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Overbooking Report in TapGoods PRO (How-To + Overview)

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What is the Overbooking Report?

The Overbooking Report is a centralized view that shows when your inventory demand exceeds your available quantity.

This happens when:

  • Multiple orders require the same item at the same time
  • The total quantity reserved is greater than what is available

TapGoods allows overbooking intentionally so you can:

  • Maximize revenue opportunities
  • Accept orders before final fulfillment decisions are made

The Overbooking Report helps you:

  • Identify shortages
  • Understand what’s causing them
  • Take action to resolve them

 

Key Terms to Understand

Before using the report, here’s what each field means:

Warehouse Quantity
Total number of units you own for this item across your inventory (not adjusted for reservations, maintenance, or availability during the selected dates)

Quantity Overbooked
The total number of units you are short for this item across the selected date range. This reflects the difference between total demand and total inventory, combined across all overlapping orders.

Example: If you own 120 chairs but 201 are required across overlapping orders, your Quantity Overbooked = 81.

Quantity in Order
Number of units requested on a specific order

Subrented in Order
Quantity already fulfilled through subrentals

Conflict Dates
The full date range during which the order impacts inventory availability. This includes all dates the item is reserved (on/off shelf), even if only some of those dates are overbooked.

Soft Holds
Non-confirmed orders that may still impact availability

Temporary Items
Temporary items now appear in the report, giving you better visibility into shortages across all fulfillment types.

 

When Should You Use This Report?

Use the Overbooking Report when you need to:

  • Identify inventory shortages for upcoming events
  • Prioritize which items need attention first
  • Understand how multiple orders overlap
  • Decide whether to subrent, adjust, or add inventory

Most teams review this daily during busy season.

 

How to Access the Overbooking Report

  1. Navigate to Dashboard
  2. Click To-Do’s
  3. Select the Inventory tab
  4. Click Overbooks

From here, you can view all overbooked inventory within your selected timeframe.

 

How the Report is Structured (New View)


 

Step 1: Start at the Item Level

  • Each row represents an item
  • Items are grouped and summarized first

This helps you quickly answer:
“What items are causing the biggest shortages?”

Temporary items are also included, allowing you to evaluate shortages across all fulfillment types in one place.

 

Step 2: Drill Down into Orders

Click the arrow (caret) on the right side of any item to expand it.

Inside, you’ll see:

  • Order ID
  • Order Name
  • Section within the order
  • Quantity in the order
  • Subrented quantity
  • Conflict date

This answers:
“Which orders are causing the issue?”

Please Note

If an item name has been edited within an order, the Overbooking Report will display the original (true) item name.

When expanding an item using the arrow (caret):

  • The edited item name (from the order) will appear in bold above the Order ID

When using the search bar:

  • The report will return results based on the edited item name (as it appears in the order)
  • The original item name will not be searchable

This ensures consistency in reporting while still allowing flexibility within individual orders.


 

How to Resolve an Overbooking

Option 1: Resolve Directly from the Report (Recommended)

  1. Click the overbooking alert icon

  1. The Fulfillment Modal opens
  2. Review:
    • Total inventory vs total needed
    • All conflicting orders
  3. Take action:
    • Subrent from another location
    • Create a manual subrental
    • Add inventory

New:
From the Fulfillment Modal, you can click the calendar icon to go directly to that item’s Inventory Calendar, giving you a quick, high-level view of availability across dates.

 

Option 2: Resolve Within the Order

  • Click into the order
  • Adjust quantities or items
  • Add subrentals

 

Filtering the Overbooking Report

Use filters to refine your view:

  • Date Range (maximum 3 months at a time)
  • Delivery Type
  • Item Type
  • Departments

Important Note on Date Range

The report supports up to 3 months per search.

Example:

  • April → June ✅
  • April → October ❌

To view longer periods, run multiple searches (e.g., April–June, then July–September).

 

Soft Holds Toggle

  • Toggle “Show Soft Holds” to include non-confirmed reservations
  • Helps identify potential future shortages before orders are finalized

 

Exporting the Report

Click Export to download a full Excel version of the report.

Includes:

  • Item-level and order-level data
  • Quantities, dates, and fulfillment details

 

Best Practices

  • Review daily during peak season
  • Start with the highest Quantity Overbooked
  • Prioritize items with the closest Conflict Dates
  • Resolve items with no subrental coverage first
  • Use Soft Holds to plan ahead

 

Why This Matters

The Overbooking Report is not just a report—it’s a decision-making tool.

It helps you:

  • Stay ahead of inventory shortages
  • Protect the customer experience
  • Operate more efficiently during high-volume periods

 

Common Questions

Why don’t my numbers seem to match (Warehouse Quantity vs Overbooked)?

In some cases, the numbers in the report may appear not to tie out at first glance. This is often due to items being in maintenance, which are not available for use but are still part of your total inventory.

When you open the Fulfillment Modal, you’ll see a more detailed breakdown, including inventory currently in maintenance, which provides a clearer picture of actual availability.

Note: We will be releasing an update soon that surfaces maintenance impact directly in the main report view for easier visibility.



Why is my Quantity Overbooked higher than expected?
Quantity Overbooked reflects the total shortage across all overlapping orders within the selected date range—not just a single order.

 

Why does Warehouse Quantity not match availability?
Warehouse Quantity shows what you own, not what is available during the selected dates. Availability is impacted by other orders, maintenance, subrentals, and soft holds.

 

Why am I seeing items that look fully covered?
There may still be unresolved shortages across overlapping dates or orders, even if some quantities are already subrented.

 

What is the difference between Quantity in Order and Quantity Overbooked?

  • Quantity in Order = units on a single order
  • Quantity Overbooked = total shortage across all orders combined

 

What happens if I don’t resolve an overbooking?
You risk not having enough inventory to fulfill an order, which can lead to last-minute issues and a poor customer experience.

 

When should I use Soft Holds in this report?
Use it to identify potential future conflicts before orders are finalized.

 

Why can I only view 3 months at a time?
The report is limited to a 3-month range per search for performance and accuracy. Run multiple searches for longer timeframes.

 

Can I resolve overbookings without opening the order?
Yes. Use the Fulfillment Modal directly from the report to subrent or adjust inventory.

 

What should I look at first?
Start with:

  1. Highest Quantity Overbooked
  2. Closest Conflict Date
  3. Items with no subrental coverage

 

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