Unit leaders can manage inventory through product returns and unit-to-unit transfers. This article explains how each works and where to review order adjustment history in the system.
How Does a Unit Submit a Product Return Request to Council?
Note: Not all Councils allow returns. The option to return products is determined by your Council. A Return Order will only appear if returns are allowed. Returns are allowed for full cases only.
The below process covers most units. If your Council gave you different instructions, please follow your Council's guidance.
To submit a return request:
Go to Orders from the main navigation menu
Find the Return Order in the list
Enter the quantities to be returned
The Info button will give you details on the amount you are allowed to return.
Click Submit
Once the Council accepts the return:
The return will appear on your popcorn invoice statement
Inventory and invoice adjustments will be reflected automatically
Tip: Always refer to your Council’s return policy for deadlines, eligible products, and quantity limits.
How Do I Enter a Unit-to-Unit Product Transfer?
Unit-to-unit transfers allow inventory to move between units within the system.
Transfers must be initiated by the giving unit and approved by the receiving unit.
Transfers can be initiated from orders that are both approved and have a delivery date in the past.
Transfers are managed entirely within the system.
Unit-to-Unit Transfer Steps
Giving Unit (Initiates the Transfer)
Log in to the Leader Portal
Go to the Orders page
Click on the order that you will be transferring the product from. (You must choose an existing approved order to transfer from).
Click Initiate Unit Transfer in the top right
On a mobile device, tap the three-dot menu in the upper-right corner of the order screen to find Initiate Unit Transfer.
Input the receiving unit
Add the Qty to transfer of each item
Click Submit Transfer
Receiving Unit (Approves or Rejects the Transfer)
The primary contact will receive an email notification
Log in to the Leader Portal
Go to the Orders page
Click View Transfers, there will be an indicator that there is something to review
Click View Transfers to review the pending transfer
Click Accept or Reject
Note: if the transfer was done on a Delivery that did not exist, the prompt will show Create Order and Accept Transfer
Once approved:
Inventory adjustments are applied to both units
Changes appear on the invoice statement
Important Notes:
Only approved unit orders that have been delivered to Council can be transferred
The transfer does not affect either unit’s invoice until approved by the receiving unit
The giving unit can cancel the transfer before approval by clicking Cancel
Transfers can only be done within the same Council
How Do I Fix an Incorrect Unit-to-Unit Transfer?
There is no undo for a unit-to-unit transfer. How you fix one depends on whether the receiving unit has accepted it yet.
Step 1: Check What Was Sent
Go to the Orders page
Click View Transfers
Click the transfer to see its status and the quantities entered
When you enter a transfer, each product has two fields: CS (case) and CT (container). Most products have 12 containers per case, so entering a number in CS when you meant CT sends much more product than intended. Confirm what was actually entered before making any changes. If you made more than one transfer, check each one.
If the Transfer Hasn’t Been Accepted Yet
Giving unit: Click Cancel, then initiate a new transfer with the correct details.
Receiving unit: Click Reject. The giving unit can then initiate a new transfer.
If the Transfer Has Already Been Accepted
Fix it with another transfer:
Too much was sent: The receiving unit opens the same order the transfer came in on, clicks Initiate Unit Transfer, and sends the extra back to the giving unit. The giving unit then accepts it.
Too little was sent: The giving unit initiates a second transfer for the remaining quantity.
Wrong product or wrong unit: The unit that received the product transfers it back from the same order. The giving unit then sends a new transfer with the correct product, or to the correct unit.
Only the unit that currently holds the product can send it back, so contact the other unit’s leader to coordinate.
Example: You meant to send 5 containers but entered 5 in the CS field. With 12 containers per case, the receiving unit got 60 containers instead of 5. They would transfer 55 containers back to you.
Don’t use an inventory adjustment to fix a transfer. Adjustments only change the inventory count. They don’t change either unit’s invoice, so the product would still be billed to the wrong unit.
Where Can I See a History of Unit Order Adjustments, Transfers, and Returns?
When products are transferred between units, the retail amount is adjusted accordingly: the giving unit's total retail amount is reduced, while the receiving unit's total retail amount increases.
A list of all transfers can be seen by clicking View Transfers from the Orders page.
These adjustments are also reflected directly on each unit's invoice. The invoice breaks down the original ordered amount, deductions or additions for transfers, and the resulting net retail total, which is what's used for commission and billing calculations.
You can review all adjustments (Council changes, unit transfers, and returns) on your unit invoice.
To view adjustment history:
Go to Popcorn Orders and Returns or Acct. Summary
Click Invoice Statement
Review the Adjustments column for total adjusted qty or details directly below
Returns will appear as a separate order type (in most Councils).
Tip: For detailed transfer activity, visit the Transfers page to see each request and status.
Helpful Reminder
Inventory changes only affect invoices after approval.