we suggest that you watch that tutorial first before proceeding here. To locate this tutorial, please visit help.releventful.com and locate the “Creating Inventory in Releventful” tutorial.

An easy way to reserve inventory items is to attach them directly to your package and add on offerings. The great thing about this type of setup, is that if a client selects any of your package and add on offerings from your proposal template, the indicated items will be automatically allocated and reserved for their event as soon as they make their proposal selections and their final invoice is generated.

To set this process up and attach inventory items to your packages, select the “templates” icon on the left-hand navigation bar and select “Package Templates”. If you have not created any package offerings yet, please do so with the “Add Package” prompt at the top of the page. For more information on Package and Add On’s and the creation of these items, please visit help.releventful.com and locate our tutorial on this.

Open any of your existing packages by selecting them from the list on this page.

For each package, you will have an “Inventory” tab at the top of the package details page. Select this to add inventory items to this package offering.

From this page, search for your inventory item with the “find inventory” search bar. Begin typing the inventory item name and see the results of your text appear in the results list. Select the correct item from the list that is displayed.

Once selected, enter the quantity that should be allocated for this item to the right-hand side in the “inventory quantity” field. Once populated, select “Add” to the right-hand side.

You will see your item and set quantity appear in the list below.

As a reminder, package inventory is any inventory that you always need when this package is booked. Any inventory added here will be added to invoices automatically when this package is included on the invoice.

The same process will be applied to your add on offerings. To locate your add ons, select the “templates” icon on the left-hand navigation bar and select “Add On Templates”.

To add inventory to an add on, select one from the existing list to open the add on details. Toggle to the inventory tab and add your inventory items in the same way as you did for your package offerings.

When a package or add on with allocated inventory is booked in the system via an invoice, the system will reserve those items and remove them from availability for future bookings on the same day.

To see reserved items in the system, open the inventory menu from the left-hand toolbar and select the “inventory status” tab at the top of the page. Here you will see the items set to be used in upcoming booked events. Remember to set your date range with the available filter view options at the top of the page.

There is a status column on the far left that will indicate the availability of the item for the upcoming event. If the item is not available, you will see a status of “out” indicating that the order could not be fulfilled. For the items that are out, you will need to replace the items either with an item with the same tag, or removing the item entirely.

Another place to see and manage inventory for a particular event is from the quick-close invoice screen for the event. You can select the “invoice inventory” option on the far left-hand side of the page to view the inventory for the invoice. If inventory was added directly to the package for reservation, you will see these items reflected here. If the items are available, you will see a green check mark at the top of the page indicating that there is no issue with booking these inventory items for this event.

You can always edit these items that came over with the package setup by hovering over the items and editing or removing them. You can also add additional inventory items with the “add inventory” button on the right-hand side.

For invoices that do have a conflict for the necessary inventory items, you will see a red warning message from the quick close invoice screen over alongside the invoice inventory menu. Click on this to see where the issue is with the allocated inventory items.

In this example, I have multiple events happening on the same day that both require round tables at the event. In this case, I only have a total of 40 round tables, but between my two booked events, there is a need for 45 tables. I am going to be short 5 round tables, as indicated in this pop-up window.

Underneath the insufficient inventory, you will see the suggested alternatives based on the tags and groupings I have created in the system.

I can hover over the insufficient inventory and remove it, or select view on the alternates to indicate the amount needed to replace the insufficient inventory items.

We hope that this was helpful in explaining inventory allocation in Releventful. For more information and additional resources, please visit help.releventful.com.