Reservation Rebalancer - Kibo Documentation

The Reservation Rebalancer is an event-driven inventory rebalancing capability within the Kibo B2B Wholesale OMS that automatically re-secures soft inventory reservations on Call-Off Orders when a supply disruption affects already-promised inventory. In wholesale distribution, purchase orders are delayed or cut after commitments have already been made to buyers. Without automated rebalancing, these disruptions silently leave promised reservations short — discovered only at fulfillment time, far too late to take corrective action. The Reservation Rebalancer closes this gap. When a supply change event leaves a Call-Off Order reservation unfillable at its current location, the rebalancer runs three recovery actions in sequence: it first draws from free available supply across the network; if still short, it may take supply from lower-priority, later-shipping Call-Off Orders under configurable rules and a hard engine-enforced date gate; and any Call-Off Orders it cannot fully re-secure fall through to the regular Reservations Job alongside new demand.

Note: The Reservation Rebalancer operates exclusively on soft-allocated reservations held against Call-Off Orders. It never touches pegged shipment allocations. Hard-allocated future and backorder shipments are handled by the Allocation Rebalancer.

Prerequisites

Before using the Reservation Rebalancer, ensure the following:

The B2B Wholesale OMS feature is enabled for your tenant. Contact Kibo Support to enable this capability.
At least one Reservation Rule is configured and enabled. See Reservation Rules.
At least one Steal-For Rule is configured and enabled if you want the rebalancer to recover supply by taking from lower-priority Call-Off Orders. See Steal-For Rules.
At least one Steal-From Rule is configured and enabled to define which Call-Off Orders may give up supply. See Steal-From Rules.
The Reservation Rebalancer is enabled within the B2B tab under General settings.
You have Admin or Super Admin role permissions.

How the Reservation Rebalancer Works

Where It Fits in the Run Sequence

The Reservation Rebalancer runs as the second stage in Kibo’s B2B supply rebalancing pipeline. This fixed order ensures that pegged supply is secured before soft reservations are re-evaluated, and that new demand only receives what remains after promised commitments have been protected:

Order	Stage	Scope
1	Allocation Rebalancer	Hard-allocated future and backorder shipments
2	Reservation Rebalancer (this feature)	Soft-allocated reservations on already-promised Call-Off Orders
3	Reservations Job	All open Call-Off Orders with no reservation (new demand + Call-Off Orders still short after Stage 2)

The supply pool the Reservation Rebalancer works from is always net of everything the Allocation Rebalancer has already pegged — never the original supply total. This sequencing is enforced by the [Inventory Balancing & Reservations](/pages/general-settings#inventory-balancing-& -reservations) under General Settings under B2B Tab and cannot be changed.

Triggers

The Reservation Rebalancer is triggered by supply change events that leave an existing reservation unable to be fully covered:

Event	When It Triggers Rebalancing
Supply Decreased	A purchase order backing a reservation is cut or cancelled, reducing available supply below the reserved quantity at the affected location.
Supply Delayed	A purchase order’s expected arrival date moves beyond the time fence window of an affected Call-Off Order — meaning the supply can no longer arrive in time to meet the reservation’s timing requirement. A delay that still lands within the time fence does not trigger rebalancing.

Note: Supply Up events (a PO arriving with more than expected) and Demand events (order cancellations, quantity reductions) do not trigger the Reservation Rebalancer. These events make supply more available — any new capacity is naturally consumed by the next Reservations Job run.

A single rebalancing run may bundle more than one supply change event. Each event is evaluated independently to identify its affected reservations. The full set of affected Call-Off Orders across all events in the run is then combined into one working set for processing.

Rebalancing Flow

When the Reservation Rebalancer runs, it processes affected Call-Off Orders through the following sequential steps: Step 1 — Deallocate Stale Supply. Before attempting to refill a short reservation, the stale or disrupted portion of the reservation at the affected location is first removed. This clears the gap so the system recognizes a genuine unfulfilled quantity to recover. Step 2a — Fill from Free Supply. The rebalancer attempts to re-secure the needed quantity from free, available supply across the network using Order Routing. Affected Call-Off Orders are processed in priority order (determined by the existing Reservation Rules), because filling one Call-Off Order reduces the free supply remaining for the next. A Call-Off Order filled successfully in this step does not proceed to Step 2b. Step 2b — Steal from Later-Shipping Call-Off Orders. For Call-Off Orders still short after Step 2a, the rebalancer may take supply from other Call-Off Orders — governed by the Steal-For Rules and Steal-From Rules, and a hard engine-enforced Ship Date Buffer. At this point, the still-short Call-Off Order becomes a Seeker and any Call-Off Order it takes supply from becomes a Giver. Step 3 — Fall Through to Regular Reservation Run. Any Call-Off Order that could not be fully re-secured in Steps 2a and 2b is not left in an error state. It passes into the standard Reservations Job run, competing alongside new Call-Off Orders for whatever free supply remains. Its status remains Partially Reserved or Hold as appropriate.

The Ship Date Buffer

The Ship Date Buffer is a hard, engine-enforced guarantee that supply may only be stolen from a Call-Off Order whose ship date is strictly later than the Seeker’s ship date, by at least the configured Ship-Date Buffer (in days). Formally: Giver Ship Date > Seeker Ship Date + Ship-Date Buffer Days This protects the supply-priority order: a more-urgent, earlier-shipping commitment can never have its supply taken by a less-urgent one. Example:

Setting	Value
Ship-Date Buffer	10 days
Seeker Ship Date	2026-08-10
Giver eligibility threshold	2026-08-21 or later

Giver	Ship Date	Eligible?
Giver G1	2026-08-12	❌ No — ships too soon (only 2 days after Seeker)
Giver G2	2026-08-31	✅ Yes — ships 21 days after Seeker, exceeding the 10-day buffer

Important: The Ship Date Buffer is enforced by the engine and cannot be loosened, skipped, or overridden by any rule configuration. If a Call-Off Order would be permitted as a Giver under your Steal-From Rules but fails the Ship Date buffer, the steal is blocked. The Seeker continues looking for another eligible Giver; if none exists, it falls through to the regular run.

Stealing Logic

The steal phase follows a single, deterministic pass:

Seekers and Givers are determined once, at the start of the steal phase, as a fixed partition. A Call-Off Order is either a potential Seeker or a potential Giver in a given run — never both. If a Call-Off Order matches both Steal-For and Steal-From Rules, it is treated as a Seeker only and removed from the Giver pool.
A Giver may supply multiple Seekers. A Giver is not exhausted from the pool after being partially used — its remaining supply stays available to later Seekers in the same pass.
A Giver that goes short is not re-promoted. If a Giver loses enough supply through stealing that it becomes short itself, it is not re-evaluated as a Seeker within the same run. It falls through to the regular Reservations Job alongside new demand.
Cross-product stealing is not permitted. A steal only ever moves the same product between a Giver and Seeker.

EDD Recalculation After a Steal

When a steal transfers supply from a Giver to a Seeker, both Call-Off Order reservations have their Estimated Delivery Date (EDD) immediately recalculated as a consequence of the supply change event. This recalculation happens at the time of the steal — not during the next scheduled reservation batch cycle.

The Seeker’s EDD is recalculated to reflect its newly secured supply source and delivery timeline.
The Giver’s EDD is recalculated to reflect its reduced or changed supply position after giving up units.

This ensures both reservations always carry an accurate, up-to-date delivery promise after rebalancing. Example:

A PO is delayed — supply is reduced for an existing future inventory record.
Reservation R1 is impacted and steals supply from Reservation R2.
Both R1 and R2 have their EDD immediately recalculated — R1 reflects its newly secured supply source and delivery timeline; R2 reflects its reduced or changed supply position.

For full details on how EDD is calculated and maintained on Call-Off Order Lines, see Estimated Delivery Date — Reservations.

Blanket Order Ledger Integrity

When supply reserved against a Blanket Order’s uncalled balance is taken from a Giver, that draw must be reversed — the quantity is returned to the Blanket Order’s uncalled balance so the contract ledger stays correct. The identity Called + Uncalled = Contracted is maintained before and after every steal, for every affected Blanket Order.

Fill Rate and Status Updates

After every rebalancing action, the fill rate and reservation status on each affected Call-Off Order Line are updated to reflect the true reserved quantity:

Prior Status	Condition After Rebalancing	New Status
Fully Reserved	Reserved qty < Requested qty	Partially Reserved
Fully Reserved	Reserved qty = 0	Hold
Partially Reserved	Reserved qty = 0	Hold
Fully Reserved	Reserved qty = Requested qty	Fully Reserved

The fill rate (reservedQty ÷ requestedQty) is also recalculated so the Call-Off Release Rules Engine has an accurate basis for evaluating whether a line is eligible to be converted into a Sales Order.

Segmentation

If a Call-Off Order specifies an inventory segment tag, the Reservation Rebalancer respects that segment during both free-supply fill and steal. Inventory is only drawn from within the designated segment.

Steal-For Rules

Steal-For Rules define which still-short Call-Off Orders are eligible to attempt a steal and their priority order when competing for the same Giver supply. A Call-Off Order matched by a Steal-For Rule becomes a Seeker — it is permitted to take supply from eligible Givers under the Ship Date Buffer. Seekers with higher priority attempt to recover supply before lower-ranked Seekers, and the sort on each rule determines the order within a priority tier. Configure Steal-For Rules to protect your highest-priority buyers during a supply disruption — ensuring their Call-Off Orders are the first to recover reserved supply before lower-priority accounts. See Steal-For Rules for the full configuration guide.

Steal-From Rules

Steal-From Rules define which Call-Off Orders may have their reserved supply taken and the order in which they are drawn from. A Call-Off Order matched by a Steal-From Rule becomes a Giver — it is eligible to lose supply to a higher-priority Seeker, subject to the ship date buffer. Call-Off Orders not matched by any enabled Steal-From Rule are fully protected and cannot be Givers.

Note: There is no default Steal-From Rule. If no Steal-From Rules are configured or enabled, no stealing can occur. All short Call-Off Orders fall through to the regular Reservations Job.

Configure Steal-From Rules to explicitly define which Call-Off Orders can give up supply — and, by exclusion, which ones are always protected. See Steal-From Rules for the full configuration guide.

Rebalancer Run Audit — Reservation Rebalancer Tab

Every Reservation Rebalancer run produces a full audit trail accessible from the Reservation Rebalancer tab of the Rebalancer Run Audit page. Navigate to Main > Supply > Reservation Rebalancer .

Note: The Rebalancer Run Audit page contains two top-level tabs: Allocation Rebalancer and Reservation Rebalancer. The client can Run a single Rebalancer or Both as they wish for . The Run button is only visible if the Run Mode set for rebalancer is Manual

Run List

The Run List displays all Reservation Rebalancer runs for the selected site, sorted newest first. A live count is shown above the table — for example, “5 runs · newest first.”

Search & Filters

Control	Values
Search	Free text by Run ID, code, PO #, location, or customer/account
Status	All statuses / Completed / Partial / Failed
Run Mode	All / Automated / Manual
Reset	Clears all filters

Run List Table Columns

Column	Description
Run	Run code (for example, `RB-1187`) and run date/time.
Summary	Auto-generated plain-language description of the trigger, what the run did, and the outcome — for example, “PO-8891 arrived too late for 21 promised call-offs — 7 refilled, 8 recovered from later-shipping orders, 3 partially reserved (mixed sources), 3 still short.”
Run Mode	Manual (with the triggering PO number) or Automated.
Events	Count of supply events (PO date slips, quantity drops) that fed this run.
Evaluated	Count of Call-Off reservations the run evaluated.
Results	Bold “N affected” with a breakdown: “filled · stolen · short” — for example, “21 affected — 7 filled · 8 stolen · 3 short.”
Status	Completed (green), Partial (amber), or Failed (red).

Note: Unlike the Allocation Rebalancer, the Reservation Rebalancer only tracks supply-side events — not demand events. The Events column therefore reflects supply changes only.

Run Detail

Click any row in the Run List to open its detail view. The Run Detail page provides a full breakdown of what the rebalancer evaluated and what outcomes it produced for the selected run.

Element	Description
Run code + Timestamp	Unique identifier and date/time the run was initiated.
Status badge	Completed, Partial, or Failed.
Trigger	The supply change type and PO reference that triggered the run (for example, “PO date slip / PO-4522”).
Summary	Plain-language description of the run’s trigger, actions, and outcome. No internal engine terminology.

Summary Tiles

Tile	Description
Supply Events	Count of supply changes that triggered this run.
Reservations Evaluated	Count of Call-Off reservations the run checked against those supply changes.
Affected Reservations	Count of reservations whose fill rate or status actually changed as a result of the run.
Filled · Stolen · Short	Three-part breakdown of affected reservations: filled from free supply / rebalanced via steal / still short and carried to the next run.
Status	Completed, Partial, or Failed.

Sub-Tabs

Three sub-tabs sit below the summary tiles, each with a count badge:

Tab	Default	What It Shows
Supply Changes	✅ Default landing tab	Every supply change event tracked in this run — PO date slips and PO quantity drops.
Reservations		All Call-Off reservations evaluated during the run and their individual outcomes.
Steal From		Every steal pairing produced by the run — one row per item transfer from a Giver to a Seeker.

Supply Changes Tab

The Supply Changes tab lists every tracked supply change event that triggered this run. Use it to understand why the run was initiated before switching to the Reservations or Steal From tabs to see what happened as a result.

Search & Filters

Control	Values
Search	Free text by code, PO #, or location
Change	All supply changes / PO date slip / PO quantity drop
Reset	Clears all filters

Table Columns

Column	Description
Change	A Supply pill and the specific change sub-type — PO date slip or PO quantity drop. Row-level checkboxes for multi-selection.
Entity	The source PO number (bold) on the first line; UPC and location on the second line.
Delta	The before → after value: a date range for a PO date slip (for example, `2026-07-02 → 2026-07-08`) or a quantity range for a PO quantity drop (for example, `500 → 300 units`).
Detected	Timestamp the change was detected.

Selection & Cross-Tab Pre-filter

Selecting one or more rows in the Supply Changes tab updates a banner above the table:

“N changes selected · open Reservations or Steal From tab to see impacted reservations.”

The selection pre-filters both the Reservations and Steal From tabs to display only the records tied to the selected change events. Unchecking rows or clicking Reset restores both tabs to their unfiltered view.

Reservations Tab

The Reservations tab shows every Call-Off reservation the rebalancer evaluated during this run and the outcome for each.

View Filter

Control	Values
Evaluation Outcome	All evaluated / No change / Filled from free supply / Rebalanced via steal / Rebalanced (mixed sources) / Still short — to regular run

Search & Filters

Control	Values
Search	Free text by code, call-off order #, location, or account
Reset	Clears the search field

Table Columns

Column	Description
Reservation ID	System-generated reservation code (for example, `RSV-34000`).
Call-Off	Call-off order code (bold) with its Blanket Order code on the second line (for example, `BLK-7780 · blanket`).
Item	Product icon, item name, UPC/product code, and reserved unit quantity (for example, `IP16-100 · 500 units`).
Account	The buyer account the Call-Off belongs to.
Location	The fulfillment location.
Ship Date	Promised ship date for the Call-Off.
Priority	Numeric rank pill showing the order in which the engine resolved competing reservations for the same supply — Rank 1 is served first.
Status	Reservation status pill: Fully Reserved, Partially Reserved, or Hold.
Evaluation Outcome	What happened to this reservation in this run. “Filled from free supply” and “No change” appear as a single line. “Rebalanced via steal” and “Rebalanced (mixed sources)” show a second line naming the Giver call-off (for example, “from CO-90231”), linked to that call-off’s row in the Steal From tab. “Still short — to regular run” appears as a single line.

Clicking any row opens the Call-Off Reservation Detail Drawer. See Call-Off Reservation Detail Drawer below.

Steal From Tab

The Steal From tab lists every steal pairing produced by the run — one row per unit transfer from a later-shipping Call-Off Order (Giver) to an earlier, higher-priority Call-Off Order (Seeker) that was short.

Search & Filters

Control	Values
Search	Free text by code, call-off order, or account
Reset	Clears the search field

Table Columns

Column	Description
Item	Product icon, item name, UPC/product code, and quantity (for example, `IP16-100 · 500 units`).
Giver Account	The buyer account whose reservation gave up units.
Giver Location	The Giver call-off’s fulfillment location.
Giver	The Giver call-off code (bold) with its Blanket Order code below (for example, `BLK-7801 · blanket`).
Giver Ship Date	The Giver call-off’s ship date. Always later than the Seeker’s ship date — the Date Gate enforces this.
Units Moved	Units moved from the Giver to the Seeker, shown as a negative number (for example, `-192`) representing the reduction to the Giver’s reservation.
Seeker	The receiving call-off code, linked to its row in the Reservations tab.
Seeker Ship Date	The Seeker call-off’s ship date. Always earlier than the Giver’s.
Seeker Location	The Seeker call-off’s fulfillment location.

Each row in the Steal From tab corresponds to a “Rebalanced via steal” or “Rebalanced (mixed sources)” outcome in the Reservations tab. Clicking any row opens the Call-Off Reservation Detail Drawer scoped to the Giver’s own record.

Call-Off Reservation Detail Drawer

Clicking any row in either the Reservations tab or the Steal From tab opens the Call-Off Reservation Detail Drawer — a read-only side panel providing a full breakdown of a single reservation’s evaluation context, outcome, and rebalancing detail. The drawer structure is the same whether opened from a Seeker record or a Giver record. What differs is the call-off’s role in this run.

Element	Description
Eyebrow	Static label “Call-off Reservation” identifying the record type.
Call-off Code	The call-off order identifier (for example, `CO-90210`).
Subtitle	Blanket order and location (for example, `BLK-7780 · 001 Arizona`).
Fill Rate	Percentage of requested quantity currently reserved — reflects the post-run “after” state.
Status Pill	Fully Reserved, Partially Reserved, or Hold.
Tabs	Overview and Rebalance.

Overview Tab

The Overview tab provides the narrative context for what happened to this reservation and why.

Outcome Callout

Field	Description
Role · Outcome pill	States the call-off’s role in this run and what happened — for example, “Seeker · Filled from free supply” or “Giver · Lost units.”
Rule reference tag	The rule ID and rank that resolved this call-off — for example, “RSV-RULE-1042 · rank 1” or “STEAL-FROM-01 · rank 2.”
Plain-language explanation	One or two sentences describing what happened and why, in plain business language. No internal engine terminology.

Item Impacted by This Run

Field	Description
Item	Item name and UPC/product code.
Call-Off Order	The call-off code.
Blanket Order	The Blanket Order this call-off draws against.
Location	The fulfillment location.
Customer / Account	The account the call-off belongs to.
Fulfillment Type	Fulfillment method (for example, Ship-to-Home).
Ship Date	Promised ship date.
Reserved Qty	Total units originally requested on this call-off.
Impacted Qty	Units affected by this run’s rebalancing — the delta caused by this run, not the total reserved quantity.

Triggered by These Changes

Lists every supply change event that caused this reservation to be re-evaluated in this run:

Field	Description
Change sub-type + PO #	The supply change that triggered re-evaluation (for example, “PO date slip PO-4522”). One row per linked change event.
UPC / Location	The item and location tied to that supply change.
Delta	The before → after value — the same value shown on that change’s row in the Supply Changes tab.

Rebalance Tab — Seeker Record

The Rebalance tab on a Seeker record shows exactly how the system attempted to re-secure supply for this call-off.

How This Call-Off Was Re-Secured

Field	Description
Reserved before the run	Units reserved for this call-off prior to this run.
Deallocated (stale supply)	Units removed because the supply backing them became invalid — shown as a negative value.
Filled from free supply	Units re-secured from available unreserved supply — shown as a positive value.
Stole from later call-off orders	Units re-secured by taking from lower-priority, later-shipping Call-Off Orders — shown as a positive value, or 0 if no steal occurred.
Reserved after	Units reserved for this call-off after this run.
Fill rate after	Reserved after ÷ Requested qty, as a percentage. Matches the Fill Rate shown in the drawer header.

Filled from Free Supply — Breakdown

Row	Description
Same location · {Reservation ID}	Units filled from free supply at the call-off’s own location, added to its existing reservation — shown as `+N units`.
New location · new reservation {ID}	Units filled from free supply at a different location, creating a new reservation record tied to this call-off — shown as `+N units`.

Stole From (Later Call-Off Orders — Givers)

Row	Description
{Giver Call-Off Code}	A later-shipping, lower-priority call-off that gave up units to this Seeker — shown as `+N units`, linked to that call-off’s own record. One row per Giver.
Nothing stolen	Shown when no steal occurred for this call-off.

Still Short

Field	Description
Units still short	Remaining unfulfilled quantity after free-supply fill and steal are both applied — shown only when the Seeker could not be fully re-secured. Hidden when the call-off was fully re-secured.

Rebalance Tab — Giver Record

The Rebalance tab on a Giver record shows what supply the system took from this call-off and who received it.

What This Call-Off Gave Up

Field	Description
Reserved before the run	Units reserved for this call-off prior to this run.
Lost to higher-priority call-offs	Units taken from this call-off — shown as a negative value.
Reserved after	Units remaining reserved for this call-off after giving up units.
Status after	The call-off’s reservation status after giving up units — Fully Reserved, Partially Reserved, or Hold.

Gave Up To (Earlier Call-Off Orders — Seekers)

Row	Description
{Seeker Call-Off Code} · {Location}	An earlier-shipping, higher-priority call-off that received units from this Giver — shown as `-N units`, linked to that call-off’s own record. One row per Seeker.

​Prerequisites

​How the Reservation Rebalancer Works

​Where It Fits in the Run Sequence

​Triggers

​Rebalancing Flow

​The Ship Date Buffer

​Stealing Logic

​EDD Recalculation After a Steal

​Blanket Order Ledger Integrity

​Fill Rate and Status Updates

​Segmentation

​Steal-For Rules

​Steal-From Rules

​Rebalancer Run Audit — Reservation Rebalancer Tab

​Run List

​Search & Filters

​Run List Table Columns

​Run Detail

​Header

​Summary Tiles

​Sub-Tabs

​Supply Changes Tab

Search & Filters

Table Columns

Selection & Cross-Tab Pre-filter

​Reservations Tab

View Filter

Search & Filters

Table Columns

​Steal From Tab

Search & Filters

Table Columns

​Call-Off Reservation Detail Drawer

​Drawer Header

​Overview Tab

Outcome Callout

Item Impacted by This Run

Triggered by These Changes

​Rebalance Tab — Seeker Record

How This Call-Off Was Re-Secured

Filled from Free Supply — Breakdown

Stole From (Later Call-Off Orders — Givers)

Still Short

​Rebalance Tab — Giver Record

What This Call-Off Gave Up

Gave Up To (Earlier Call-Off Orders — Seekers)

Prerequisites

How the Reservation Rebalancer Works

Where It Fits in the Run Sequence

Triggers

Rebalancing Flow

The Ship Date Buffer

Stealing Logic

EDD Recalculation After a Steal

Blanket Order Ledger Integrity

Fill Rate and Status Updates

Segmentation

Steal-For Rules

Steal-From Rules

Rebalancer Run Audit — Reservation Rebalancer Tab

Run List

Search & Filters

Run List Table Columns

Run Detail

Header

Summary Tiles

Sub-Tabs

Supply Changes Tab

Reservations Tab

Steal From Tab

Call-Off Reservation Detail Drawer

Drawer Header

Overview Tab

Rebalance Tab — Seeker Record

Rebalance Tab — Giver Record