Returns

Who can access this

Any signed-in store account. Creating a return requires a store that has a parent store, so the central store never creates returns; it only receives and acknowledges them.

Overview

A return always travels up the hierarchy: from your store to your parent store (a facility returns to its district, a district returns to the central store). Typical reasons are approaching expiry, excess stock, or cold-chain and quality concerns.

The same page serves both directions: the returns you send out, and the returns your child stores send to you.

A return goes Draft (you build it), then Submitted (sent to the parent), then Complete (the parent acknowledged it; stock moves at that moment).

Tabs

• New Return: build and submit a return to your parent store.
• Pending IN/Return: returns your child stores submitted to you, waiting for your acknowledgment.
• Pending OUT/Return: returns you submitted that your parent has not acknowledged yet.
• History: completed returns, in both directions.

New Return: sending stock back

Add Batch opens the return form: product type, product, VVM stage, batch, doses/units, and remarks. Each line is checked against your current batch balance, and the same product and batch pair can only appear once per return.

Lines can be edited or removed freely while the return is a draft. Your store has one draft return at a time: adding more batches keeps extending it. The draft carries a return number starting with RT and shows which parent store it will go to.

Submit sends the return to your parent. This changes no stock; it only puts the return in front of the parent store for acknowledgment, and it moves to your Pending OUT/Return tab.

Pending IN/Return: acknowledging what comes back to you

Returns submitted to you by the stores below you. Before accepting the order, each product line must be acknowledged individually:

• Quantity Received (never more than what the child declared).
• VVM Stage as observed on arrival. A stage above 2 forces the received quantity to zero and the reason to Quality Issue: doses at or beyond the discard point are not taken into stock.
• Freeze Indicator and Returned Reason.

Once every line is acknowledged, Confirm Acknowledgement completes the return and performs the stock movement.

When stock moves

Nothing moves when the return is created or submitted. The movement happens when the parent acknowledges the return, in both stores at once:

  Your store (child)                       Parent store
        |                                        |
   Add batches            no stock change        |
   Submit return          no stock change        |
        |                                        |
        |                     acknowledge each product line
        |                     CONFIRM ACKNOWLEDGEMENT
        |-- received qty OUT --- received qty IN |
        |                                        |
        `---------- return Complete -------------'

For each line, the acknowledged quantity leaves the child store's stock (an OUT movement) and enters the parent store's stock (an IN movement). Lines acknowledged at zero (for example a VVM failure) move nothing.

Why an action may fail

• "Insufficient Balance" when adding a line: the quantity entered is above that batch's current balance in your store.
• "You have a pending order with the same Batch": that product and batch is already on the current draft; edit the existing line instead.
• "Your store is not mapped to any parent store": your organisation unit has no parent configured; contact an administrator.
• "An order is awaiting your acknowledgment": an approved distribution to your store is pending; acknowledge it on the Requisition page before starting a return.
• "Central User's does not allowed to perform this actions": the central store has no parent and therefore cannot create returns.
• "You have 1 or many Product in your order pending for acknowledgement": as the parent, you tried to confirm before acknowledging every product line.
• "Insufficient Balance for ..." at acknowledgment: the child store no longer holds the declared quantity of that batch.

Pending OUT/Return

Your submitted returns that the parent has not acknowledged. The stock still belongs to you until then. Use this tab to follow up with the parent store.

History

All completed returns involving your store, whether you sent them or received them: quantities declared, quantities acknowledged, reasons, and who handled each step.

Screenshots and step-by-step walkthroughs to be added.