> For the complete documentation index, see [llms.txt](https://docs.cloudscaff.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cloudscaff.com/inventory-management/over-returns.md).

# Over-Returns

Allocate additional returned items and record maintenance, damaged and scrap quantities, with step-by-step screenshots.

Record additional items returned from a site and identify which of those items need maintenance, are damaged, or are scrap. Over-returns keep the additional quantity visible while recording its condition separately.

You can now allocate over-returned items to **Maintenance**, **Damaged** and **Scrap**. These condition quantities are part of the over-return quantity: they are not extra items to add on top of it.

## Understand the two parts of a return

A return can contain both normal site inventory and over-returned inventory. Check the component code and source location before entering quantities, especially where the same component appears under more than one yard.

| Area                | What to enter                                                    |
| ------------------- | ---------------------------------------------------------------- |
| Site Inventory List | Quantities being returned against the site's recorded inventory. |
| Over-Return Items   | Additional items allocated as over-returns.                      |
| Maintenance Qty     | The portion of the over-return quantity that needs maintenance.  |
| Damaged Qty         | The portion recorded as damaged.                                 |
| Scrap Qty           | The portion recorded as scrap.                                   |

**Keep each physical item in one condition allocation.** For example, an over-return quantity of 10 could contain 2 maintenance items, 1 damaged item and 1 scrap item. The remaining 6 have no maintenance, damaged or scrap allocation. The over-return quantity is still **10**, not 14.

The screenshots below use demonstration records. Your components, locations, quantities and units may differ.

## 1 Create or open the site return

1. Open **Sites** and select the required site.
2. Open the **Returns** tab.
3. Select the **+** button to create a return, or select an existing pending return's reference to open it.
4. Confirm the site and customer details, proposed return date, reference and notes.
5. Complete transport details where applicable.

**Creating a return creates a pending record, and the editor can autosave changes.** Use the creation action when you intend to prepare a return. Wait for any **Saving…** indicator to finish before leaving the editor.

## 2 Allocate the over-return quantity

1. Enter the normal return quantities in **Site Inventory List** where applicable.
2. Scroll to **Over-Return Items**.
3. Turn on **Show All** to display the available inventory choices.
4. Use the search field to find the component by code, category, name or location.
5. Check the **Code**, **Name** and **Location** on the correct row.
6. Enter the additional quantity in that row's **Return Qty** field.
7. Review **Total Overage Items**, **Total Overage Count** and **Total Overage Weight**. Where shown, check the **Over-return Location Breakdown** as well.

![Allocate an additional quantity in the Over-Return Items section](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/BGnScWtBqnqJusbmaOUZ/images/allocate-over-return.jpg)

*The example allocates 10 BB1570 items from Yard A as an over-return. The Yard B row is a separate inventory choice.*

The quantity field in this section is labelled **Return Qty**. Its position under **Over-Return Items** identifies it as an over-return allocation. Do not enter the same physical items in both the normal return and over-return sections.

Use **Update Return** when updating the pending return, or **Submit Return** when it is ready for the next stage of your return workflow.

## 3 Record maintenance, damage and scrap

The initial site return editor records the quantities. The inventory return processing screen provides the condition columns.

1. Open **Inventory → Returns**.
2. Open the return at the appropriate processing stage. For the standard receiving workflow, open it under **Collected**.
3. Scroll to **Over-Return Items**.
4. Use **Show All** and the search field if you need to find an item.
5. Confirm the over-return **Return Qty** for the correct component and location.
6. Enter the relevant portions in **Maintenance Qty**, **Damaged Qty** and **Scrap Qty**.
7. Review the quantities before updating or approving the return through your normal workflow.

![Condition columns in the inventory return processing screen](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/HSkRy8hyKeUheV82zIvD/images/condition-columns.jpg)

*The over-return section provides Maintenance Qty, Damaged Qty and Scrap Qty beside the over-return quantity.*

Keep the combined condition quantity within the total over-return quantity. If the over-return quantity is 10, the three condition allocations together must not represent more than those 10 items. Count and inspect the items before choosing a condition.

The normal **Site Inventory List** also has condition columns, including **Lost**. The **Over-Return Items** section has **Maintenance**, **Damaged** and **Scrap**; enter the condition against the section the item belongs to.

If you only see quantity fields in the initial site editor, continue through the inventory processing workflow to reach the condition controls. Available actions depend on the record's status and your role.

## 4 Find and review the linked over-return

Over-return records can be reviewed in **Inventory → Over Returns**. The list separates **Pending**, **Approved**, **Reversed** and **Voided** records.

1. Open **Inventory** from the main menu.
2. Select **Over Returns**.
3. Expand the relevant status section.
4. Search by the return reference or other identifying details.
5. Select the over-return reference to open it.

![Over Returns tab with the pending section filtered to an example document](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/NXvHbbXwfdLi9UtRpmVE/images/over-return-list.jpg)

*The linked reference includes the original return code and an OR code, helping you trace the over-return to its return.*

In **Edit Over Return**, check the site, return date and component locations. The total additional quantity is labelled **Overage Qty** here. Pending records provide editable **Maintenance Qty**, **Damaged Qty** and **Scrap Qty** fields, together with **Update** and **Approve** actions.

![Pending over-return showing quantity, condition fields and review actions](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/KRTjvYWOJDTlEAg0H6Vb/images/pending-over-return.jpg)

*Review the overage quantity and its condition allocations before approving the pending record.*

Use **Update** to save a pending record's changes. Use **Approve** when the record has been checked and is ready to approve. Confirm its resulting status in the list. Follow your organisation's normal return checks and approval responsibilities.

## 5 Check an approved over-return

Open the record under **Approved** to review its recorded quantities and conditions. Check the overage total alongside the condition columns rather than adding the columns together as separate movements.

![Approved over-return with three items split across maintenance, damaged and scrap](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/dCS6INvvRbF9xsiSuI53/images/approved-conditions.jpg)

*This approved example has Overage Qty 3: one item in Maintenance, one Damaged and one Scrap. Total Counts remains 3.*

The approved view also shows **Reversed Qty**, **Balance Qty** and **Reverse Qty**. **Balance Qty is not a statement that every item is in usable condition**—read the condition columns alongside it.

### Reversal restriction

CloudScaff displays this message when an over-return contains condition allocations:

> This over-return cannot be reversed because it contains items in maintenance, damaged or scrap.

The **Reverse** action is disabled in this situation. Check condition allocations carefully before approval. If an approved allocation needs correction, ask the person responsible for inventory management to review the record and the appropriate correction process.

## Quick example

You receive 10 additional items and allocate them to **Over-Return Items**.

| Allocation                                  | Quantity |
| ------------------------------------------- | -------: |
| Total over-return / overage                 |       10 |
| Maintenance                                 |        2 |
| Damaged                                     |        1 |
| Scrap                                       |        1 |
| No maintenance, damaged or scrap allocation |        6 |

Enter **10** as the over-return quantity, then **2**, **1** and **1** in the respective condition columns. The condition allocations explain 4 of the 10 items; they do not increase the total to 14.

## Troubleshooting

**I cannot find the component.** Turn on Show All, clear or adjust the search, and check the component code and location. A component may have separate rows for different source locations.

**I cannot see the condition fields.** The initial site return editor only shows quantity fields. Open the inventory processing screen or the linked pending over-return. On a narrow screen, check the columns to the right of the quantity and weight fields.

**The same component appears twice.** Check Location before allocating quantities. Matching descriptions do not mean the rows represent the same inventory source.

**The condition quantities exceed the over-return quantity.** Recount the items and correct the allocations. Each item should be counted once; maintenance, damaged and scrap quantities are portions of the total.

**I cannot edit or approve the record.** Check its status and your role's access to the relevant inventory return functions. Ask your administrator if you do not have the required access.

**Reverse is disabled.** Read the message above the table. Over-returns containing maintenance, damaged or scrap items cannot be reversed through that action.

## Related guides

* [Returns from Site](https://docs.cloudscaff.com/site-management/returns-from-site)
* [Inventory Returns Overview](https://docs.cloudscaff.com/inventory-management/inventory-returns-overview)
* [Inventory Register](https://docs.cloudscaff.com/site-management/inventory-register)

The Inventory Register provides a visual view of site movements and balances. Its **Included in Over-returns** condition quantities are already part of the over-return movement, so do not add them to the over-return quantity again.