Handle Returns

Applies to: DRIMS

This feature is available in OpenSPP deployments with the DRIMS module installed.

What You'll Do

Create and process returns for items sent back from distribution points to the warehouse.

Before You Start

• You need Warehouse Officer or Administrator access

• The original dispatch must be recorded in DRIMS

• You should have documentation of why items are being returned

Why Items Are Returned

Items come back to the warehouse for different reasons. The reason determines what happens to them next.

Reason	When to Use	What Happens Next
Excess	More items delivered than needed	Usually restocked
Damaged	Items damaged during transit or storage	Inspected, may be disposed
Expired	Items past their expiration date	Disposed
Wrong Item	Incorrect items were sent	Restocked, correct items dispatched
Cancelled	Distribution was cancelled	Restocked

Creating a Return

1. Open Returns

Click Warehouse in the sidebar, then select Returns.

2. Create New Return

Click the New button in the top left.

3. Fill in Return Details

Enter the following information:

Field	What to Enter
Source Dispatch	Select the original dispatch this return is for
Warehouse	The warehouse receiving the returned items (auto-fills from dispatch)
Incident	The disaster incident (auto-fills from dispatch)
Return Reason	Why items are being returned (see table above)
Return Date	When items are expected back

4. Add Items Being Returned

In the Items tab, click Add a line for each item type being returned.

For each item, enter:

• Product: The item being returned

• Quantity: How many units are coming back

• Notes: Any details about the item's condition

5. Save the Return

Click Save in the top left.

The return is now in Draft status. It won't affect inventory until you confirm it.

Processing the Return

Returns go through several steps to ensure items are properly tracked and handled.

Step 1: Confirm the Return

When you've verified the return details, click Confirm.

This authorizes the return and alerts warehouse staff to expect the items.

Status: Draft → Confirmed

Step 2: Receive the Items

When the physical items arrive at the warehouse, click Receive.

You may need to update quantities if the actual returned amount differs from what was expected.

Status: Confirmed → Received

Step 3: Inspect the Items

Warehouse staff checks each item's condition. Click Inspect.

For each line item, record:

• Condition: Good, Damaged, Expired

• Inspection Notes: Details about the item's state

Status: Received → Inspected

Step 4: Restock or Dispose

Based on the inspection, items are either returned to inventory or removed.

For Good Items: Click Restock

This adds the items back to your warehouse inventory. They become available for future dispatches.

Status: Inspected → Restocked

For Damaged/Expired Items: Click Dispose

This removes the items from inventory and records them as disposed.

Status: Inspected → Disposed

What Happens to Returned Items

After inspection, the decision tree looks like this:

Inspected Items
    │
    ├─→ Good condition → Restock → Back in inventory
    │
    └─→ Damaged/Expired → Dispose → Removed from inventory

Restocked items:

• Added back to warehouse stock

• Available for allocation to new requests

• Tracked with same lot numbers (if applicable)

Disposed items:

• Removed from inventory

• Documented for audit trail

• May require disposal documentation per local regulations

Are You Stuck?

Can't find the original dispatch?

Use the search filter at the top of the Source Dispatch field. Search by dispatch reference number or destination area.

Return button is greyed out?

You may not have warehouse permissions. Contact your administrator.

Quantities don't match what was dispatched?

This is normal. Only return what actually came back. The system tracks the difference.

Don't know whether to restock or dispose?

• Excess items in good condition: Restock

• Items with original packaging intact: Restock

• Items past expiry date: Dispose

• Items with damaged packaging: Inspect contents, then decide

• Items exposed to contamination: Dispose

• When in doubt: Ask your warehouse supervisor

System says "Stock move already exists"?

The return may have been partially processed. Check the Inventory Moves tab at the bottom of the form to see what's already been recorded.

Need to cancel a return?

While the return is in Draft status, click Cancel. Once confirmed, contact your administrator to reverse the return.

Next Steps

• Manage Inventory - Learn how to check updated stock levels

• Understand the Dashboard - Monitor warehouse health and alerts

• Receive a Donation - Learn how to receive new donations