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.

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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

Learn about Over-Returns

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

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3. Add Driver Details (Optional)

The inventory manager enters:

Field	Description
Driver Name	Optional
Driver Contact	Optional
Vehicle Descriptoin	Optional

They clicks Schedule Collection.

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