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Feature · Returns
Example screen with sample data
Returns
A return authorization fixes the original commercial or receipt scope and requested quantity. Physical receipt, stock disposition and financial credit are separate decisions.
OverviewReturn Dispositions Awaiting Approval×
Media ERP · Returns
New
Return Dispositions Awaiting Approval
Approval conditions
| Disposition number | Kind | Return line | Base quantity | Prepared by | Status | |
|---|---|---|---|---|---|---|
| RD-60313 | Restock | RL-89000 | 830 | Pending approval | ||
| RD-82573 | Hold | RL-39752 | 830 | Pending approval | ||
| RD-44922 | Scrap | RL-75830 | 880 | Pending approval | ||
| RD-29068 | Send to supplier | RL-96817 | 470 | Pending approval | ||
| RD-20598 | Return to dealer | RL-87176 | 680 | Pending approval |
6 of 6 records
RL-89000Return dispositions · RD-60313
RestockBase quantity830
StatusPending approval
What you can do
Returns in daily work
A return authorization fixes the original commercial or receipt scope and requested quantity. Physical receipt, stock disposition and financial credit are separate decisions. The team keeps each handoff tied to its source record so changes to a later step do not quietly rewrite the earlier decision.
A customer returns damaged stock from a prior shipment. The manager checks the original shipped and unreturned quantity before authorizing. The operator records actual arrival; the manager decides whether the goods are held, reworked or scrapped. Keep the approved revision with the work. When circumstances change, record the correction or next decision against that version.
How the work is organized
- Authorize. Warehouse Manager compares the request with the original unreturned scope.
- Receive. Warehouse Operator records actual goods before any stock treatment.
- Resolve. Warehouse Manager decides disposition; Finance Manager separately reviews credit or refund.
The preparation and execution records answer different questions. A planned quantity describes intent; a posted movement, accepted receipt or confirmed payment describes what actually occurred. Keep both when comparing what was promised with what happened.
What to agree during setup
Agree who may authorize returns, which evidence identifies the original shipment or receipt and how each disposition affects stock. Finance defines when a credit note or refund is allowed. Document the decision owner for each exception. Give users only the entity and location scope they need. Use a pilot with an ordinary case and a partial or failed case before allowing routine work to depend on the configuration.
The item code and customer or supplier identity should stay stable during migration. Where a document carries a currency or unit conversion, retain the applicable version with that document. A later master change should apply to future work, not change an accepted transaction.
Check the handoff on an actual case
Rehearse an authorized quantity larger than the actual arrival. Post only the actual eligible disposition. Check that a credit or refund uses its original source and does not follow merely from the physical return status. Ask the preparer and decision maker to review the same case separately. Compare the source quantity, the actual recorded quantity and what remains available for the next step.
The receiving team should be able to explain why the record is ready, what still needs review and who owns the exception. Rehearse a repeat submission and a changed source after approval. Keep the original evidence visible when the case is corrected.
What your team sees
- Returns Awaiting Authorization — Review requested goods against the original shipment or receipt.
- Return Dispositions Awaiting Approval — Decide what happens to goods actually returned.
Follow the work through
Follow the connected process, then review the record map and access rules.
What it keeps track of
Data model- Returns
- Bounded customer/supplier physical return authorization, separate from commercial credits.
- Return lines
- Exact original commercial/stock scope and actual returned quantities.
- Return dispositions
- Independent actual goods disposition without automatic credit or refund.
- Shipment lines
- Actual dispatch quantities and current title-transferred/delivered portions.
- Ingest lines
- Receipt history does not change as accepted inventory moves or is consumed.
- Invoices
- Local customer debit/credit documents with mandatory independent Finance Manager approval.
- Bills
- Local supplier debit/credit documents with matching, carrying and separate settlement.
- Refunds
- Independent finance-authorized cash movement from exactly one available credit/unapplied source.
Who uses it
Permissions- Warehouse Manager
- , Warehouse Operator, Sales Manager and Finance Manager.
- Each person acts within their assigned entity and work scope.
Set up Media ERP your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.