A dealer portal should distinguish a return request from approval, physical receipt and account adjustment. Requesting a return does not mean that the goods have arrived or that money has been refunded. Give each stage an owner and a clear outcome.
Separate cancellation from physical returns
An unprepared order differs from a partially shipped or invoiced order. Define how each situation affects the workflow. Record the original order line, product code, variant, quantity, reason, shipping status and approving person.
- Link the request to the original transaction.
- Identify the affected line and quantity.
- Record the current stage.
- Assign the next action.
Verify goods before changing saleable stock
Match the received items with the request. Partial returns, wrong variants and damaged goods need explicit handling. Automatically increasing stock before acceptance can make unavailable goods appear saleable. Define inspection and resale states with warehouse staff.
Keep any supporting images attached to the right request. Prevent two operators from accepting the same receipt twice.
Define account adjustments separately
Approval, refund and account credit may occur at different times. Agree the rules with the responsible finance team. Official documents and tax handling require the institution's professional accounting process; changing a portal balance does not complete every obligation.
Preserve the original transaction and connect adjustments to it. Do not silently overwrite the original order amount.
Test exception cases
- Cancel an unshipped order.
- Return part of a shipped order.
- Receive the wrong quantity or variant.
- Accept goods while an adjustment remains pending.
- Attempt a duplicate approval.
- Reject a request with a clear reason.
Use an appropriate test environment without live financial or stock effects.
Make dealer-facing status meaningful
Awaiting goods, under review and completed are different. A request number and clear status help avoid repeated submissions across channels. Discuss your workflow with BE Soft, review the dealer portal service and explore related guides.
Frequently asked questions
Should stock increase when a return is requested?
Not before physical acceptance and item condition are verified.
Does an account adjustment replace official documents?
Do not assume so. Follow the business accounting and documentation process.
