A consignment records goods sent to a customer that haven't been sold outright — you track what's out, what it's worth, and settle it later by returning some or all of it.
Before you start
You need Sales › Consignments › View to open the list and profiles and Create to issue a consignment. Returning items needs Create and Edit on the consignment. With the own-records permissions you see and return against only the consignments you created or are assigned to. See Access.
You can only open a consignment that belongs to a team you're a member of. Opening one that belongs to another team behaves as though it doesn't exist.
The consignments list
Open Sales > Consignments. The list shows every consignment in your organization, with these columns:
| Column | Shows |
|---|---|
| Custom ID | The consignment's custom ID; select it to open the profile |
| Customer | The linked customer, or a dash if none |
| Items | The number of items still on the consignment, right-aligned |
| Balance | The amount still owed, right-aligned and written with your organization's number settings |
| Date | Its recorded date |
| Status | Its current status |
The list is sorted by Custom ID, newest first. There are no other filters and no export options.
When your organization has business units, the funnel icon filters the list by Business unit, starting with the unit chosen in the header; the card title names the choice and a Business unit column is added. Custom ID shows the number with its legal entity's prefix (PH-12).
The toolbar offers a create icon only — no edit, print, or delete controls.
Issue a consignment
- Select the create icon on the Consignments list.
- Leave Auto checked to have OCTO Ops assign the Custom ID automatically, or uncheck it and enter your own.
- Optionally enter a Name.
- Optionally select a Customer from the dropdown (placeholder: "Select a customer"). See Customers.
- Optionally enter a Credit period (days).
- Optionally select the Date from the date picker — it isn't a free-text field; it defaults to today if left blank.
- When your organization has business units, check the Business unit. It starts with the unit chosen in the header.
- Add line items in the table: choose a Product, then enter Qty, Unit price, and Discount as needed. Line total is always calculated for you.
- Optionally add Description and notes.
- Select Create consignment.
On success, OCTO Ops shows "Consignment created successfully" and opens the new consignment's profile.
If a line is missing its product, the whole submission is rejected rather than the line being dropped silently — you'll see a message such as "The products.0.productID field is required."
Line totals aren't taken on trust: if you type your own numbers and they don't add up, the submission is refused with a message such as "Line total for product {productID} does not match qty × unitPrice − discount (expected {X}, got {Y})." Leave Line total to be calculated to avoid this.
If required information is missing or invalid, the fields are marked and OCTO Ops shows "Something went wrong!" with "Check your records before submitting this form again." — nothing is saved. Any other failure shows "Something went wrong!" with "Please retry."
At least one Customer and one Product must exist in your organization before you can issue a consignment — otherwise the dropdowns show only their placeholder.
What happens when you save
OCTO Ops works out the consignment's totals from its line items: Items (the line count), Discount, Subtotal, Tax (calculated from your organization's tax settings), and Total. Balance starts equal to the total.
Issuing or returning a consignment does not adjust stock quantities. Consignments are tracked independently of stock on hand.
View a consignment (the profile page)
A consignment's profile is headed Consignment {Custom ID}. It shows the Customer, Date, Credit period, Status, Balance, Total, and Description. Amounts on the profile follow your organization's number settings, and the Balance and Total carry the currency label.
The Items table lists each line: Product, Memo, Qty, Qty current, Unit price, and Line total. A consignment with no items shows a "No items" row.
If the consignment has any return documents against it, a Returns table also appears, listing each one's Custom ID, Date, Total, and Status.
With business units, the profile also shows the Business unit; the heading and the Returns table show numbers with their legal entity's prefix.
Select Return items to record goods coming back — see below.
Return items
Select Return items on a consignment's profile to open the return page for that consignment.
This page only works when it's reached from a consignment's own Return items button, which supplies the consignment to return against. Opening the page directly, with no consignment to work from, shows a page-not-found error.
The page is headed Return items — Consignment {Custom ID} and shows a table pre-filled from the consignment's current items:
- For each product you're taking back, enter the Qty to return. Leave it at 0 for anything not coming back in this batch.
- If the item also tracks a sub-quantity, enter the Sub qty to return the same way.
- Leave Auto checked to have OCTO Ops assign the return's own Custom ID automatically, or uncheck it and enter your own.
- Select Save return.
A consignment with no items shows a "No items on this consignment" row.
The Qty to return field's arrows won't let you go past what's still out, but you can still type in a larger number — it isn't rejected at the field itself. It is still checked before anything is saved; see "What changes when you save" below.
On success, OCTO Ops shows "Items returned successfully" and returns you to the consignment's profile.
If a line references an item that's no longer on the consignment, the whole return is refused with a message such as "Consignment item {id} does not exist." — nothing is saved. Any other failure shows the specific error if one is given, or "Please retry."
What changes when you save
A new return document is created and linked to the original consignment, with its own Custom ID and Status. Only the lines with a Qty to return above 0 appear on it, recorded as the negative of what was returned.
On the original consignment, each returned line's Qty current is reduced by the amount returned, and its Line total is recalculated. The consignment's own Subtotal, Total, and Balance are then recalculated from what's left on it — they aren't simply reduced by the returned amount.
With business units, the return belongs to the consignment's business unit (shown on the return page) and is numbered in its legal entity's return series.
No stock quantity, invoice, or credit note is created by a return.
Current limitations
- A consignment cannot be edited once created — there is no edit screen, and neither the list nor the profile toolbar offers an edit control.
- Issuing or returning a consignment never adjusts stock quantities.
- The Return items page only opens correctly from a consignment's own Return items button; there is no direct, friendly way to reach it otherwise.
- Field-level validation errors are not highlighted on the Issue or Return forms — only the warning message tells you something needs fixing.