Return from Site Workflow
A complete breakdown of every stage involved when returning inventory from a site back to the yard.
Purpose
This workflow explains the full lifecycle of a return—from creation on-site, to collection, to final approval at the yard.
It ensures all users understand their roles and how Cloudscaff maintains accountability throughout the return process.
How to Access
Open main menu → Sites → Select a Site → Returns tab
Step-by-Step Workflow
1. Site Team Creates Return
The site user opens the Returns tab.
Clicks the plus (+) button to create a return.
Enter the required details (Return Date is mandatory).
Enter return quantities
Note: About Entering Return Quantities
The Inventory Information list shows all items currently recorded on the site. You can only return up to the quantity that exists on-site.
If you physically have more items than what is recorded on the site—for example:
System shows 4 on-site
You have 6 to return
Then:
Enter 4 in the Inventory Information → Return Qty column
Enter the additional 2 under Over-Return → Return Qty
This ensures Cloudscaff correctly tracks both:
Standard returns
Extra items found on-site that were never previously logged
Upload supporting documents if needed
Clicks Submit Return.
Outcome:
The return appears in Pending Returns and notifies the inventory team.
2. Inventory Manager Reviews the Return
Navigation:
Main menu → Inventory → Returns → Pending Returns
The inventory manager opens the submitted record and verifies:
Return quantities
Ensure counts are logical
Over-return items
Validate unexpected items
Notes & attachments
Confirms supporting infomration
Return date
Plan driver scheduling
3. Add Driver Details (Optional)
The inventory manager enters:
Driver Name
Optional
Driver Contact
Optional
Vehicle Descriptoin
Optional
They clicks Schedule Collection.
Outcome:
The status changes from Pending to Outbound.
4. Site Team Packs for Collection
When the truck arrives:
The site user opens the Outbound Return.
The site team loads the inventory.
Signs to release the inventory from the site and clicks the Return Collected button.
Outcome:
The return is officially released from the site.
The status changes to Collected, confirming the items have left the site.
5. Yard Receives and Processes Inventory
When the truck arrives at the yard, the inventory manager:
Recounts all returned items
Sorts items into:
Available
Maintenance
Damaged
Lost
Confirms over-returned items
6. Approve and Finalise Return
Once all counts are verified:
The user signs
Clicks Approve Return
Outcome:
Items are added back into stock
Site balances decrease
Yard balances increase or update
A full audit trail is recorded
Key Rules and Notes
Collection must be scheduled before site sees “Outbound”
Ensures coordination between teams
Yard cannot approve without collection signature
Prevents inaccurate returns
Over-return items must be reviewed before approval
Prevents incorrect stock entries
What Happens Next
After the return is approved:
Stock levels synchronise across Sites and Inventory
The return appears in Completed Returns
All records remain available for historical reporting
Data feeds into Logs, Inventory Movements, and Site History
Permissions Required
Site: Returns
Manage returns from site — create return records, view processed returns, update pending return records, submit return requests, release inventory, and void if necessary.
Inventory: Returns
Manage inventory returns — create and update return records, approve submitted return requests, process returns immediately when inventory arrives without a prior request, and void when necessary.
Site
Returns
Create View Update Submit Release Void
Inventory
Returns
Create View Update Approve Immediate Void
Troubleshooting and Common Questions
Site says collection has not arrived
Check if status moved to Outbound
Yard count does not match site count
Verify over-return and damaged sections
Return not appearing for manager
Confirm correct company/site selected
Status stuck on Outbound
Ensure supervisor signed collection
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