Material Return SOP


 To ensure the "Material Return Form" is completed and submitted if any material and/or tools purchased are to be returned.

Step 1: Complete and Submit the Material Return Form

1. Fill out the Material Return Form: Team member to provide all necessary details for any item that needs to be returned including:

  • Date: Enter the current date.
  • Type of Material: Specify the type of material or tool being returned.
  • Vendor: List the vendor to whom the item is being returned.
  • Reason for Return: Provide the reason for the return.
  • Multiple Items: If returning more than one item, ensure they are from the same vendor and associated with the same Job#.
  • Photos: Take and attach photos of the items being returned.
  • Invoice/Receipt: Include the original invoice or receipt.

2. Submit the Form.

Step 2: Review the Submitted Form; Use Return Reference Number

Upon submission, a return reference number will be generated and accessible for review.

Step 3: Notify Vendor via Email

Send email notification to the vendor three days after form submission.

1.  Email should include the following details.

  • Subject Line: Include Reference #
  • Content
  • i. Provide the reason for the pick-up: eg "Item was damaged.

               ii. Include a picture of the damaged item: Picture Link.

2.     Request from the Vendor:

  • Receipt.
  • Ticket number.

Step 4: Create a Sub-task in ASANA

1.  Add a sub-task to ASANA upon receiving the ticket number.


2. Make a return label for the item being returned including Job #

            i. Print the Label

            ii. Locate the Item on Return Shelf and Place the Label. Return Ticket # will be provided by Kelly on this task once the vendor replied with this information.

            iii. Mark this task as complete.

3. If Job # is blank. Close the ticket as the item is not associated with a Job. 

Step 5: Monitor Vendor Credit Process

Watch out for the vendor's crediting process.

Step 6: Verify Job Association

Check if the return is related to a Job:

           A. If related, Proceed to Step 7.

           B. If the Job # is blank, close the ticket. 

Step 7: Process Job-Related Returns

If the item being returned is related to a Job perform the following tasks:

                 i. Locate Job #.

                ii. Add the expense as a negative amount, titled "To be Returned."

                iii. Input the Return Ticket # from the vendor in the description.

                iv. Save the expense.

                v. Mark this task as complete.

Note: This SOP can be customized based on the specific requirements and guidelines of Budd’s Plumbing. Regularly review and update the SOP to ensure it remains accurate and aligned with the company's evolving needs. Make notes below in Red that would make this SOP more efficient. Before changing the SOP above, Ben and Mike need to sign off on it.