Packing and returning bulk items

When using bulk products on orders (eg. 10 items on the same order line), you can pack and return in several rounds: and register how many units are OK, need cleaning, or are damaged — without treating all units as the same condition.

  • Packing: Record how many units are packed for pickup or delivery. You can pack in several rounds until the full quantity is packed
  • Returning: Record how many units come back, and in which condition (OK, need cleaning, damaged). You can return in several rounds until the full quantity is returned.
  • Sharefox keeps track of  totals, so you can always see what is still outstanding
  • You can also review or adjust the historical entries if needed

This feature applies only to bulk products. Individually tracked items keep the standard status list. 


Step 1 - Packing items

When units are prepared for handover, you can either pack all items or just a partial quantity:

  1. On Admin Order page, open the item status dropdown for the bulk item
  2. Select the Pack action
  3. Enter how many units you have packed (e.g. 7/11)
  4. Click Confirm

Each action creates a history entry (for example “7/11 packed on 02.09.2026, 09:15”)


Screenshot: Bulk item packing action

💡 Tip: Pack in the rounds that match how you actually work. If 6 helmets go out in the morning and 4 later, record two Pack actions. That keeps the history accurate and makes a later correction easier.

Step 2 - Returning items

When units come back, record the return and the item condition. This can also be done in several rounds, and you can return units that were packed or still marked as not packed.


  1. On Admin Order page, open the item status dropdown for the bulk item
  2. Select the Return action
  3. Split the quantity you are returning across:
  • OK: ready to go back into stock
  • Requires Cleaning: needs prep before reuse
  • Damaged: not fit for reuse as-is
  1. Check Not Returned (Outstanding). This is how many of the remaining units you have not assigned in this action
  2. Click Confirm

The three condition fields together cannot exceed what is still outstanding on the order. If you increase one field past the remaining capacity, Sharefox reduces the other fields so the total stays within the limit.

Screenshot: Bulk item return action


Once any units have been returned, the panel header switches from Packing status to Return status. Expanding the header shows returned totals by item condition.


💡 Note: Requires Cleaning and Damaged will show a red warning. That is a signal for your team, and does not by itself create a charge or a change order.

Summary: What you see after Packing and Returning

Inside the order page, any order with bulk items has a status field that contains:

  1. Packing or Return status, with a progress count (e.g. 8/10)
  2. Expanded details: Packed vs Not Packed; or Returned (OK / Requires Cleaning / Damaged), Not Returned (Packed), and Not Packed
  3. Pack action button, shown only while some units are still unpacked
  4. Return action button, shown only while some units have not yet been returned
  5. Warnings appears if any returned units were marked as requiring cleaning or damaged
  6. History: every Pack, Return or later correction action, newest first

Screenshot: Order Page - Bulk item status summary



Editing a history entry

Use this when one recorded action was wrong, for example if you packed 6 but meant 5, or a return was logged as OK when it should have been Damaged.

  1. In the history list, click the Pack or Return entry you want to change (the row expands)
  2. Adjust the quantity (and, for a return, the condition split)
  3. Click Confirm to save, or Remove Entry to delete that action entirely

Edited entries show the Last edited timestamp. Removing an entry recalculates the current packed and returned totals.

Screenshot: Editing a history entry

Notes

⚠️ After you use Edit bulk item status, older Pack and Return rows are locked. You can still see them, but you cannot change or remove them. Newer Pack and Return actions after that correction can be edited as usual.

💡 Items with status Changed set in case of order changes will get their status history carried over to the new delivery or change order. If needed, correct those with a new Pack, Return, or Edit, not by opening the old row.

Resetting the whole status (current totals)

Use this when the current totals are wrong and fixing them entry by entry would be slower or unclear, for example after a full stock count at return or if several small mistakes have added up. 


The visible totals become what you typed:

  1. Open the item status dropdown for the bulk item and expand the header summary
  2. Click Edit
  3. Set the correct current quantities for:
  • Returned: OK, Requires Cleaning, Damaged
  • Not Returned (Packed)

  1. Units not entered here stay as Not Packed.

    The four fields together cannot exceed the ordered quantity.

  2. Click Confirm


Screenshot: Edit bulk item status in one correction



⚠️ Note: A whole-status edit locks every Pack and Return entry that happened before it.


Frequently Asked Questions

Can I pack or return only part of the quantity?

Yes. That is the main point of this feature. Pack and Return as many times as you need. The progress (e.g. 8/10) is always packed-so-far or returned-so-far against the item quantity.


What happens if the ordered quantity is changed later?

If the quantity increases, the extra units sit as Not Packed until you pack them. If the quantity decreases, Sharefox first reduces units that were not yet packed. Only if that is not enough does it reduce packed (and then returned) units so the recorded statuses still fit the new quantity. An order change can also add an Order edited on row in history, and the previous pack and return story is kept.


Do I have to pack before I can return?

No. You can return units that were never packed. Returned units are counted in the return totals; they are no longer treated as packed.


What is the difference between editing a history entry and Edit bulk item status?

Editing a history entry changes one Pack or Return action (or removes it). Edit bulk item status overwrites the current totals in one step. Use the first for a typo in a known round; use the second for a stock-take of “what is true right now”.


Can customers see this panel?

No. Packing and return condition on bulk items is an Admin workflow on the order. Also, it does not add extra charges by itself.

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