Returns Inventory Management
Manage the complete return workflow from site submission through collection, approval, and inventory reconciliation at the yard.
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:
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:
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]
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:
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:
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]
Key Rules and Notes
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:
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
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.
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]
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