How to Return Issued Material in CrmLeaf
All editions. The returns sub-flow is part of core Material Requisitions. The stock and BOQ links described here depend on the Purchase and Manufacture add-on modules being enabled for your account.
Availability: All editions. The returns sub-flow is part of core Material Requisitions. The stock and BOQ links described here depend on the Purchase and Manufacture add-on modules being enabled for your account.
Overview
Material issued on a requisition is not always fully consumed. The returns sub-flow lets you send the unused material back, with its own approval step, so that stock records and project material costs stay accurate. Returned and consumed quantities both feed the BOQ reconciliation for the project.
How It Works
A return is raised against material that was issued on a requisition. It is then approved or rejected. Two screens support the process: a pending returns screen listing returns awaiting a decision, and a return history screen showing what has already been actioned. Once a return is approved, the returned quantity is reflected in the project's BOQ reconciliation alongside the consumed quantity.
Issue material → Return issued material → Pending returns → Approve / Reject → Return history and BOQ reconciliation
- Returns are raised against the requisition that issued the material, so the return is always traceable to the original issue.
- A return must be approved or rejected. Raising it alone does not complete the process.
- Pending returns and return history are separate views, so open decisions are not mixed with settled ones.
- Returned and consumed quantities together determine how much of the BOQ has actually been used.
- Where a formal returns process with inspection and disposition is needed, a goods return can be raised against a material requisition instead.
Who Can Use This Feature?
Administrator
- Review the pending returns list.
- Approve or Reject each return.
- Use the return history to audit what was sent back and by whom.
User
- Raise a return for material issued on a requisition but not consumed.
- Enter the quantity being returned per material line.
- Track the return until it is approved or rejected.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- An existing material requisition on which material was issued.
- The physical material available to send back.
- A role with approval permission, for the approval step.
For Users
Step 1: Open the requisition the material came from
Locate the requisition that issued the material. Use Search or Filter by project to find it quickly.
Step 2: Raise the return
What to do: Start a return of issued material and enter the quantity being returned for each material line. Return only what is physically going back to stock, then Submit.
What to verify: The returned quantity is not more than the quantity that was issued on that line.
Step 3: Track the return
What to do: Check the pending returns screen to confirm the return is queued for a decision, and the return history screen once it has been actioned.
What to verify: After approval, the project's BOQ reconciliation shows the reduced consumed quantity.
For Administrators
Step 1: Open the pending returns list
What to do: Open the pending returns screen and review each return: the source requisition, the project, the material lines and the quantity being sent back.
What to verify: The material has actually been received back before you approve.
Step 2: Approve or reject the return
What to do: Select Approve to accept the return, or Reject where the quantity is wrong or the material has not come back.
What to verify: The return moves out of pending returns and appears in the return history with its decision.
Step 3: Reconcile the project
What to do: Review the project's BOQ reconciliation so that planned, consumed and returned quantities agree with what happened on the floor.
What to verify: Consumption after returns is the figure you expect before the milestone is invoiced.
Expected Result
The return is recorded against the original requisition and actioned by an approver. Approved returns appear in the return history, and the returned quantity is reflected in the project's BOQ reconciliation.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Return material before the milestone is invoiced. Milestone invoicing bills approved requisition amounts, so an unrecorded return can overstate what the client is charged.
- The stock and BOQ links depend on the Purchase and Manufacture add-on modules. Confirm they are included in your plan.
- A rejected return leaves the original issued quantity in place. Raise a corrected return if the rejection was because of a wrong quantity.
Common Scenarios
Example: surplus fasteners returned at the end of a run. The team was issued 5,000 fasteners and used 4,600. A return is raised for 400, the store keeper confirms receipt and the Administrator approves it. The project's BOQ reconciliation then shows 4,600 consumed rather than 5,000.
Example: damaged material. Material that cannot go back into usable stock is better handled as a goods return, where inspection and disposition are recorded per item.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| A return cannot be raised | No material has been issued on the requisition yet | Returns apply to issued material. Confirm the requisition has been actioned. |
| The return does not appear in return history | It has not yet been approved or rejected | Check the pending returns screen. History shows actioned returns. |
| BOQ consumption still shows the full issued quantity | The return is pending, or it was rejected | Have the return approved. Only actioned returns change the reconciliation. |
| The return cannot be approved | The role lacks approval permission | An Administrator or a role with approval permission must action it. |
Frequently Asked Questions
Can I return part of a requisition line?
Yes. You enter the quantity being returned, so partial returns are supported.
Who approves a return?
A role with approval permission, normally an Administrator. Returns are approved or rejected in the same way as the requisition itself.
What is the difference between this and a goods return?
This sub-flow returns material issued internally on a requisition. A goods return is the formal returns engine with its own state machine and per-item dispositions, and it can be raised against a requisition as well as a bill, purchase order, invoice or order.
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