Help & Documentation

The bridge between physically receiving gear back and closing the project's books. It runs on top of the Return Checklist on the project's Rental tab.

• Two surfaces tracked together — owned gear and rental (sub-rental) gear.
• Each row carries a condition (OK / Damaged / Missing) and a checked flag.
• Once the return is finalised, missing items are surfaced — workspace banner, calendar, sub-rental list and Production Dashboard — until you resolve them.
• Invoicing a missing item creates a linked Damage Report (type Lost) plus a draft Billing Line.
• Finalising the return stamps both checklists atomically — neither or both, never half-done.

'Missing' is for gear that didn't come back. Different from 'Damaged', which is for gear that returned but isn't usable.

1. Open the project, go to the Rental tab and expand 'Gear Return Checklist'.
2. Find the row for the unaccounted gear.
3. Set its condition to 'Missing'.
4. Optionally add a note describing where it was last seen or who had it.
5. Finalise the return. Tracking — day badge, banner, notifications — starts only then.

Once the return is finalised, a warning banner appears at the top of the project workspace while there are unresolved missing items. Clicking it scrolls to the Return Checklist if you are on the Rental tab.

• Shows 'N items missing on this project — review the Return Checklist'.
• Click the banner body to scroll to the Return Checklist. This only works on the Rental tab — from any other tab the click does nothing and does not switch tabs.
• Click the × on the right to dismiss it for the current session.
• It stays dismissed in that browser tab, reloads included, and returns in a new tab or the next time the app starts.
• Hides itself when the count drops to zero (every item recovered or invoiced).
• The same count also shows as a '{n} missing' chip on the project's last return day in the Calendar and as a '⚠ {n} missing' badge on sub-rentals linked to the project. From Day 7 the item is also listed in the 'Missing items' widget on the Production Dashboard (All Projects → Overview).

When gear isn't coming back, invoice the replacement cost so it lands on the project's draft invoice and a damage report is filed for insurance.

• Creates a Damage Report of the type Lost.
• Severity is inferred from the TOTAL loss (cost × affected units): under 1,000 → minor; 1,000–9,999 → major; 10,000+ → total loss. Four missing 3,000 lenses is a 12,000 total loss, not a 3,000 major one.
• Creates a draft Billing Line — quantity = affected units, unit price = replacement cost.
• The billing line is linked back to the damage report via linkedDamageReportId, and the report's Estimated Repair Cost is the same total the line charges — a damage report has no quantity of its own, so its claim figure is always the whole loss.
• If the billing-line step fails, the damage report is rolled back automatically — no half-state.

1. On a finalised return, find a row marked Missing that has reached Day 7.
2. Click 'Invoice this missing item' to open the dialog.
3. Enter the Replacement Cost in your project currency. On a multi-unit row this is the cost of ONE unit — the dialog shows the resulting total under the field.
4. Optionally add notes — they become the description of both the damage report and the billing line.
5. 'Create & Invoice' confirms — the dialog closes on success.

If a missing item turns up after you invoiced it, change its condition away from Missing. The 'Void this invoice?' dialog appears so you can decide what happens to the linked records. Unticking the row does not open it.

Void both

— Remove the billing line AND mark the damage report voided (reason: missing item recovered). Full rollback. The usual choice when gear turns up before the customer has been billed. If it fails, the dialog stays open and says so; nothing is changed and you can try again.

Keep records

— Clear the invoice/missing stamps on the row but leave the damage report and billing line in place. Right call if the customer was already billed, or if the item arrived damaged and you want a paper trail.

Cancel

— Close the dialog and leave the row's missing state untouched.

1. Open the Return Checklist and find the previously-missing row.
2. Change its condition from 'Missing' to 'OK' or 'Damaged'.
3. The 'Void this invoice?' dialog appears, showing when the item was invoiced.
4. Pick one of three options (see below).

Finalising locks the Return Checklist and stamps it with a timestamp and your display name (or your email address, if your account has no display name). Both owned and rental checklists are stamped together.

1. Complete the Return Checklist as fully as you can.
2. Click 'Finalize Return' at the bottom of the checklist.
3. If there are unreviewed rows (condition='OK' but unchecked), the Finalize dialog lists them.
4. 'Mark unreviewed as returned-OK' bulk-checks and finalises in one go, or Cancel to review individually.
5. After finalise: rows set to OK show 'Returned ✓' and lose their condition buttons, while Damaged and Missing rows stay editable. 'Return finalized on [date] by [name]' appears under the title, and a 'Return finalized' toast offers Undo.

If something needs to change after finalising — an item turns up, a condition was wrong, an invoice needs adjusting — you can reopen the return.

1. Open the Return Checklist on the finalised project.
2. Open the ⋮ (More) menu next to 'Reset all' and choose 'Reopen return' — the menu is only there once the return is finalised. If items are already invoiced, a warning asks you to confirm first.
3. Both owned and rental stamps are cleared in one action.
4. Rows become editable again. The banner, day badges and overdue notifications stop until you finalise again.

Each missing row carries a small badge showing how long it's been flagged. Useful for prioritisation.

• The badge reads 'Missing · Day N', counting from the day the return was finalized. Day 1 is the finalize day itself — there is no Day 0.
• Days 1–3 show muted (neutral). Days 4–6 turn amber. Day 7 and beyond turn red.
• From Day 7 the app also surfaces the 'Invoice this missing item' prompt — the usual cue to bill the replacement.
• Badge updates automatically as the clock advances. No manual refresh needed.

When you can only view a project — you were invited with view-only access, or you chose 'View in Read-Only Mode' because the project is open in another tab or on another device — the Return Checklist is read-only too.

• The check boxes, the condition buttons, the units-affected field, the notes, 'Reset all', 'Finalize Return', 'Reopen return' and 'Invoice this missing item' are all disabled. Hover one to see why.
• Until v0.846.14 the check boxes, the units-affected field, the notes, 'Reset all' and 'Reopen return' still worked in read-only mode. They saved to your own account: a Viewer's changes never reached anyone else, and in 'View in Read-Only Mode' they changed your real checklist.