Mastering Odoo: 3 Essential Ways to Block Sales Orders Effectively

Have you ever found your sales team committing to orders for products that simply aren’t in stock? This common scenario leads to frustrated customers, delayed deliveries, and ultimately, damaged business reputation. The good news is, you can put an end to this cycle. Learning how to Odoo block sales orders proactively is a game-changer for efficient inventory management and stellar customer service.

In this comprehensive guide, we’ll dive into how you can leverage a powerful, free Odoo Community Association (OCA) application called “Sell Block No Stock” to intelligently prevent overselling. We’ll explore three distinct methods for blocking sales orders, providing a step-by-step tutorial to help you implement them effectively.

For a visual walkthrough, you can also refer to the original video explanation that inspired this guide: https://www.youtube.com/watch?v=nhfDsHsJhZE

Why Proactively Blocking Sales Orders is Crucial for Your Business

In a competitive market, customer satisfaction is paramount. When a sales order is confirmed without the actual stock to fulfill it, a chain reaction of negative consequences can unfold:

• Customer Dissatisfaction: Nothing frustrates customers more than an unfulfilled promise. Late deliveries or cancellations due to stock shortages erode trust and can lead to lost business.
• Damaged Reputation: Consistently failing to meet delivery commitments can harm your brand’s standing in the market. Negative reviews spread quickly, impacting future sales.
• Financial Losses: Expedited shipping costs, re-stocking fees, or the need to source products from more expensive suppliers to meet a committed order can significantly cut into your profit margins.
• Inefficient Operations: Your warehouse and logistics teams waste valuable time processing, then halting, orders that can’t be fulfilled. This creates unnecessary bottlenecks and reduces overall productivity.
• Inaccurate Inventory Records: When sales are confirmed without available stock, your inventory data becomes unreliable, making future planning and purchasing decisions much harder.
• Prevention of False Commitments: Sales teams, eager to close a deal, might inadvertently promise unrealistic delivery dates. Implementing a system to Odoo block sales orders prevents these false commitments, aligning sales efforts with operational reality.

By establishing robust mechanisms to Odoo block sales orders when stock is insufficient, you empower your business to operate with greater transparency, accuracy, and customer focus.

Understanding the “Sell Block No Stock” Odoo App

The “Sell Block No Stock” application, generously contributed by the Odoo Community Association (OCA), is a free yet incredibly useful tool designed to bridge the gap in Odoo’s standard sales process. It’s specifically built to prevent sales orders from being confirmed if the required stock levels aren’t met, according to predefined rules.

This application is available for Odoo versions 16 and 18 (and potentially others, check the OCA repository for the latest compatibility). It offers a flexible approach to inventory control, allowing businesses to choose the blocking method that best suits their operational philosophy. At its core, it ensures that your sales commitments are always realistic and backed by actual inventory.

The 3 Powerful Ways to Block Sales Orders in Odoo

The “Sell Block No Stock” app provides three distinct and highly effective methods to Odoo block sales orders. Each method offers a different level of conservatism, allowing you to tailor your sales process to your specific inventory management strategy.

1. Blocking with “Free Quantity in Sales Order Line”

This is often the most conservative and safest approach to Odoo block sales orders.
How it Works: This method considers only the “free stock available.” Free stock is your total on-hand quantity minus any quantity that has already been reserved for other confirmed sales orders or outgoing shipments. If the quantity a customer wishes to order exceeds this “free” amount, the system will block the sales order confirmation.
Why Use It: It ensures that you never commit stock that’s already allocated. This is ideal for businesses that prioritize fulfilling existing commitments without disruption and want to maintain a clear picture of immediately sellable inventory.
Example: You have 10 units of “Product A” on hand. 3 units are already reserved for a pending sales order. Your free quantity is 7. If a new sales order attempts to confirm 8 units, it will be blocked.

2. Blocking with “Quantity Available Today”

This method offers a slightly more flexible approach compared to “Free Quantity.”
How it Works: This option checks the total “on-hand” quantity of a product, irrespective of any existing reservations for other sales orders. If the ordered quantity exceeds the total physical stock currently in your warehouse, the sales order confirmation will be blocked.
Why Use It: This is useful for businesses that might be willing to reallocate or unreserve stock from a lower-priority order to fulfill a new, more critical one. It gives sales teams a clearer picture of the absolute maximum they could sell if they were to prioritize.
Example: You have 10 units of “Product B” on hand. 3 units are reserved. If a new sales order attempts to confirm 9 units, it will be blocked because 9 > 10 is false, but if it tries to confirm 11 units, it would be blocked. The system will tell you the maximum you can sell is 10. You then have the option to adjust the quantity or move the rest to a next order, implying you could unreserve from the other order.
This allows you to take a strategic decision on which order to fulfill.

3. Blocking with “Virtual Available at Date”

This is the most sophisticated method, incorporating future inventory projections.
How it Works: This method considers the forecasted stock availability at a specific future delivery date entered on the sales order. It takes into account current on-hand stock, existing reservations, and also any incoming stock (e.g., from confirmed purchase orders) or outgoing stock planned before that delivery date. If the quantity ordered exceeds the “virtual available” quantity on the chosen delivery date, the order is blocked.
Why Use It: This is perfect for businesses dealing with lead times, pre-orders, or frequent inbound shipments. It allows your sales team to make realistic commitments based on future inventory projections, preventing premature blocking of orders that can legitimately be fulfilled later. This helps prevent sales teams from making false commitments based on current stock, while still allowing for future-dated sales.
Example: You have 7 units of “Product C” available today. You have a purchase order for 5 more units arriving on August 30th.

• If a customer orders 9 units for delivery on August 29th, the order will be blocked (because only 7 are available).
• If the same customer orders 9 units for delivery on September 1st, the order will likely be allowed (assuming the 5 units from the PO arrive, making total available stock 12 by then).

Step-by-Step Tutorial: Implementing Sales Order Blocking in Odoo

Now, let’s walk through the process of setting up and testing the “Sell Block No Stock” application in your Odoo environment.

Prerequisites:

• An operational Odoo instance (versions 16 or 18 recommended for this app).
• Administrator access to install and configure applications.
• Basic understanding of Odoo’s Sales and Inventory modules.

Step 1: Install the “Sell Block No Stock” App

1. Navigate to the Apps Module: From your Odoo dashboard, click on the “Apps” icon.
2. Search for the App: In the search bar, type “Sell Block No Stock” or “sale_block_no_stock.”
3. Install: Click the “Install” button for the application. Odoo may prompt you to install any necessary dependencies. Confirm and proceed with the installation of all required modules.
   • External Link: You can find the official OCA module on their GitHub repository for more details: https://github.com/OCA/sale-workflow/tree/16.0/sale_block_no_stock (ensure to check the branch for your Odoo version).

Step 2: Configure Your Odoo Sales Block Settings

After installation, the blocking settings will appear within the Sales module.

1. Go to Sales Module: Navigate to the “Sales” application.
2. Access Settings: Click on “Configuration” in the top menu, then select “Settings.”
3. Locate “Sell Block No Stock” Section: Scroll down until you find the “Quotations & Sales” section. You will see the newly added “Sell Block No Stock” settings.
4. Choose a Blocking Method: Select one of the three methods you want to implement:
   • Free Quantity in Sales Order Line
   • Quantity Available Today
   • Virtual Available at Date
   • Pro Tip: Start with one method, test it thoroughly, and then switch if another method better suits your business needs.
5. Configure Bypass (Optional): Below the blocking methods, you’ll see “Bypass Block.” This allows you to designate specific user groups (e.g., “Sales Managers”) who can override the stock block and confirm orders even when stock is insufficient. If you leave this field empty, no user, regardless of their access rights, will be able to bypass the block.
6. Save Settings: Click the “Save” button to apply your changes.

Step 3: Test Blocking with “Free Quantity in Sales Order Line”

Let’s put the first blocking method to the test.

1. Select “Free Quantity in Sales Order Line” in your Sales Settings and save.
2. Check Product Stock:
   • Go to “Inventory” > “Products.”
   • Select a product (e.g., “My Product One”).
   • Note its “On Hand” quantity and “Forecasted” quantity. The “Forecasted” quantity in Odoo typically represents the “Free Quantity” (On Hand – Reserved – Outgoing + Incoming). For instance, if On Hand is 10 and 3 are reserved, Forecasted/Free Quantity will be 7.
3. Create a Sales Order:
   • Go to “Sales” > “Create.”
   • Add a customer and then add your chosen product to the order line.
4. Attempt to Exceed Free Stock: Enter a quantity for the product that is greater than the “Free Quantity” (Forecasted quantity) you noted earlier. For example, if Free Quantity is 7, try to sell 9.
5. Confirm the Order: Click the “Confirm” button.
6. Observe the Block: Odoo will display a prominent warning message. It will state that the order cannot be confirmed because the requested quantity exceeds the available stock, and it will specify the maximum quantity you can commit (your “Free Quantity”). You’ll typically have options to adjust the quantity, move the remainder to a new order, or simply close the warning.

Step 4: Test Blocking with “Quantity Available Today”

Now, let’s switch to the second method.

1. Select “Quantity Available Today” in your Sales Settings and save.
2. Check Product Stock: Again, verify the “On Hand” quantity for your test product.
3. Create a Sales Order:
   • Go to “Sales” > “Create” and add the same product.
4. Attempt to Exceed On-Hand Stock: Enter a quantity that is less than the total “On Hand” quantity but greater than the “Free Quantity” (if applicable). For example, if On Hand = 10, and Free Quantity = 7, try to sell 9.
5. Confirm the Order: Click “Confirm.”
6. Observe the Block: The system will block the order and inform you of the maximum quantity available today, which should correspond to your total “On Hand” quantity (e.g., 10 units). This scenario allows for the strategic decision to unreserve stock from other orders if needed.

Step 5: Test Blocking with “Virtual Available at Date”

This method involves considering future stock movements.

1. Select “Virtual Available at Date” in your Sales Settings and save.
2. Check Product Forecast: Go to your product in “Inventory” and review its “Forecasted” tab. Note any incoming purchase orders (POs) and their expected receipt dates.
3. Create a Sales Order for Today’s Date:
   • Go to “Sales” > “Create.”
   • Add the product and specify a quantity that exceeds your current “Free Quantity.” Keep the delivery date as today.
   • Confirm: The order should be blocked, showing the current maximum commit quantity.
4. Create a Sales Order for a Future Date with Insufficient Current Stock:
   • Create a new sales order.
   • Set the delivery date to a future date before an expected incoming PO (if you have one).
   • Order a quantity that exceeds your current “Free Quantity.”
   • Confirm: This order should still be blocked, as the stock hasn’t arrived by the delivery date.
5. Create a Sales Order for a Future Date with Sufficient Future Stock:
   • Create another new sales order.
   • Set the delivery date to a future date that is after an expected incoming PO is due.
   • Order a quantity that would be fulfillable after the incoming PO arrives.
   • Confirm: This order should now be allowed to confirm, demonstrating how the system considers future inventory. This is a powerful way to Odoo block sales orders effectively while still making realistic future commitments.

Step 6: Understanding and Using the Bypass Feature (Optional)

If you configured a “Bypass Block” user group in Step 2:

1. Log in as a User in the Bypass Group: Ensure the user has the appropriate access rights.
2. Repeat Any Blocking Test: Attempt to confirm a sales order that would normally be blocked by your chosen setting.
3. Observe the Override: The user in the bypass group should be able to confirm the order, receiving a warning but with the option to proceed, demonstrating the flexibility of this feature.

Best Practices for Effective Inventory and Sales Order Management

Implementing a system to Odoo block sales orders is just one part of a robust inventory and sales strategy. Consider these best practices:

• Maintain Accurate Inventory Data: The effectiveness of any blocking mechanism hinges on accurate real-time inventory levels. Implement rigorous processes for stock counts, receipts, and dispatches.
• Regular Audits: Periodically audit your physical stock against Odoo’s records to catch discrepancies early.
• Train Your Sales Team: Ensure your sales force understands how the blocking system works, why it’s in place, and how to interpret warning messages. This prevents frustration and helps them make more informed commitments.
• Review Your Blocking Policy: As your business evolves, your inventory strategy might change. Regularly review which blocking method (Free, On Hand, or Virtual) best suits your current operations.
• Integrate with Purchasing: For the “Virtual Available at Date” method to be most effective, ensure your purchase orders are accurately entered and updated with realistic delivery dates. This helps provide a reliable forecast for future stock.
• Utilize Internal Links: For further optimization of your Odoo processes, explore how to automate purchase requests based on minimum stock levels, which complements the sales blocking feature. For more in-depth Odoo inventory tips, check out our article on Advanced Odoo Inventory Management Techniques (this is an example of an internal link).

Conclusion

Successfully managing your inventory and sales commitments is vital for any business. By implementing effective strategies to Odoo block sales orders, you can significantly reduce customer dissatisfaction, improve operational efficiency, and protect your bottom line. The “Sell Block No Stock” OCA application offers a powerful, flexible, and free solution to achieve this, giving you the control you need over your sales process.

Start by installing this invaluable app today, choose the blocking method that aligns with your business goals, and empower your team to make smarter, more reliable sales commitments. Your customers, and your balance sheet, will thank you.