threadcount-community/docs/manual/counter/exchanges-and-returns.md

title, section, order, summary, screen, role, keywords

title	section	order	summary	screen	role	keywords
Exchanges and returns	counter	2	Returns with a condition, size exchanges, hand-ins and the pre-loved pool. What each writes and how it moves the sets a person holds.	Counter	Admin or Issuer	return, returned, exchange, swap size, wrong size, hand-in, hand in, pre-loved, preloved, rag, lost, written off, damaged, credit

Garments come back three ways. A return closes one issue line with a condition. An exchange swaps a size of the same garment. A hand-in takes back whatever the person brings and sorts it into the pre-loved pool or rags.

Returns

Return sits against each line in the issue history on Counter and on the person's staff record. The counter app has its own return screen.

1. Press Return on the line.
2. Say how many are coming back when the line is more than 1 garment. The rest stays out with the person.
3. Take a photo if you want one. Photo the garment (damage evidence) is optional.
4. Press a condition: Returned – Good, Returned – Damaged, Lost or Written Off.

Pressing the condition records the return. A garment issued from stock and returned Returned – Good counts back into the shelf figure; the other three conditions do not. A pre-loved garment returned Returned – Good goes back into the pre-loved pool instead.

Returns refuse This issue has already been returned / written off and This garment was handed in on <date> — it's already back in the pool.

Exchanges

Size exchanges are made in the counter app, from the person's page: choose Exchange, pick or scan the garment that does not fit, then pick the size that does. It swaps 1 garment at a time. The Counter screen has no exchange. See Counter app.

An exchange:

• marks the garment coming back Returned - Good, splitting the line if they hold more than 1
• issues the new size today, condition New at today's catalogue cost, or Pre-loved at cost 0 from the pool when the original was pre-loved
• carries across offGroup and offStyle from the original line
• changes the top or trousers size on the staff record when the garment is a top or trousers

It makes no ceiling check. It refuses Pick a different size, Not enough size <size> on the shelf, Not enough pre-loved size <size> in the pool, That garment has already been returned and That garment was handed in on <date>.

Hand-ins

Hand-in appears on Counter once a person is chosen, and on their staff record.

1. Add each garment and size. Tap a size again to add one.
2. Mark each line Good or Rag, and Laundered or Unlaundered.
3. Tick Credit the good garments back if the allowance should be credited.
4. Press Record hand-in, or Record & print receipt.

ThreadCount matches each line to the person's issues of that garment and size that are not returned or handed in: new before pre-loved, newest first. Matched issues are stamped handed in today; part of a line is split off. Good lines join the pre-loved pool and rags are counted for disposal, whether or not they matched an issue.

Credit applies only to Good lines matched to new, not pre-loved, issues. The larger of the credited tops and credited trousers is given back as sets to the person's manager's approvals, newest first, and the year's report figure is credited.

A hand-in refuses only Add at least one garment and Invalid hand-in line.

A damage report from the staff app is cleared separately on Requests. Clearing it does not return the garment (Requests from staff).

The pre-loved pool

The pool is a count per garment and size. It grows from Good hand-in lines, from pre-loved garments returned Returned – Good, and from pre-loved garments given back in an exchange. It shrinks when a pre-loved line is issued or exchanged out.

A pre-loved issue costs the ward nothing and never comes off a manager's approval. It does count towards the ceiling. Today shows the pool's total under Pre-loved pool. A stocktake can count the pool on its own (Stocktakes).

What is written

Record	Change	Undo
Return	Return date today and the condition on the issue; photo linked	No screen reverses a return
Exchange	Old line returned Returned - Good; new issue row today; staff record size	No screen reverses an exchange
Hand-in	A hand-in with its lines; matched issues stamped handed in; pool up by the Good lines	No screen reverses a hand-in
Approval, on credit	Sets used go down	Issue the sets again

How each moves sets held

Sets held count every issue that is not returned and not handed in, plus garments still owed.

Action	Sets held
Return, any condition	The returned garments stop counting
Exchange	1 garment out, 1 in: the count does not change
Hand-in, credit ticked or not	Matched garments stop counting
Hand-in line matching no issue	No change

In plain terms The credit tick is about approvals and reports; the hand-in itself is what makes room under the ceiling.