A stock hold needs an item, quantity, buyer reference and expiry time. Record whether the unit is physically present, reserved, paid for or only expected from a supplier; these are different states. A short written rule helps staff release an expired hold instead of continuing to hide the item from sale.
When taking a reservation, repeat the product variant, amount and expiry with the buyer. Remove the hold when it lapses and update availability before accepting another enquiry. Reconcile held goods against sales from the physical counter so a second customer is not promised the same unit.
A reservation is not a completed sale unless payment and handover are agreed. Explain your payment, collection, delivery and cancellation terms directly and apply them consistently. Do not retain extra personal information in a stock note; keep only the reference needed to manage the hold.
