Returns and Scraps

The flow at a glance

Returns and scraps both start the same way: from any of the five inventory lists (jewelry, watches, diamonds, colored stones, pearls), select one or more items and pick the action from the Actions ▾ menu in the bulk action bar. A return is done the moment you confirm it. Scrapped items go into the single open scrap batch, which you can keep adding to over days or weeks before finalizing.

The action lives on the item, not on a “make a return” page. There’s no separate wizard.

Returning items to a vendor

1. From any inventory list, check the rows you want to return.
2. The bulk action bar at the top fills with Actions ▾. Open it and choose Return to vendor.
3. The confirm box previews the breakdown:
   • Single vendor → one return receipt.
   • Multiple vendors → one receipt per vendor, clearly called out so you can back out if it wasn’t what you intended.
   • Items you have on memo from a vendor go on their own memo-return receipt, separate from items you bought from that vendor.
4. Optionally fill in a Reason, Vendor RMA #, and Notes. They go on every receipt this return creates.
5. Click Return. The items are marked Returned right away and leave your inventory.
6. JewelTrak then asks whether to print the receipts. Print prints every receipt from that return in one go, one per page, each with a line for the vendor to sign. Not now skips it.

Printing is optional. If you skip it, open Vendor Returns later. Any receipt that hasn’t been printed says not printed in the list, and its page has a Print Receipt button.

Tagging items for scrap

Same flow, different action: Actions ▾ → Scrap. Reason picker (Damaged / Broken / Melt for gold / Defective / Other) and notes are optional — both are folded into the new metal lot’s notes column.

What happens behind the scenes depends on the item type:

• Jewelry / Watches → one new metal lot per item on the Metals page (Source = inventory). Weight comes from GoldWeight + OMetalWeight (jewelry) or 0 (watches — amend on the lot page if accurate refinery yield matters). Description is built from GoldPurity GoldColor → OtherMetal → Description. Cost basis is the item’s purchase price. The source item flips to Scrapped=1, QOH=0 in the same transaction.
• Stones → simply retired from inventory (Returned=1, counters zeroed). No metal lot — stones aren’t refined to metal.

The confirm modal shows a mixed-outcome preview (“3 jewelry/watch → metal lots, 2 stones retired”) so you always know what’s about to happen.

Stones currently set in jewelry are blocked — you’d scrap the parent jewelry instead, which is a separate stone-recovery flow.

What gets blocked

The preflight check skips items that can’t be acted on, with a reason. Common cases:

• Already returned / scrapped — the item is already on another return receipt or scrap batch.
• On memo to a customer — recall the memo first.
• On hold — release the hold first.
• Stone set in jewelry — unlink the stone from the setting first (stones only).
• No vendor on file — needed for auto-routing the return; not required for scrap.

A scrap is filed under the store of whoever does it, so if your employee profile has no store, the Scrap window says so as soon as it opens, with a link to My Account → Preferences → Defaults to set one.

The preflight is a “dry run” — nothing is saved until you click Return / Tag for scrap.

Reviewing returns

The Vendor Returns page (/returns) lists every return receipt, with tabs for Returned, Voided, and All, each with a count. Receipts that haven’t been printed say not printed.

Returns made before September 23, 2026 waited for their receipt to be printed before counting as returned. While any of those are still waiting, a Pending shipment tab lists them, and the items show an amber Pending return badge. Printing one of those receipts marks its items Returned.

Scrapped jewelry / watches live on the Metals page as on-hand lots — sale-eligible immediately for inventory scrap, on a 30-day hold for customer-source scrap (FL Ch. 538 § 538.06). Older scrap batches from before the metals module shipped are still viewable under Vendor Returns for historical lookup.

Undoing a return

If you returned something by mistake and the receipt hasn’t been printed, you can:

• Open the receipt and Remove individual lines. Each removed item goes back into inventory.
• Or Void Return to put everything on the receipt back into inventory.

Once a receipt has been printed, it’s locked, because the vendor may have signed it. You can still reprint it, but you can’t remove lines or void it.