Returning items
A supplier records goods that came back from a Ready for Delivery or Delivered order. Each returned quantity is either reshelved (back into stock) or discarded. The invoice shows the returned lines and the total drops by what they were worth.
Who uses it
- Supplier staff with full access to order returns.
- Restaurants are told what was returned and credited.
How it works
Press Start Return on the Order list, or Return items in a row's menu (Ready for Delivery and Delivered orders only).
The Start a Return page lists orders in three tabs: Eligible Orders for Return (Ready for Delivery and Delivered), Orders with Returns, and Cancelations. A date range narrows by day placed. Search by Customer Name or Order ID looks across every one of those orders and ignores the tab and dates. An order with returns shows an Items Returned status.
Opening an order shows Choose Items for Return, one row per line with its original quantity, weight, unit price and total:
- Enter a quantity under Return to Shelf or Discard Item (or tick rows and press Mark selected as Reshelf / Mark Selected as Discard). Returning QTY is the sum of both.
- For a catch-weight line, enter the weight of each returned box: Enter the individual weight per unit for reshelf or for discard.
- To return a product the order never sold, press Add Return Products, choose the product, a quantity and Reshelf or Discard. These are unpriced.
- The unit price of a line can be corrected in the dialog; the line is re-priced before the credit is worked out.
- Return Order Total shows the new total. Press Confirm Return.
A success dialog offers View Invoice or Back to Returns Page, and Undo the Return and Re-edit, which restores the order as it was.
The customer is emailed and pushed one message per save, saying whether the order was partly or fully returned. Saving again edits the returns already there: a row you remove is taken back, and the stock it moved is moved back.
Calculations
Each return is credited at its line's unit price. A line can never credit back more than it was charged, so rounding cannot push the credits past the line.
| Line sold | Returned | Credit |
|---|---|---|
| 10 LB at $2.599 | 5 LB and 5 LB | $13.00 + $12.99 = $25.99 |
The line was billed $25.99 (10 x $2.599, rounded to the cent). Each 5 LB rounds up to $13.00 alone, which would credit $26.00; the last return is trimmed by a cent so the credits equal the line.
- A catch-weight return is credited by the weight of its boxes.
- Returns on a line cannot exceed what that line sold, by quantity or by weight.
- Additional returns never change the invoice. They print in their own section, and affect stock only: see Stock from orders.
A return that credited more than the line was charged would leave an invoice with a negative subtotal and an order that looks overpaid with nothing returned.
Where it shows up
The order detail (returned rows under the line), the invoice page and PDF (Returned item(s) and, separately, additional returns), the returns email, the product's stock log, and the sales report. See Returns & credits.
Permissions
Order returns: full access. See Returns & cancellations.
Decisions
- Reshelved quantities go back on the shelf; discarded ones do not. See Stock from orders.
- Returns are rewritten as a whole list on each save. Anything not in the list is removed, which is how a removed return puts its stock back.
Specs
# prefix: SAR
Feature: Stock from order returns
When a supplier records a return of a product the order never sold, the shelf follows
the supplier's choice: reshelved goods go back on the shelf, discarded goods do not.
A catch-weight product re-weighed on a confirmed order moves its weight in the right direction.
Rule: Stock moves only while the order holds stock
Scenario: SAR-001 reshelving an additional return puts it back on the shelf
Given a delivered order that sold 5 of product A
When the supplier returns 2 of product B, which the order never sold, and reshelves them
Then product B's stock rises by 2
And the stock history shows 2 of product B coming in as a return
Scenario: SAR-002 discarding an additional return moves no stock
Given a delivered order that sold 5 of product A
When the supplier returns 2 of product B and discards them
Then product B's stock is unchanged
And no stock history entry is written
Scenario: SAR-003 a returned catch-weight product brings its weight back
Given a delivered order that sold 5 of product A
When the supplier returns 2 boxes of catch-weight product B weighing 4.5 LB and reshelves them
Then product B's stock rises by 2 and its weight on hand rises by 4.5 LB
Scenario: SAR-004 editing or removing an additional return reverses the difference
Given a reshelved additional return of 2 of product B
When the supplier changes the quantity to 1
Then 1 of product B goes back out
When the supplier changes the return to discard
Then the remaining 1 of product B goes back out
When the supplier removes the return
Then product B's stock does not move again
Scenario: SAR-005 a product that is also a sold line nets into one movement
Given a delivered order that sold 5 of product A
When the supplier reshelves an additional return of 1 of product A while also editing its line
Then the stock history shows one entry for product A with the net difference
Scenario: SAR-006 an order that does not hold stock moves nothing until it does
Given a placed order with an additional return of 2 of product B
Then product B's stock is unchanged
When the supplier confirms the order
Then the shelf reflects the order once, including the return
Scenario: SAR-007 a canceled order keeps or drops the return by where it was canceled from
Given an order with a reshelved additional return
When it is canceled after it was confirmed
Then the returned goods stay counted
When it is canceled while still placed
Then nothing is counted
Rule: A catch-weight re-weigh moves weight in the right direction
Scenario: SAR-008 re-weighing a line lighter puts the difference back, heavier takes it off
Given a confirmed order with a catch-weight line of 5 boxes weighing 50 LB
When the supplier re-weighs the line to 48 LB with the count unchanged
Then 2 LB come back on the shelf
When the supplier re-weighs the line to 53 LB with the count unchanged
Then 5 LB go off the shelf
Scenario: SAR-010 count-only and same-direction changes write one entry, opposite directions write two
Given a confirmed order with a catch-weight line
When the supplier changes only the count, or the count and weight in the same direction
Then one stock history entry is written with that count and weight
When the count and weight move in opposite directions
Then the count and the weight are written as two entries
Known limitations
- No return reason can be entered.
- After a return on a Paid invoice the success dialog offers Issue a Refund, which opens the invoice on Issue Refund. A part-paid invoice is offered View Invoice only. Recording the return itself moves no money.
- A line with returns cannot be removed from the order until its returns are removed.
FAQ
I returned more than the order had. The dialog stops you: reshelved plus discarded cannot exceed the quantity sold on the line, or its weight for a catch-weight product.
The customer was not charged for the extra product I added. Is that right? Yes. Additional returns are unpriced and never reach the invoice total.
Can I return from a Pending or Packing order? No. Edit the lines, or cancel the order.