Damage and disposition

Damaged stock stays damaged until someone decides what happens to it. Warehouse records that decision on a document:

Each decision has its own number series. A document covers one warehouse.

A document of a business unit that is, or sits under, a separate legal entity is numbered in that entity's own series, with its prefix, for example PH-SCR-1.

#Before you start

• You need Warehouse › Damage & disposition › View to see documents, Create to start one, Edit to change, submit, complete or cancel one, and Delete to delete a draft. With View (own records) you see only the documents you created, plus any document waiting for your approval or that you approved or rejected.
• Adding units by scanning also needs Warehouse › Scan › View all, as every scan box does (see Scanning).
• Approving or rejecting needs one of three permissions on the same row of the permission matrix: Approve or reject scrapping damaged stock, Approve or reject a return to vendor, or Approve or reject putting repaired stock back on sale, and View. Owners and Admins hold all three.
• Only stock that is marked damaged can go on a document. To return or scrap saleable goods (a recall, short-dated stock), mark them damaged first with the reason Recalled or Expired (see Moving stock).
• 3PL stock is handled in 3PL and never appears here.

#Damaged stock

Open Damaged stock from the toolbar of the list, or select the Damage awaiting disposition tile on the Warehouse overview, which opens it on the units awaiting a decision. It lists every damaged unit on hand in one warehouse: the unit, product, batch, expiry, quantity, bin, damage reason (hover for the note), who marked it and when, how many days it has been damaged, and the decision it is on, or Awaiting decision.

• In a warehouse with location management on, a damaged unit outside a damage area shows Not in a damage area; select Move to move it there (see Moving stock). Move needs Warehouse › Stocks › Edit and Warehouse › Scan › View all.
• Use the filter (funnel icon) to choose the warehouse, the area (in a damage area or elsewhere), the reason, or only units awaiting a decision. The card title names the filters in use; the export buttons copy, print or download the list as shown.
• When your organization has business units, the filter also offers Business unit, which filters by each stock unit's own business unit; without a choice the list starts with the unit chosen in the header. A Business unit column shows each unit's.
• With Create, tick units and select Return to vendor, Scrap or Repair in the toolbar to start a document with them. Units already on a decision can't be ticked.
• The list reads at most 5,000 damaged units of the chosen warehouse, before the area, reason and awaiting filters apply. If it says "Showing the first 5,000 damaged units of this warehouse.", the other filters can't show the rest; choose another warehouse.
• Goods a customer returns as Damaged are listed here too: receiving the customer return writes them as damaged units in the returns area, with the damage reason recorded on the return, and Decide on the return's profile opens this list.
• Only units marked damaged are listed. Goods sitting in a damage area that were never marked damaged, and repaired units, are not; mark them damaged first (see Moving stock). 3PL stock is never listed.

#Direct or approval

Your organization chooses, for each decision, whether it takes effect directly or needs approval (Settings › Module settings › Warehouse settings › Approvals; see Warehouse settings). By default Scrap needs approval; Return to vendor and Repair are direct.

The setting that applies is the one in force when the document is submitted; the document remembers it. Changing the setting later does not change documents already submitted.

Nobody can approve their own request. If your organization has only one person who can approve, use Direct for that decision.

#The list

Open Warehouse › Damage & disposition. The tabs show All documents or one decision (Returns to vendor, Scrap, Repairs). Each row shows the number, decision, warehouse, supplier, how many units, the total quantity and value, the state (Draft, Pending approval, Approved, Completed, Rejected, Cancelled or Part completed, then cancelled) and when it was submitted and completed. Select a number to open the document. Damaged stock in the toolbar opens the Damaged stock list.

Select the funnel icon to filter by warehouse, state and the dates the documents were created; the card title names the filters in use. With business units, the filter also offers Business unit (the document's), starting with the unit chosen in the header, and a Business unit column is added. The export buttons copy, print or download the list as shown. The list shows the newest 1,000 documents that match.

#Create a document

1. On the list, select the + button in the toolbar.
2. Choose the Decision and the Warehouse.
3. When your organization has business units, check the Business unit. When the page opens with units already chosen and those that can go on the document all belong to the same business unit (not your main business), it starts with that unit; otherwise with the warehouse's owning unit, else the unit chosen in the header. The units keep their own business unit whatever the document's.
4. For a return, choose the Supplier and enter the supplier's reference (RMA or credit claim number) if you have one.
5. Scan each damaged unit in Scan a damaged unit. Each line shows the product, batch, expiry, bin, damage reason, what is left on the unit, the GRN and purchase order it came from, and its value at the received price. Once a unit is on the document, the decision and the warehouse can't be changed.
6. Change the Quantity to return, scrap or repair only part of a unit. Remove a line with the bin icon.
7. Select Save in the toolbar. The document is a Draft: nothing has happened to stock yet.

When the page is opened with units already chosen (from the Damaged stock list, or a link that names them), the warehouse is that of the first of them that can go on a document (3PL stock is skipped), their lines are filled in, and for a return whose units all came from the same supplier, the supplier is filled in for you. A unit that can't go on the document is listed at the top with the reason.

A unit can be on only one open document at a time. A unit received from a different supplier can't go on a return to another supplier. A repaired unit is no longer damaged, so it can't go on a document until it is marked damaged again.

As on the scan screens, a part of a unit takes up to 3 decimal places, and a serial product's unit is taken whole. A unit whose quantity an earlier version stored in an old format can be repaired whole, but can't be returned or scrapped here; a quantity saved as text that reads as a number is not an old format. A unit whose stock records don't add up can also be repaired whole only, and can't be returned or scrapped.

#Edit a draft

Open the draft and select Edit. You can change the supplier, the reference, the description, the lines and their quantities; the decision and the warehouse stay as they are. Every line is checked again when you save. Only a draft can be edited. You can move a draft to another business unit in the same legal entity; once submitted, the business unit can't change.

#Submit

Open the document and select Submit (or Submit for approval when the decision needs approval), add a note if you like, and select Confirm.

• Direct: the document is Approved straight away. For a return or scrap you can select Submit and complete instead to do both in one step.
• Needs approval: the document is Pending approval. Everyone who can approve that decision is notified (see Approvals).

Every unit and the supplier are checked again when you submit.

#Approve or reject

Someone with the decision's approve permission opens the document (from the notification, the Approvals list, or the dashboard tile) and selects Approve or Reject, adds a note, and selects Confirm. A rejection needs a reason. A rejected document is closed and its units are free for another decision.

Cancel on a document pending approval withdraws the request and returns the document to Draft.

#Complete

Approval authorises the decision; completing records that it happened. Select the completion button in the toolbar, fill in the details and select Confirm.

• Dispatch to vendor (return): enter the vehicle number if you like. Each line is taken off stock.
• Write off (scrap): choose the Disposal method (destroyed on site, waste contractor, incineration, other) and enter a disposal reference and the witness's name if you have them. Each line is taken off stock.
• Return to stock (repair): choose a saleable bin for each unit. In a warehouse with location management on, the bin rules apply as for put-away; in enforce mode a bin outside the product's locations needs the override permission and a reason. In a warehouse without location management, the damage is cleared where the units are.

Completing checks every unit first. If a unit has changed since approval (less left, no longer damaged), nothing is written and the line is named. If completing stops part-way, the done lines stay done; complete again to finish the rest, or, when a remaining unit has changed and can't be completed, Cancel the document to close it with the done lines kept (see Cancel and delete). Each line's Status shows Done once it is written, with the bin a repaired unit went to.

If completing stopped after a line's stock was written but before the line was recorded, the page says Part-way completed and marks that line Started. Select the completion button again: the started lines are finished without writing their stock twice. While a line is Started the document can't be cancelled, so Cancel is not offered.

When part of a unit is repaired, the repaired part becomes a new stock unit that needs its own label.

While a submit, decision, completion or cancel is being saved, the toolbar buttons are greyed out, so one click can't be sent twice.

#Return to stock screen

On a phone or handheld, open Scan › Return to stock (needs Warehouse › Scan › View all and Damage & disposition › Edit), or select Return to stock on a damaged unit in Lookup or on its stock profile.

1. Scan the damaged goods.
2. The screen shows the unit and what you may do:
   • an approved repair line ("Approved on REP-3: 120 tablets") — that quantity is returned;
   • "Finishing REP-3: 120 tablets" — your earlier Repair and return to stock of this unit created REP-3 but stopped before it was done; that quantity is returned and REP-3 is completed, and Whole unit/Part are not offered;
   • Repair and return to stock — when repairs are direct in your organization; choose Whole unit or Part and the quantity (a part takes up to 3 decimal places; a serial unit, one whose quantity is stored in an old format, or one whose stock records don't add up is returned whole, and the screen says why). A one-line repair document is created and completed for you; with business units it belongs to the goods' business unit, else the warehouse's owning unit, else the unit chosen in the header;
   • "This unit has no approved repair. Ask for one on the Damaged stock page." — when repairs need approval and none is approved yet (see Damaged stock).
3. Scan a saleable bin. Suggested bins are listed. A bin that breaks a rule shows why, as on the put-away screen; confirm, give an override reason, or scan another bin.
4. "Back on sale in A1-3B" confirms it. When only part of a unit was repaired, select Print label for the repaired part (needs Warehouse › Stocks › View).

In a warehouse without location management there is no bin step: select Return to stock.

If saving is refused after the repair document was created (a bin refused at the last step, "Someone else is working on this stock."), the next try finishes that same document instead of starting another: scan another bin, or scan the goods again and confirm. The screen shows "Approved on REP-3: …" when the repair was approved, or "Finishing REP-3: …" when it was a half-created draft, and the quantity can't be changed; to change it, cancel REP-3 on its document page and start again.

#Cancel and delete

• Cancel a draft or an approved document while no line is Started; its units are free again. When some lines are already Done (completing stopped part-way, for example because a remaining unit changed), the confirmation says "The lines already done stay done. The other units are free for another decision."; the done lines stay written off, returned or back on sale, the other lines show Not done, and the document's state reads Part completed, then cancelled.
• Cancel on a document pending approval withdraws the request and returns the document to Draft.
• Delete (toolbar) removes a draft.

#The document page

The left card shows the decision, warehouse, supplier and reference (returns), the state, the approval (Direct, no approval needed, Pending: needs someone who can approve …, Approved by …, Rejected by …: reason or Approval request withdrawn), who submitted and completed it and when, the disposal details (scrap) or vehicle (returns), and the totals. With business units, the left card also shows the Business unit. The History card lists every step with who did it and any note.

A unit's name links to its stock unit page when you have Warehouse › Stocks › View, and the GRN number links to the receipt when you may open that receipt.

#Print

Select the print icon. The print is a Return to vendor note, Stock write-off or Repair record with the letterhead your organization prints on gate passes (with business units, that of the document's business unit; none if it has not turned one on; see Letterhead), the lines with batch, expiry, quantity, reason, GRN, PO and value, the approval, and signature blocks. A draft prints with a DRAFT watermark. With business units, it also shows the Business unit.

The print opens with a dark bar at the top that isn't printed: Switch to Dot Matrix (or Switch to Regular) changes the layout for the kind of printer you're using, and the print icon opens your browser's print dialog.

#Messages