# Returns Inventory Management

## Purpose

The Admin Returns tool enables users to process inventory returns from site locations back to the yard. It manages the entire lifecycle including submission, scheduling collection, driver collection, and final approval. The tool tracks item conditions (shipment-ready, maintenance, damaged, or lost), captures signatures, handles over-returns, and automatically updates inventory upon approval.

***

## How to Access

**Navigation:** Open the main menu → Select Inventory → Click Returns tab → Click an existing return or Create New Return button

\[Insert screenshot of navigation path]

## Permission Requirements

Different actions require different permission levels:

| Action                | Required Permission                                                                           |
| --------------------- | --------------------------------------------------------------------------------------------- |
| View returns          | Basic inventory access                                                                        |
| Create/update returns | `inventory-returns-update`                                                                    |
| Schedule collection   | `inventory-returns-update`                                                                    |
| Approve returns       | `inventory-returns-approve` OR `roles-super-admin-enable` OR `roles-inventory-admin-enable`   |
| Void returns          | `inventory-returns-void` OR `roles-super-admin-enable` OR `roles-inventory-admin-enable`      |
| Immediate approval    | `inventory-returns-immediate` OR `roles-super-admin-enable` OR `roles-inventory-admin-enable` |

***

## Step-by-Step Workflow

#### 1. Create a New Return

**Action:** Click the "Create New Return" button and select the site returning inventory.

**System displays:** Return form with site details including name, code, customer, and address.

**Outcome:** New return document is initialized in "submitted" status.

\[Insert screenshot placeholder – Create return form with site selection]

**Return Information Fields:**

| Field          | Description                             | Mandatory |
| -------------- | --------------------------------------- | --------- |
| Returned By    | Auto-populated with current user name   | Yes       |
| Return Date    | Date the return is being logged         | Yes       |
| Reference Code | Optional external reference number      | No        |
| Notes          | Additional information about the return | No        |

#### 2. Enter Transport Details

**Action:** Fill in driver and vehicle information for collection planning.

**System displays:** Transport details form with three fields.

**Outcome:** Collection logistics are recorded for scheduling.

\[Insert screenshot placeholder – Transport details section]

| Field               | Description                          | Mandatory |
| ------------------- | ------------------------------------ | --------- |
| Driver Name         | Name of person collecting the return | No        |
| Driver Phone No     | Contact number for driver            | No        |
| Vehicle Description | Registration or vehicle identifier   | No        |

#### 3. Select Items to Return

**Action:** Use the Site Inventory table to specify return quantities. Toggle "Show All" to view all site inventory or only items with return quantities.

**System displays:** Searchable table showing all inventory at the selected site with current quantities.

**Outcome:** Return quantities are set for each item. Use the search bar to filter by code, category, or name.

\[Insert screenshot placeholder – Site inventory table with return quantities]

**Site Inventory Columns:**

| Column          | Description                        |
| --------------- | ---------------------------------- |
| Code            | Item stock code                    |
| Category        | Item category classification       |
| Name            | Item description                   |
| Location        | Specific location on site          |
| Site Qty        | Current quantity available at site |
| Return Qty      | Quantity being returned to yard    |
| Maintenance Qty | Quantity requiring maintenance     |
| Damaged Qty     | Quantity damaged or defective      |
| Lost Qty        | Quantity lost or unrecoverable     |

**Bulk Actions:** Use the quick action buttons to:

* **Return all items**: Sets return quantity equal to site quantity for all items
* **Move all to Maintenance**: Sets all return quantities to maintenance status
* **Move all to Damaged**: Sets all return quantities to damaged status
* **Move all to Lost**: Sets all return quantities to lost status

#### 4. Categorize Item Conditions

**Action:** For each returned item, allocate quantities to the appropriate condition category (shipment-ready, maintenance, damaged, or lost).

**System displays:** Input fields for each condition category.

**Outcome:** Items are pre-categorized for processing upon arrival at the yard.

\[Insert screenshot placeholder – Item categorization columns]

#### 5. Handle Over-Returns (Optional)

**Action:** If items are being returned that were not originally issued to the site, add them in the "Over-Return Items" section.

**System displays:** Separate table for inventory not tracked at the selected site.

**Outcome:** Over-returns are recorded and will generate a separate reconciliation document upon approval.

\[Insert screenshot placeholder – Over-return items table]

**Over-Return Columns:**

| Column     | Description                  |
| ---------- | ---------------------------- |
| Code       | Item stock code              |
| Category   | Item category                |
| Size       | Item size specification      |
| Name       | Item description             |
| Location   | Location identifier          |
| Return Qty | Quantity being over-returned |
| Weight     | Calculated total weight      |

#### 6. Upload Supporting Documents

**Action:** Attach photos, delivery dockets, or other documentation using the file uploader.

**System displays:** Multi-file upload interface.

**Outcome:** Files are stored with the return record and included in generated PDFs.

\[Insert screenshot placeholder – File upload section]

#### 7. Submit the Return

**Action:** Click "Create Return" to submit the return document.

**System displays:** Confirmation message and return code is generated.

**Outcome:** Return moves to "submitted" status and becomes visible to administrators for scheduling.

\[Insert screenshot placeholder – Submitted return with status indicator]

#### 8. Schedule Collection (Admin Action)

**Action:** Administrator reviews the return and clicks "Schedule Collection" to move it to "on-route" status.

**System displays:** Updated status indicator and signature capture becomes available.

**Outcome:** Return is flagged for driver collection. Picklist PDF can be downloaded for driver reference.

\[Insert screenshot placeholder – Schedule collection button and status change]

#### 9. Log Collection (Driver Action)

**Action:** When the driver collects the inventory, they sign in the signature pad field labeled "Signed By" and click "Return Collected".

**System displays:** Signature capture interface.

**Outcome:** Return moves to "collected" status with driver signature and timestamp recorded.

\[Insert screenshot placeholder – Signature capture and Return Collected button]

#### 10. Approve Return (Admin Action)

**Action:** Administrator verifies the physical return against the documentation, signs in the second signature field labeled "Signed By 2", and clicks "Approve Return".

**System displays:** Approval button becomes enabled after signature is captured.

**Outcome:** Return moves to "received" status. Inventory transactions are created based on item categorizations:

* Shipment-ready items return to Available stock
* Maintenance items move to In Maintenance status
* Damaged items move to Damaged status
* Lost items are written off
* Over-returns generate separate reconciliation document

\[Insert screenshot placeholder – Final approval with dual signatures]

#### 11. Immediate Approval (Optional Fast-Track)

**Action:** Administrator with `inventory-returns-immediate` permission can click "Approve Immediately" to bypass collection workflow.

**System displays:** Single-step approval bypassing on-route and collected statuses.

**Outcome:** Return moves directly from "submitted" to "received" with inventory updated immediately.

\[Insert screenshot placeholder – Approve Immediately button]

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### Key Rules and Notes

| Rule                                         | What it Means                                                                     |
| -------------------------------------------- | --------------------------------------------------------------------------------- |
| Return quantity cannot exceed site quantity  | System validates that you cannot return more than what is available at the site   |
| Categorization cannot exceed return quantity | The sum of Maintenance + Damaged + Lost quantities cannot exceed the Return Qty   |
| Submitted returns can be edited              | Changes to quantities, transport details, and item selection are allowed          |
| On-route returns require driver signature    | "Return Collected" button is disabled until signature is captured                 |
| Collected returns require admin signature    | "Approve Return" button is disabled until second signature is captured            |
| Received returns are locked                  | No edits are possible after approval is complete                                  |
| Void returns are permanent                   | Voiding a return cannot be undone and no inventory transactions occur             |
| Over-returns create separate documents       | Over-returned inventory generates a reconciliation document for manual processing |
| Weight totals respect company settings       | Total weight displays according to company mass unit preferences (kg/lb or tons)  |

***

### What Happens Next

After clicking "Approve Return" or "Approve Immediately", the following occurs:

| Action                              | Result                                           |
| ----------------------------------- | ------------------------------------------------ |
| Inventory transactions created      | Stock quantities updated based on categorization |
| Return status changes to "received" | Document becomes read-only                       |
| Over-return document generated      | Separate document created if over-returns exist  |
| Return Note PDF available           | Finalized PDF with signatures can be downloaded  |
| Notifications sent                  | Relevant users notified of completion            |

\[Insert screenshot placeholder – Completed return with received status and available downloads]

***

### Permissions Required

| Action                           | Required Permission                                                                           |
| -------------------------------- | --------------------------------------------------------------------------------------------- |
| Create return                    | `inventory-returns-update`                                                                    |
| Update return (submitted status) | `inventory-returns-update`                                                                    |
| Schedule collection              | `inventory-returns-update`                                                                    |
| Log collection                   | Any user with return access                                                                   |
| Approve return                   | `inventory-returns-approve` OR `roles-super-admin-enable` OR `roles-inventory-admin-enable`   |
| Void return                      | `inventory-returns-void` OR `roles-super-admin-enable` OR `roles-inventory-admin-enable`      |
| Approve immediately              | `inventory-returns-immediate` OR `roles-super-admin-enable` OR `roles-inventory-admin-enable` |
| Bulk categorization actions      | `roles-super-admin-enable` OR `roles-inventory-admin-enable`                                  |

***

### Troubleshooting and Common Questions

**150 Character Description:** Solutions to common issues when processing returns including permission errors, validation failures, and workflow confusion.

| Problem                                                   | Solution                                                                                                                                       |
| --------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------- |
| Cannot see "Approve Return" button                        | Role does not have `inventory-returns-approve` permission. Contact administrator to update permissions.                                        |
| Return quantity shows error "cannot exceed available qty" | The return quantity entered is greater than the site quantity. Reduce return quantity or verify site stock is accurate.                        |
| Categorization shows error "cannot exceed return qty"     | The sum of Maintenance, Damaged, and Lost quantities exceeds the Return Qty. Adjust categorization totals.                                     |
| "Return Collected" button is disabled                     | Driver signature is missing. Ensure the "Signed By" field is filled and signature is captured.                                                 |
| "Approve Return" button is disabled                       | Administrator signature is missing or categorization has errors. Capture signature in "Signed By 2" field and resolve validation errors.       |
| Return Note PDF shows incorrect weights                   | PDF respects company weight display preferences. Check Settings → Company → Mass Unit configuration.                                           |
| Cannot edit return after scheduling collection            | Returns in "on-route" or "collected" status are locked for editing. Use "Void Return" and create a new return if major changes needed.         |
| Over-return items not appearing in main inventory         | Over-returns generate a separate reconciliation document for manual processing. Check Reconciliation Documents section.                        |
| Picklist PDF is blank                                     | Return must have at least one item with return quantity greater than zero. Add items before downloading picklist.                              |
| "Show All" toggle not working                             | If search is active, the toggle is overridden. Clear search bar to enable "Show All" toggle functionality.                                     |
| Cannot void completed return                              | Only submitted, on-route, or collected returns can be voided. Received returns require inventory adjustment transactions to reverse.           |
| Weight totals not visible                                 | User role has `miscellaneous-hide-weight-enable` permission active. Contact administrator to adjust permission if weight visibility is needed. |

***

### Related Pages and Links

* \[Admin Returns – Creating a Return from Site]
* \[Inventory – Stock Status and Categorization]
* \[Deliveries – Processing Site Deliveries]
* \[Reconciliation Documents – Processing Over-Returns]
* \[Reports – Site Inventory by Location]
* \[Roles and Permissions – Managing User Access]
* \[Settings – Company Mass Unit Configuration]
* \[Signatures – Digital Signature Capture]