KeyCRM: reservations and order statuses

How to set up reservation when importing orders from KeyCRM

Reservation is set up on the “Orders” tab in the integration window (Sales → Orders → Integration connections). There are two switches:

Setting	What happens
“Create reservation automatically” is on	Bimp reserves the entire quantity of the product from the order
“Only for available stock”	only what is in the warehouse is reserved
both are off	no reservation is created

For the general settings of the tab, see Setting up the KeyCRM integration. For reservations in Bimp: Stock reservation.

Why an order from KeyCRM is not created when reservation is on

The order is not created if there is less free stock in the warehouse than is needed for the reservation. With automatic reservation on, Bimp tries to reserve the required quantity right away. If the stock is zero or less than the quantity in the order, the system blocks the operation to prevent accounting errors and negative stock.

How to fix.

• Post the goods in Bimp before synchronization: see Stock posting.
• If you sell on pre-order (the goods are not physically available), turn off automatic reservation. Then orders are placed even with zero stock.
• Or turn on “Only for available stock”: then only the available quantity is reserved.

Why the reservation was not created even though the option is on

A reservation is not created when the actual stock of the product in Bimp is 0. A reservation “freezes” available goods for a customer, so it is impossible to reserve what is not on the balance.

Depending on the settings (in particular, permission to sell into negative stock), two outcomes are possible:

1. The order is created, but the “Reserve” column stays empty.
2. The order is not created at all if the settings strictly prohibit operations with missing goods.

How to fix. Check the product stock in the warehouse in Bimp. If it is zero, first post the goods and then create the reservation. For stock control: Stock control: blocking sales into negative.

Why goods are not reserved although “Reserve” is specified in the order

The most common cause is the “Completed” order status. When an order gets this status, Bimp considers the deal closed and automatically releases all active reservations for this document. A reservation holds goods until the sale, and a completed order no longer needs it.

How to fix. For the goods to stay reserved, the order must have an active status, for example “New”, “In processing”, “Confirmed” or “Being picked”. Change the status, and the reservation will be recorded. More about statuses: Order statuses. Other causes: Goods are not reserved.

Why the Sales of goods and services document is not saved after the “Completed” status

After the “Completed” status, a Sales of goods and services document created with filled-in reservations will not be saved. The reason: the “Completed” status has already released the reservation with a Stock reservation document, while the sale still lists these reservations.

How to fix. Add an intermediate status without the “Order closed” checkbox and use it instead of “Completed” until shipment.

1. Create a new order status, for example “Fulfilled”. Make sure the “Order closed” checkbox is not set for it.
2. Update the status mapping table in the KeyCRM integration settings: map the corresponding KeyCRM status to the “Fulfilled” status.
3. Create the shipment in Bimp. Under the “Fulfilled” status, a Stock reservation document is not created automatically.
4. If the sale has written off the goods completely, keep the “Fulfilled” status. If some reserved stock remains, change the status to “Completed”: Bimp automatically creates a Stock reservation document for the remainder, and the reservation is released.

This way you control the release of reservations yourself and avoid duplicate documents. Shipment: Shipment.

How to release a reservation in Bimp when an order is canceled in KeyCRM

A reservation in Bimp is released automatically only when the order gets the “Completed” status. If a cancellation in KeyCRM moves the order in Bimp to another status (for example, simply “Canceled”), the reservation may stay active.

How to set it up.

1. Open the KeyCRM integration settings in Bimp and go to the “Orders” tab, the “Statuses” block.
2. Find the KeyCRM status that means refusal (for example, Canceled, “Refusal”, “Return”).
3. In the “Status in Bimp” column, choose “Completed”.
4. Save the changes.

Now, when a manager moves the order in KeyCRM to the refusal status, Bimp recognizes this as completion and releases the reserved goods for other customers. For releasing a reservation when there will be no sale: Order statuses.

Is a product added to an existing KeyCRM order reserved

Yes, if two conditions are met in the integration settings:

1. “Reload documents” is on. Without it, Bimp ignores changes to the contents of an order that has already been created.
2. “Create reservations automatically” or “Create reservation on available stock” is on.

In addition to the settings, an action in KeyCRM is needed: add the product to the order and be sure to save (update) the order. Saving triggers the data transfer. After that, Bimp updates the document and reserves the added product.

Why order statuses do not update: project mismatch

Statuses stop updating when the company settings have the check for a matching project in the contract and the order turned on, and you changed the default project in the integration (for example, from “Main” to “Retail”). The integration tries to update the old order with the new project, but the contract for it was already created for the previous project. The mandatory consistency check does not allow the change, and the status update is blocked.

How to fix. Choose one of the options:

1. Turn off the check. In the company settings, turn off the “Project match in contract and order” option. Statuses will update again despite the mismatch.
2. Align manually. If the project check matters to you, bring the project in the order and in the linked contract into line.
3. Plan changes. Before changing the main project in the integration settings, wait until all current orders under the old project reach final statuses.

For projects: Projects and lines of business.

Why an order from KeyCRM is not created at all and the status “is not picked up”

An order with a KeyCRM status that is not in the status mapping table is not created in Bimp. Open the “Orders” tab in the integration window and add the missing status to the “Statuses” table with the Status button. For setting up the table: Setting up the KeyCRM integration.