The Disposal Issue Return feature allows pharmacy staff to process returns for items that were previously issued for disposal. This typically happens when:

• Items issued for disposal are no longer needed
• Incorrect items were issued
• Quantities issued were more than required
• Patient situation changed and items need to be returned

The system tracks all returns and maintains proper stock levels and financial records.

Use the Disposal Return feature when:

• Items Not Used: Disposal items that were issued but not used need to be returned
• Excess Quantities: More items were issued than needed for disposal
• Wrong Items: Incorrect items were dispensed and need to be returned
• Patient Discharge: Patient discharged before using all disposal items
• Quality Issues: Items have quality concerns and need to be returned

1. Click Menu in the top navigation
2. Select Pharmacy
3. Click Returns and Cancellations
4. Navigate to the Disposal section

You will see several options:

• Disposal Issue Return - Create new disposal returns
• Disposal Return Finalize - Finalize pending return requests
• Disposal Return Approve - Approve finalized returns
• Completed Disposal Returns - View completed returns

1. From the Disposal section, click Disposal Issue Return
2. The system displays the Search Disposal Issue Bills page
3. Use the search filters:
   • From Date: Select the start date for your search
   • To Date: Select the end date for your search
4. Click Search to find disposal issue bills
5. The system displays all matching disposal issue bills

Understanding Bill Status:

• Available (Green badge) - Can create returns for this bill
• Partially Returned (Yellow badge) - Some items already returned
• Fully Returned (Red badge) - All items returned, no more returns allowed

1. Review the list of disposal issue bills showing:
   • Issue Date
   • Bill Number
   • Patient Name
   • From Department
   • To Department
   • Issue Value
   • Status
2. Click Create Return button next to the bill you want to process
3. The system opens the Disposal Issue Return page with the bill details

The return page displays all items from the original disposal issue:

1. Review the item details:

   • Item Name: Medicine or supply name
   • Batch No: Batch number of the item
   • Expiry Date: When the item expires
   • Current Stock: Available stock quantity
   • Issued Qty: Originally issued quantity
   • Previously Returned Qty: Already returned quantity
   • Unit Rate: Cost per unit

2. For each item you want to return:

   • Click in the Return Qty column
   • Enter the quantity you are returning
   • The system automatically calculates the Return Value

3. The system validates:

   • You cannot return more than the remaining quantity
   • You cannot return items already fully returned
   • Quantities must be positive numbers

Important Validation Messages:

• "You can't return over than balanced Qty" - Attempted return exceeds available quantity
• "Return Quantity is Zero. Cannot Return" - No quantities entered for return

You have three options:

Option A: Save Draft

• Click Save Draft button
• Use this when you want to save your work and continue later
• You can save multiple times before finalizing
• The return is saved but not yet submitted for approval

Option B: Finalize

• Click Finalize button
• Use this when you have completed entering all return quantities
• The return is submitted and ready for approval
• The system shows a print preview of the return bill
• You can print the return bill if needed

Option C: Authorize Return (Special Privilege Required)

• This button appears only if:
  • The return has been finalized by another user
  • You have approval privileges
• Click Authorize Return to complete the return process
• This updates stock and completes the transaction

System Messages:

• "Saved" - Draft saved successfully
• "Finalized" - Return submitted for approval
• "Successfully Returned" - Return completed and stock updated

If you need to close/cancel a return and start fresh:

Close a return when:

• You made mistakes and want to start over
• The return is no longer needed
• You want to create a different return for the same disposal issue

For Draft Returns (Not Yet Finalized):

1. Go to Disposal Return Finalize page
2. Search for your pending returns
3. Find the return you want to close
4. Click the Close button (red outlined button with X icon)
5. Confirm the action when prompted

For Finalized Returns (Not Yet Approved):

1. Go to Disposal Return Approve page
2. Search for finalized returns
3. Find the return you want to close
4. Click the Close button (red outlined button with X icon)
5. Confirm the action when prompted

Confirmation Dialog:

• Message: "Are you sure you want to close this disposal return?"
• Details: "This will allow creating a new return for the same bill."
• Click Yes to close or No to cancel

What Happens After Closing:

• ✅ Return is marked as "Closed"
• ✅ Shows with gray "Closed" badge and X icon
• ✅ You can now create a new return for the same disposal issue bill
• ✅ Closed return remains in system for audit trail

Important Restrictions:

• ✅ Can close: Draft returns (not finalized)
• ✅ Can close: Finalized returns (not yet approved)
• ❌ Cannot close: Completed/approved returns
• ❌ Cannot close: Already closed returns

Success Message: "Disposal return closed successfully. You can now create a new return for this bill."

If you saved a return as draft and want to finalize it later:

1. From Returns and Cancellations menu
2. Go to Disposal section
3. Click Disposal Return Finalize

1. Use search filters:
   • From Date: Search start date
   • To Date: Search end date
   • Patient Name: Search by patient name (optional)
2. Click Search Disposal Returns

The system displays pending returns showing:

• Created At: When the return was created
• Created By: User who created the return
• Patient: Patient name
• Return No: Return bill number
• Original Issue Bill: Original disposal issue bill number
• Department: Department handling the return
• Return Value: Total return amount

To finalize a return:

1. Find the return you want to finalize
2. Click the Finalize button
3. The system opens the return for review and finalization
4. Review the quantities
5. Click Finalize to submit for approval

Status Indicators:

• Finalized (Green outlined) - Already finalized
• Cancelled - Return was cancelled
• Checked - Return has been verified

Users with approval privileges can approve finalized returns:

1. From Returns and Cancellations menu
2. Go to Disposal section
3. Click Disposal Return Approve

1. Use search filters:
   • From Date: Search start date
   • To Date: Search end date
   • Patient Name: Search by patient name (optional)
2. Click Search Disposal Returns

The system displays finalized returns showing:

• Finalized At: When it was finalized
• Finalized By: User who finalized
• Patient: Patient name
• Return No: Return bill number
• Original Issue Bill: Original issue bill number
• Department: Department
• Return Value: Total amount

To approve a return:

1. Find the return to approve
2. Click the Approve button
3. Review the return details carefully
4. Click Authorize Return to complete the approval
5. The system updates stock and completes the transaction

Status Indicators:

• Approved (Green outlined) - Already approved
• Cancelled - Return was cancelled
• Approved with checkmark - Completed and approved

To view and reprint completed disposal returns:

1. From Returns and Cancellations menu
2. Go to Disposal section
3. Click Completed Disposal Returns

1. Use search filters:
   • From Date: Search start date
   • To Date: Search end date
   • Patient Name: Search by patient name (optional)
2. Click Search Completed Returns

The system displays completed returns showing:

• Completed At: When the return was approved
• Completed By: User who approved
• Patient: Patient name
• Return No: Return bill number
• Original Issue Bill: Original issue bill number
• Department: Department
• Return Value: Total return amount

To print a completed return:

1. Find the return you need
2. Click the Print button
3. The system displays the return bill in print preview
4. Click Print to send to printer
5. Use Settings to change print format if needed (requires special privilege)

All disposal return pages have quick navigation buttons at the top:

• List Issues To Create Return - Start a new return
• List Returns to Finalize - View saved drafts
• List Returns To Approve - Approve pending returns
• Completed Returns - View finished returns

Click any button to quickly move between different stages of the return process.

Message	Meaning	Action Required
"Saved"	Draft saved successfully	None - Continue editing or finalize later
"Finalized"	Return submitted for approval	None - Wait for approval or approve if you have privileges
"Successfully Returned"	Return completed and stock updated	None - Process complete

Message	Meaning	How to Fix
"Nothing selected"	No bill selected	Select a disposal issue bill before proceeding
"This disposal issue bill has been fully returned"	All items already returned	Cannot create more returns for this bill
"U can't return another department's Issue"	Wrong department	Log in to the correct department
"There is already a pending disposal return for this bill"	Duplicate return exists	Complete, approve, or close the existing return first
"Cannot close a completed disposal return"	Return already approved	Completed returns cannot be closed
"This disposal return is already closed"	Return already closed	Cannot close an already closed return
"You can't return over than balanced Qty"	Return quantity too high	Reduce the return quantity to remaining amount
"Return Quantity is Zero. Cannot Return"	No quantities entered	Enter at least one item quantity to return
"Please Finalize Bill First. Cannot Return"	Trying to authorize unfinalised return	Finalize the return first
"You are NOT authorized"	Insufficient privileges	Contact your administrator for access

Message	Meaning	Action
"Low Stock!"	Item stock is very low	Be aware of stock levels when returning
Partial returns exist	Some items already returned	Check previously returned quantities

1. Verify the Bill: Ensure you have the correct disposal issue bill
2. Check Status: Confirm the bill is not fully returned
3. Note Partial Returns: Review any previously returned quantities
4. Confirm Department: Make sure you're in the correct department

1. Verify Batch Numbers: Ensure items match the original batch
2. Check Expiry Dates: Note expiry dates of returned items
3. Count Carefully: Double-check physical quantities before entering
4. Consider Stock Levels: Be aware of current stock when processing returns
5. Document Reasons: Note why items are being returned (if required by your facility)

1. Save Frequently: Use Save Draft if you need to pause your work
2. Review Before Finalizing: Double-check all quantities before finalizing
3. Print Immediately: Print return bills right after finalization for records
4. Track Return Numbers: Keep note of return bill numbers for reference
5. Timely Approval: Approve returns promptly to maintain accurate stock levels

1. Verify Physical Returns: Confirm items are physically returned before approving
2. Check Quantities: Verify entered quantities match physical count
3. Review Stock Impact: Consider how the return affects stock levels
4. Investigate Patterns: Look for patterns if returns are frequent
5. Document Issues: Note any quality or other issues with returned items

Problem: "Create Return" button is disabled or shows "Fully Returned"

Solutions:

• Check if the disposal issue has been fully returned already
• Verify you're viewing the correct disposal issue bill
• Check if there's a pending return for this bill
• Ensure the original issue was completed successfully

Problem: System shows validation errors when saving

Solutions:

• Verify all return quantities are valid numbers
• Ensure you're not returning more than the remaining quantity
• Check that at least one item has a return quantity
• Confirm you haven't exceeded the available stock

Problem: Finalize button doesn't work or shows errors

Solutions:

• Ensure all quantities are properly entered
• Verify no validation errors are showing
• Check that you have finalization privileges
• Make sure the return hasn't been finalized already

Problem: Authorize button is not visible or disabled

Solutions:

• Verify the return has been finalized first
• Check that you have approval privileges (ApproveDisposalReturn)
• Ensure the return hasn't been approved already
• Confirm you're in the correct department

Problem: Print preview doesn't display correctly

Solutions:

• Try refreshing the page
• Click Settings to select a different print format
• Ensure your browser allows pop-ups from the system
• Check with IT if print settings need adjustment

Administrators with special privileges can configure print formats:

1. Click Settings button in print preview
2. Select from available formats:
   • A4 Paper Format - Standard A4 size receipt
   • Custom Format 1 - Custom template design 1
   • Custom Format 2 - Custom template design 2
3. Click Apply & Close to save settings

Task	Required Privilege
Create disposal returns	CreateDisposalReturn
Finalize returns	FinalizeDisposalReturn
Approve returns	ApproveDisposalReturn
View completed returns	ViewDisposalReturn
Change print formats	ChangeReceiptPrintingPaperTypes

Contact your system administrator to request these privileges if needed.

No, once a return is finalized, you cannot edit it. If you need to make changes:

• Contact someone with approval privileges to review
• If not yet approved, it may need to be cancelled and recreated
• For approved returns, a new corrective return may be needed

When a return is approved:

• Stock levels are updated immediately
• Returned items are added back to the department's stock
• The original disposal issue bill is marked as having returns
• If all items are returned, the bill is marked as "Fully Returned"

No, each return must be for a single disposal issue bill. If you need to return items from multiple issues:

• Process each disposal issue separately
• Create individual returns for each original issue

Your facility may have policies about return timeframes. The system doesn't enforce a time limit, but:

• Earlier returns are better for stock accuracy
• Some items may have quality concerns if returned late
• Check with your supervisor for facility-specific guidelines

Once approved and completed:

• Returns cannot be reversed in the system directly
• Contact your supervisor or pharmacy manager
• A corrective transaction may need to be created
• Document the error for audit purposes

Yes, when viewing a disposal issue bill:

• Previously returned quantities are shown
• Partial return status is displayed
• You can see remaining quantities available to return
• Use the Completed Returns page to view all finished returns

Navigation buttons are shown based on your privileges:

• You only see buttons for features you have access to
• Contact your administrator if you need additional privileges
• Some buttons may be hidden in certain workflow states

• Pharmacy Disposal Issue - Creating original disposal issues
• Stock Management - Viewing and managing stock levels
• Reports - Generating disposal and return reports
• Audit Trail - Tracking all disposal and return transactions

If you encounter issues not covered in this guide:

1. Check System Messages: Read error messages carefully for specific guidance
2. Contact Supervisor: Your pharmacy supervisor can help with process questions
3. IT Support: Contact IT for system access or technical issues
4. Training: Request additional training if needed

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