# Return from Site Workflow
## **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.
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## **How to Access**
Open main menu → **Sites** → Select a Site → **Returns** tab
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## **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**
{% hint style="info" %}
[Learn about Over-Returns](https://docs.cloudscaff.com/inventory-management/over-returns)
{% endhint %}
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.
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### **2. Inventory Manager Reviews the Return**
Navigation:
Main menu → **Inventory** → **Returns** → **Pending Returns**
The inventory manager opens the submitted record and verifies:
| Data Reviewed | Purpose |
| ------------------- | ------------------------------- |
| Return quantities | Ensure counts are logical |
| Over-return items | Validate unexpected items |
| Notes & attachments | Confirms supporting infomration |
| Return date | Plan driver scheduling |
#### **Outcome:**
The status changes from **Pending** to **Outbound**.
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### **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.
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### **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
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### **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
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## **Key Rules and Notes**
| Rule | What It Means |
| -------------------------------------------------------- | ---------------------------------- |
| 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 |
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## **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
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## **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.
Section
Tool
Permission
Site
Returns
Create View Update Submit Release Void
Inventory
Returns
Create View Update Approve Immediate Void
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## **Troubleshooting and Common Questions**
| Problem | Solution |
| ------------------------------------ | --------------------------------------- |
| 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 |
