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How To Manage Spillage

Spillage reports are typically used as a means to remove faulty equipment from a recipient's on-hand counts. They may also be used by a warehouse manager if a technician brings back defective equipment to the office, who can then bulk spillage by type of equipment and edit the appropriate quantities.  

Optionally, spillage can be used as a precursory step before creating a Return Merchandise Authorization (RMA) report. 

A typical workflow would involve recipients adding spillage to an open spillage report during a month (the time period can be adjusted as needed). After the given period of time, an administrator can Lock the spillage report preventing further adjustments. At that time the recipient would then physically ship all the defective equipment back to the central warehouse, except lost or missing equipment. The items would then be reviewed by the back office and the spillage report could then be Closed. Optionally, spillage reports can be converted to RMA reports for return to the appropriate vendor. 

Note: Spillage reports differ from POs and RMAs due to the fact that additional equipment can be added after creation. Items can continue to be added to spillage reports until it's status is Locked or Closed.

To view the Spillage Report

  1. Click Spillage from the left menu.
  2. All current spillage reports will be displayed, by default.

To filter the spillage report

  1. While on the Spillage page, navigate to the filter area.
  2. Select a status (Open, Locked, or Closed) from the Status dropdown menu.
  3. Click Search.

To Add a Spillage Report

  1. While in the Spillage page, click Add at the top right of the page.
  2. Select the recipient name from the Recipient dropdown menu.
    • Note: Make sure the Status dropdown is showing the correct status.

To add a spillage item

  1. Select the target item from the Name dropdown menu.
  2. Enter the count result into the Quantity column of the item being reported.
    • Note: You can also click the Plus  Screen Shot 2019-01-21 at 4.12.43 PM.pngor Minus Screen Shot 2019-01-21 at 4.11.20 PM.png icons to increment or decrement the count, respectively.
  3. Select the reason for returning the item from the Return Reason dropdown menu and any associated comments. 

To delete a spillage item

  1. To remove an unwanted item, click the Delete icon delete_icon.png of the target row.
    • Note: A confirmation message will appear. Click Delete again to confirm the deletion.

To complete creating the spillage report

  1. Click Save.

To edit a spillage report

  1. While on the Spillage page, click on the desired report row.
  2. Select the recipient name from the Recipient dropdown menu.
    • Note: Make sure the Status dropdown is showing the correct status.

To add or edit spillage items

  1. Select the target item from the Name dropdown menu.
  2. Enter the count result into the Quantity column of the item being reported.
    • Note: You can also click the Plus  Screen Shot 2019-01-21 at 4.12.43 PM.pngor Minus Screen Shot 2019-01-21 at 4.11.20 PM.png icons to increment or decrement the count, respectively.
  3. Select the reason for returning the item from the Return Reason dropdown menu. 

To delete a spillage item

  • To remove an unwanted item, click the Delete icon delete_icon.png of the target row.
    • Note: A confirmation message will appear. Click Delete again to confirm the deletion.

To complete editing the spillage report

Note: Depending on the report status (Open, Locked, or Closed), different Save options will appear in the lower right of the page. If Open, you can Save For Later or Lock the report. If Locked, you have the added option to Convert To RMA. A Closed status will be Read Only.

  • Click Save.

To convert a spillage report to an RMA

  1. While on the Spillage page, click on the desired report row with a Locked status.
  2. Click Convert To RMA at the bottom of the page.
  3. Scroll down to the bottom of the Spillage page to the Pending RMA section.
  4. Click Save.
    • Note: The spillage report will now be closed and become an RMA report.
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