Handle returns

Applies to: DRIMS

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

This guide is for warehouse officers who process items sent back from distribution points.

What you'll do

Create a return record, confirm it, receive the physical items, record their condition and disposition, and restock them into the warehouse.

Before you start

• You need Warehouse Officer or Administrator access

• The original dispatch must be recorded in DRIMS

• Have documentation of why items are being returned

Why items are returned

Items come back for different reasons. Use the return reason to document why items are coming back.

Reason	When to use
Excess Quantity	More items delivered than needed
Damaged in Transit	Items damaged during shipping
Wrong Item Delivered	Incorrect items were sent
No Longer Needed	Distribution was cancelled or needs changed
Expired / Near Expiry	Items past or approaching their expiration date

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Creating a return

1. Open returns

Click DRIMS in the sidebar, then go to Receive Supplies → Returns.

2. Create a new return

Click New in the top left.

3. Fill in the return details

Complete the following fields:

Field	What to enter
Incident	The disaster incident this return relates to
Original Dispatch	The original dispatch the items came from
Original Request	Auto-fills from the dispatch
Return To Warehouse	The warehouse receiving the returned items
Return Date	When items are expected back
Returned By	Name of the person returning the items
Phone	Contact phone number of the person returning the items
Return Reason	Free-text explanation of why items are being returned

4. Add items being returned

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

For each item, enter:

Field	What to enter
Product	The item being returned
Quantity Returned	How many units are coming back
Condition	Item condition (set while in Draft): Good (Restockable), Damaged, or Unusable
Disposition	What to do with it (set while in Draft): Restock, Send for Repair, or Dispose
Notes	Any details about the item's state

Important

Condition and Disposition can only be edited while the return is in Draft state. Set them now before confirming.

5. Save the return

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

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Processing the return

Returns go through four steps to ensure items are properly tracked.

Step 1: Confirm the return

When you've verified the details are correct, click Confirm Return.

This creates an incoming stock receipt and alerts warehouse staff to expect the items.

Status: Draft → Confirmed

Step 2: Mark as received

When the physical items arrive at the warehouse, click Mark Received.

Update quantities on the Return Items tab if the actual amount differs from what was expected.

Status: Confirmed → Received

Step 3: Mark as inspected

Once the physical items have been checked and condition/disposition were set in Draft, click Mark Inspected.

Status: Received → Inspected

Step 4: Restock items

Once inspection is complete, click Restock Items to finalise the return.

All items are processed through Restock Items and returned to warehouse inventory. The Disposition field records the intended outcome per line but does not currently route items to separate locations — separate disposal and return-to-donor paths are planned in a future release.

Note

If items should not re-enter warehouse stock (expired, damaged beyond use), remove them manually after processing and document the action in your warehouse records until the full disposal workflow is available.

Status: Inspected → Restocked

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Condition codes

Choose the condition that best describes each returned item:

Condition	When to use	Typical disposition
Good (Restockable)	Original packaging intact, item usable	Restock
Damaged	Packaging or item shows damage	Send for Repair or Dispose
Unusable	Expired, contaminated, or beyond repair	Dispose

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Are you stuck?

Can't find the original dispatch?

Use the search on the Original Dispatch field. Search by dispatch reference number or destination area.

Confirm Return button is greyed out?

All required fields must be filled: Incident, Return To Warehouse, and at least one item in the Return Items tab.

Quantities don't match what was dispatched?

This is normal — only return what actually came back. The Quantity Dispatched column shows the original amount for reference.

Not sure whether to restock or dispose?

• Good condition, original packaging intact → Restock

• Past expiry date → Dispose

• Damaged packaging, contents unknown → Inspect contents, then decide

• Contamination suspected → Dispose

• When in doubt → ask your warehouse supervisor

Need to cancel a return?

While in Draft or any state before Restocked, click Cancel. A cancelled return can be reset to Draft using Reset to Draft if needed.

Next steps

• Manage Inventory - Check updated stock levels after restocking

• Understand the Dashboard - Monitor warehouse health and return alerts

• Receive a donation - Receive new donations to replace disposed items