Reserving stock for a requested exchange in Swap

For Shopify exchanges using Swap Returns V2, stock is reserved when the customer submits the exchange request, if stock reservation is enabled and the reservation succeeds. The default hold is 1 day, and it ends when the RMA is processed or the reservation expires, whichever comes first.

Identify the exact item

Confirm the size, colour, SKU and location before promising a replacement. Check sellable quantity, other open orders and inbound stock separately; stock at a location that cannot fulfil the exchange is not a useful hold.

In the Swap dashboard, go to Returns → Settings → Exchanges, switch on Enable stock reservation for newly ordered items, enter the number of days and click Save. This feature is available in Returns V2 only; the default is 1 day, and the setting accepts whole numbers from 1 to 100.

Swap checks stock availability in real time when the exchange request is submitted and creates a Shopify draft order for the configured reservation period. The hold ends when the RMA is processed or the reservation expires, whichever happens first; Shopify removes it automatically on expiry.

Shopify’s own returns flow does not reserve exchange-item inventory when the item is added to a return; it reserves the inventory when the return is processed. Test your setup and any app integration before assuming a request protects stock.

Safety stock settings can restrict availability even when stock appears sufficient. For example, with safety stock set to 1, an item with only one unit remaining appears unavailable.

Give an honest customer update

Tell the customer whether the reservation succeeded and when it expires; do not describe stock as held before the reservation is confirmed. If the reservation succeeds, Swap adds a note to the RMA with the draft ID and expiry date, and records the reservation on the Shopify order timeline.

If Swap cannot create the draft order, the return submission does not complete and an error is displayed. If the draft order is created but the reservation fails, the submission also does not complete, and the customer sees an error.

When the RMA is processed, the draft order is approved and the reservation is cancelled automatically. If no reservation was created, Swap checks stock at processing; if the item is out of stock, no exchange order is created, an error names the item, and the RMA moves to Needs review.

Record the reservation status in the exchange case so support and warehouse staff use the same information. If stock is unavailable, offer a refund or another suitable option under the stated policy rather than silently substituting.