Returns

Returns handle the reverse flow of goods — products coming back from a facility that received them or products being sent back to a supplier. OpenBoxes tracks returns separately from regular stock movements to maintain clear audit trails.

Types of Returns#

Inbound Returns#

Goods coming back to your location from a facility you previously supplied. Common reasons include:

  • Excess stock — The facility received more than they need
  • Expiring items — Products approaching expiry that won't be used in time
  • Recalled products — Items identified for recall by the manufacturer
  • Damaged goods — Products damaged in transit or storage
  • Wrong items sent — Fulfillment error from the original shipment

Outbound Returns#

Goods you are sending back to a supplier. Common reasons include:

  • Defective products — Items that do not meet quality standards
  • Wrong items received — Supplier shipped incorrect products
  • Expired on arrival — Products already expired or too close to expiry when delivered
  • Contract returns — Returning unsold stock under consignment or return agreements

Creating an Inbound Return#

When a downstream facility needs to return stock to you:

  1. Navigate to Inbound › Create Inbound Return
  2. Select the origin (the facility returning goods) and confirm the destination (your location)
  3. Enter a description — this is where you record why the goods are coming back and any reference to the original shipment
  4. On the Add items step, add each line: product, lot number, expiry date, quantity, and recipient
  5. On the Send step, complete the return

There is no dedicated "return reason" field or a link back to the original stock movement — use the description for both. The return then follows a receiving workflow similar to inbound stock movements: when the goods arrive, receive them as you would any other inbound shipment.

Tip: Put the original stock movement's number in the description. That is what lets you trace what was sent, what came back, and the net quantity delivered.

Creating an Outbound Return#

To return goods to a supplier:

  1. Navigate to Outbound › Create Outbound Return
  2. Confirm the origin (your location) and select the destination — the supplier you are returning to
  3. Enter a description — record the reason for the return and the purchase order number here
  4. On the Add items step, choose the products; OpenBoxes lists the lots on hand with their expiry, quantity on hand, zone, and bin so you can set the quantity to return per lot
  5. On the Pick step, confirm which bins the stock is taken from
  6. On the Send step, ship the return

Outbound returns deduct the returned items from your inventory when sent. OpenBoxes does not have a return-reason field, a purchase-order link on returns, or a credit-return flag — record the reason and the PO number in the description, and track any expected supplier credit in your finance system.

Return Workflow#

Returns are guided wizards rather than an approval workflow:

  1. Create — Origin, destination, and description
  2. Add items — Line items with lot, expiry, and quantity
  3. Pick (outbound returns only) — Confirm the bins stock is taken from
  4. Send — The return is completed and the goods are in transit
  5. Receive — For inbound returns, the goods are received at your location like any other inbound shipment

There is no manager-approval step on returns.

For inbound returns, the receiving location follows the standard receiving and putaway process. Returned items go back into available inventory unless they are damaged or expired.

Stock Adjustments from Returns#

Returns may require inventory adjustments:

  • Returned items in good condition — Added back to available stock at the receiving location
  • Returned items expired — Received and immediately written off with an expiry adjustment
  • Returned items damaged — Received into a quarantine bin location pending disposition

The decision on how to handle returned stock depends on the condition of the goods and your organization's policies.

Tip: Create a designated "Returns" bin location for incoming returns. This gives you a holding area to inspect returned goods before putting them back into general inventory or writing them off.

Best Practices#

  • Process returns promptly — Unprocessed returns distort inventory accuracy at both locations
  • Always fill in the description — Without a documented reason and reference, you cannot identify systemic issues later
  • Inspect returned goods — Do not assume returned items are in good condition; always verify before restocking
  • Track return rates — High return rates from a specific facility may indicate over-ordering or storage problems
  • Reconcile credits — Match supplier credits to outbound returns in your finance system to ensure you are fully compensated
  • Reference the original shipment — Quoting its number in the description connects the return to the full transaction history for auditing