Returns Flow
The Returns Flow manages parts that need to be returned to suppliers and tracks the refund/credit process. This flow consists of three sequential stages.
Returns Flow Overview
┌─────────────────────────────────────────────────────────────┐
│ RETURNS FLOW │
└─────────────────────────────────────────────────────────────┘
┌─────────────────────┐
│ Parts at HQ │
│ (Entry Point) │
└──────────┬──────────┘
│
▼
┌─────────────────────┐
│ PENDING SUPPLIER │
│ COLLECTION │
│ │
│ Waiting for supplier│
│ to collect parts │
└──────────┬──────────┘
│
▼
┌─────────────────────┐
│ COLLECTED PENDING │
│ REFUND │
│ │
│ Supplier collected, │
│ awaiting refund │
└──────────┬──────────┘
│
▼
┌─────────────────────┐
│ REFUNDED / CREDITED │
│ │
│ Refund or credit │
│ received - COMPLETE │
└─────────────────────┘
Stage 1: Pending Supplier Collection
Parts waiting for the supplier to collect for return.
Report Location
- Dashboard: Parts Dashboard
- Panel: Pending Supplier Collection
Entry Criteria
| Form | Field | Condition |
|---|---|---|
| Parts Order | Status | = Pending Supplier Collection |
| Parts Order | Due In | is not null |
| Parts Order | Purchase Order Form ID | is not null |
Available Actions
Update Parts at HQ Button (Multi-Select)
Opens the Update Parts at HQ Form to update status:
┌─────────────────────────────────────────────────────────────┐
│ UPDATE PARTS AT HQ FORM │
├─────────────────────────────────────────────────────────────┤
│ │
│ Invoice No: [Editable] _______________ │
│ │
│ Status: [Dropdown] _______________ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ • Collected Pending Refund (Next stage) │ │
│ │ • Refunded - Credit (Skip to final) │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────┘
Status Transitions
| Current Status | New Status | Next Report |
|---|---|---|
| Pending Supplier Collection | Collected Pending Refund | Collected Pending Refund |
| Pending Supplier Collection | Refunded - Credit | Refunded / Credited |
Stage 2: Collected Pending Refund
Parts that have been collected by the supplier, now awaiting refund or credit.
Report Location
- Dashboard: Parts Dashboard
- Panel: Collected - Pending Refund
Entry Criteria
| Form | Field | Condition |
|---|---|---|
| Parts Order | Status | = Collected Pending Refund |
| Parts Order | Due In | is not null |
| Parts Order | Purchase Order Form ID | is not null |
Available Actions
Update Parts at HQ Button (Multi-Select)
Opens the Update Parts at HQ Form:
┌─────────────────────────────────────────────────────────────┐
│ UPDATE PARTS AT HQ FORM │
├─────────────────────────────────────────────────────────────┤
│ │
│ Invoice No: [Editable] _______________ │
│ │
│ Status: [Dropdown] _______________ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ • Refunded - Credit (Final stage) │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────┘
Status Transitions
| Current Status | New Status | Next Report |
|---|---|---|
| Collected Pending Refund | Refunded - Credit | Refunded / Credited |
Stage 3: Refunded / Credited
Final stage - parts have been fully processed with refund or credit received.
Report Location
- Dashboard: Parts Dashboard
- Panel: Refunded / Credited
Entry Criteria
| Form | Field | Condition |
|---|---|---|
| Parts Order | Status | = Refunded - Credit |
| Parts Order | Due In | is not null |
| Parts Order | Purchase Order Form ID | is not null |
Available Actions
Update Parts at HQ Button (Multi-Select)
Opens the Update Parts at HQ Form for any final updates or corrections.
Status
This is the terminal state for returned parts. The return process is complete.
Complete Returns Flow Diagram
┌─────────────────────────────────────────────────────────────┐
│ RETURNS FLOW │
└─────────────────────────────────────────────────────────────┘
┌─────────────────┐
│ Parts at HQ │
│ (Arrived) │
└────────┬────────┘
│
│ Status = "Pending Supplier Collection"
│
▼
┌─────────────────────────────────────────────────────────────┐
│ STAGE 1: PENDING SUPPLIER COLLECTION │
├─────────────────────────────────────────────────────────────┤
│ • Parts ready for supplier to pick up │
│ • Supplier contacted for return │
│ • Waiting for collection date │
└────────────────────────────┬────────────────────────────────┘
│
│ Status = "Collected Pending Refund"
│
▼
┌─────────────────────────────────────────────────────────────┐
│ STAGE 2: COLLECTED PENDING REFUND │
├─────────────────────────────────────────────────────────────┤
│ • Supplier has collected the parts │
│ • Return acknowledged by supplier │
│ • Awaiting refund or credit note │
└────────────────────────────┬────────────────────────────────┘
│
│ Status = "Refunded - Credit"
│
▼
┌─────────────────────────────────────────────────────────────┐
│ STAGE 3: REFUNDED / CREDITED │
├─────────────────────────────────────────────────────────────┤
│ • Refund received OR │
│ • Credit note applied │
│ • Return process COMPLETE │
└─────────────────────────────────────────────────────────────┘
All Reports Summary
| Stage | Report Name | Status Value | Description |
|---|---|---|---|
| 1 | Pending Supplier Collection | Pending Supplier Collection | Awaiting supplier pickup |
| 2 | Collected Pending Refund | Collected Pending Refund | Supplier collected, awaiting money |
| 3 | Refunded / Credited | Refunded - Credit | Process complete |
Form Fields
All three stages use the same Update Parts at HQ Form with these editable fields:
| Field | Type | Editable |
|---|---|---|
| Invoice No | Text | Yes |
| Status | Dropdown | Yes |
| All other fields | Various | No (Disabled) |
Related Pages
- Parts at HQ - Entry point for returns
- Overview - Full workflow diagram