Client guide — Register Expected Return (pre-return)

Use Register Expected Return to create a pre-return (an expected return) before the goods physically arrive at the warehouse.

This is useful when you want the warehouse to be able to:

• see what’s coming back before it arrives
• receive and inspect the return faster
• apply the correct disposition (restock/quarantine/scrap) once inspection is complete

Important:

• Creating an expected return does not change stock.
• Stock changes happen when warehouse staff run Complete & apply.
• Completed is not a manual shortcut; it is reached only after successful inventory posting.
• Return billing is also triggered from the completed workflow. If a line is completed as SCRAP, Monthly Operations can charge a disposal/recycle metric for those scrapped units.

Who can use it

• Client users can only create expected returns for their own client.
• Tenant users can choose any client within their tenant.

Steps (client)

1. Go to Returns.

2. Click Register Expected Return.

3. Choose the Receiving warehouse (where the return will arrive).

   • You will only see warehouses assigned to your client.
   • If your client has one eligible warehouse, or a default eligible warehouse, ParcelPilot preselects it for you.

4. Search for the related Order (search by order ID or order number).

5. The order’s items will load.

   • Untick any items that are not being returned.
   • Set Expected return quantities for items that are being returned.

6. (Optional) If you supplied your own returns label, add:

   • Return tracking number
   • Return carrier

7. Click Create expected return.

What gets created

• A Return (RMA) is created with status Awaiting arrival.
• Return lines are created for the items you selected.
• The default inbound location is used only when it belongs to the selected warehouse. Otherwise ParcelPilot falls back to the warehouse receiving/default location setup.
• The return stores the receiving warehouse and any tracking details you entered.

What happens next (warehouse)

When the goods physically arrive, warehouse staff will:

1. open the return
2. mark it Arrived
3. record quantities received / serials (if needed)
4. inspect and set disposition (restock/quarantine/scrap)
5. run Complete & apply to validate evidence and create stock movements

Charging note

If your warehouse charges for returns handling, a common tariff setup is:

• returns_first: first unit on each completed return
• returns_addl: extra units on the same completed return
• return_disposal: units completed with disposition SCRAP

This means the client is charged when the warehouse has actually processed the return, not simply when the expected return was booked in advance.

Notifications (optional)

Client users can opt in to receive an email notification when the return is processed.

• Notifications are not sent on arrival.
• Notifications are sent when the return status is set to Inspected.
• Automatic posting may be blocked for unsupported or ambiguous returns. Those cases require manual review instead of being forced to Completed.

See: Notifications — enabling and timing