When a customer needs to return product either due to damage, human error, defects, or business closures, it is the supplier's duty to report these returns to the BCLDB. You can think of a Doc-55 as the opposite to a Doc-60. Instead of selling and distributing product to a customer, you are refunding and returning product.
In Ollie, you can create two types of Doc-55's: Order Returns or Blank Returns.
Order Return: You have a specific Doc-60 that you would like to link this return to. This is great for scenarios when you just sent an order to a customer and a few bottles broke or there was an order entry error. You can search for the original Doc-60 number and link the return to that specific order!
Note: to link a Doc-55 to a specific order, that order must be in the Shipped or Delivered stage. You cannot link Doc-55s to orders in the Draft, Accepted, Awaiting Shipment, or Cancelled state.
Blank Returns: If you do not have the original Doc-60 number on hand, or perhaps the customer is closing down for the season and they are just returning the leftover product - the Blank Return will suit your needs. Just search by customer name and add the products you would like to return without linking to a specific order.
Note: You cannot create a credit card refund on blank returns. Refunds to credit cards cannot be made without an associated original charge. This is standard across the payment processing industry.
Ollie Tip 💡 Don't stress too hard about which Doc-55 type you choose. Both options will generate the same Doc-55 form. We have provided you with two options for your own organizational needs. If you know the specific Doc-60 you'd like to reference - great! If not, just go with the Blank Return and that will serve the same purpose when it comes time to report.
How to Action a Returns
OPTION 1: Create a return linked to a specific order reference
To create an Order Return, click on the +New Return button on the top corner of your Orders list page.
On the New Return page, select ORDER RETURN. Search or use the dropdown list to locate the reference number of the order that you would like to link the return to.
Once you have selected the reference order, a new return order page will open.
On this page you can:
Select the product and quantity you wish to return
The product quantity cannot exceed the quantity on the original order (i.e. if the original order had one case, you cannot make a return for two cases).
You want to make it so the amount of product appearing on the return screen reflects the amount of product you want to return.
Select the Return Reason
The drop-down box provides a number of pre-populated options and you can add additional notes in the notes box which will appear on the return invoice
Decide to return the product to inventory or not
Note: once "Process Return" has been selected you are unable to change this, so if you want the product to go back into inventory, toggle the button to orange. If you do not want the product to go back into inventory, ensure the button remains toggled grey.
Finalize the return by selecting the Process button
Issue refund if necessary by selecting the Refund button and following prompts
Note: you will only be able to refund by way of the original form of payment
Option 2: Blank Returns - Creating a Return from Scratch with No Reference Order
To create a Blank Return, click on the +New Return button on the top corner of your Orders list page.
On the New Return page, select BLANK RETURN. Use the "Find a Customer" search bar to locate the licensee you wish to assign the return to.
Follow the same steps as above, adding as many products to the return as you would like. A Doc-55 will generate and you can email that to the customer.
Does creating a return trigger an action by Direct Tap or Container World?
Doc 55's do not integrate with Direct Tap's Camelot system - you must enter Doc 55's into Camelot as well as Ollie if you need Direct Tap to initiate a pick up!
Can I cancel a return?
Yes, the cancel button can be found under the three dots in the top right hand corner of the return screen
Are returns including on reports for the LDB?
Like Doc-60's, Doc-55 Returns will appear on your LDB Batch Report. This is just one of the ways that Ollie strives to make your life just a bit easier 🌴
No need to manually enter each Doc-60 and Doc-55 into the LDB DSWR - just export the LDB report in Ollie and upload it to the LDB in one go and get back to doing what you really love! Making stellar craft beverages.
Will products automatically return to inventory?
You get to decide if product should or shouldn't return to inventory. If you want the product to go back into inventory, toggle the "return product to inventory" button to orange. If you do not want the product to go back into inventory, ensure the button remains toggled grey.
Note: once "Process Return" has been selected you are unable to change this.