TrailheadInventory & GearGuest Gear
DG-04Return discrepancy branch

Guest Gear Return With Issues

A return is short, damaged, or uncertain. Inventory records what physically happened to every issued unit without turning that physical outcome into an automatic charge.

Track

Guest Gear

Phase

Return discrepancy branch

Starts with

Return reported with a discrepancy

Ends with

Every unit has a physical outcome

Use this playbook to reconcile a partial or damaged guest gear return without overstating availability or creating an automatic charge.

Before you start

Act as
The trip's guide, then an authorized SettleWise Inventory reviewer
Trip
A CIS with guest gear in Picked up status
Physical reality
An issued quantity that can be split across usable, repairable, unusable, missing, lost, or under-review outcomes

Run the scenario

  1. 1GuideTrailhead Mobile · CIS detail · Gear return

    Select the exact picked-up units for your assigned guests, deposit them in the return area, and report the location and known condition.

    Expected evidence

    The items show Return reported · awaiting inspection, stay unavailable, and create no charge.

  2. 2InventorySettleWise · Inventory · Gear requests

    Open the pending return and distribute each reviewed product quantity across its actual outcomes.

    Expected evidence

    The review shows remaining quantity and cannot submit while the allocation is short or over the issued quantity.

  3. 3InventorySettleWise · Inventory · Return reconciliation

    Confirm the reconciliation and review the resulting custody and stock movements.

    Expected evidence

    Only returned-usable units restore availability; repairable units remain separated for repair and all other issue outcomes remain unavailable.

  4. 4InventorySettleWise · Inventory · Return reconciliation

    Later, open the same return again. Units marked under review or missing are listed with the earlier decision; record their final outcome.

    Expected evidence

    A final usable outcome restores availability once and, when no unit is left pending, closes the request.

  5. 5OperationsTrailhead or SettleWise · Responsibility review

    Verify that physical reconciliation did not create a guide debit, then review responsibility separately if needed.

    Expected evidence

    Inventory disposition is complete while responsibility can remain not reviewed, no charge, pending, guide, client, or operations responsibility.

Scenario completed

Every issued unit has a physical outcome, whether or not financial responsibility is already resolved.

Custody status
Picked up→Return reported
Physical disposition
Pending review→Explicit per unit
Available stock
No return restored→Returned usable only
Financial responsibility
Separate or pending→Authorized outcome

If it does not match

  • If reconciliation cannot submit, make every outcome quantity add up exactly to the quantity under review.
  • If damaged, missing, lost, or under-review units become available, stop and correct the physical outcomes before assigning the gear again.
  • If retrying changes stock twice, do not make a manual compensating adjustment; preserve the custody reference and investigate idempotency.
  • If a guide charge appears automatically, leave responsibility under review and correct the separate authorization path.