Quartermaster Transport

How to use Quartermaster Transport

This document is designed to teach staff, transporters, and site distributors how issue orders move from headquarters to a facility and how unused items come back.

What this system is for

An issue order is no longer completed at the warehouse counter and handed to the officer in one step.

Instead, the order travels:

1. Warehouse assembles the order and marks it ready.
2. Transport picks it up and takes it to a destination facility.
3. Site staff receive it into a storage room.
4. Site staff hand it to the officer (and collect a signature if required).

If something should not go to the officer, site staff send that item back as a return shipment. Transport picks the return up. Headquarters receives it on Return Receive, then restocks or discards it.

The original issue order number and the return number are different. Teach people to look for the right one.

Who does what

Give people only the groups they need. One person can have more than one group.

Return Receive (headquarters) is Manager, View-Quartermaster, or Admin. A transporter-only account can pick up a return but cannot check it in at HQ.

Terminology

Issue order — the outbound package for an officer (or building recipient). Example: Issue #1842.

Return # — a separate shipment going back to headquarters. Example: Return #17. It is not the issue order number.

Destination — the parent facility the shipment is going to (a storage-flagged building). Set this on the open order. Do not set it on Begin Order.

Storage location — the room attached to that facility where the shipment sits after site receive. Chosen when the site clicks Receive, not when the order is created.

In Transit — the warehouse grid of open issue orders still in the pipeline. Completed handouts and return shipments do not live here.

Collect Returns — taking items that are already on the officer. That is not the same as sending an item back before handout.

The flow (issue to the officer)

Walk this once with a real two-item order if you can.

1. Warehouse — assemble and send

1. Create the order as usual (Begin Order / Open).
2. Open the order (Continue Open Order).
3. Set Destination (the facility) and click Update. If the officer’s unit matches exactly one storage facility, it may fill in for you.
4. Add the items.
5. Click Ready for Transport (whole order) or Partial Ready for Transport (only some lines today; the rest stay on the open order).

The order leaves the warehouse assemble step. Status is Ready for pickup.

2. Transport — pick up the issue

1. Open Transport.
2. Stay on Issue Pickup (default tab).
3. Find the destination group, open Items if you want to confirm the contents.
4. Optional: add a pickup note (sticky-note icon).
5. Click Pickup.

The order is now In transit. It leaves Issue Pickup. Site staff see it on Distribution → Receive.

3. Site — receive into a room

1. Open Distribution.
2. Open the Receive tab.
3. Choose Storage location (required). This is a room attached to the destination facility.
4. Optional: mark a wrong item as Return (see “Keep and return on the same order”).
5. Click Receive.

The order is now At site. It moves to the Hand Out tab.

4. Site — hand out to the officer

1. Open Distribution → Hand Out.
2. Confirm the storage room on the card.
3. Click Hand Out or Hand Out & Sign (if the order requires a signature).

The issue is complete. Look for it on Complete, not In Transit and not Transport.

Keep one item, return another

Use this when the shipment is right but one line is wrong (wrong size, damaged, not needed).

1. Open Items on Receive or Hand Out.
2. Leave good lines on Keep. Mark the bad line Return.
3. A Why are you returning these items? box appears. Fill it in (required). Optional: pick a return reason.
4. Click Receive or Hand Out & Sign.

One confirmation does both:

• Kept items are received or handed out.
• Returned items become a return shipment and leave this order.

You do not have to click Send marked items back first. That link is only if you want to return marked lines and leave the rest sitting for a later handout.

Just clicking the Return radio does nothing until you confirm Receive, Hand Out, or Send marked items back.

After a line is returned, it should disappear from Hand Out. If every remaining line was returned, there is nothing left to hand out.

Fixing mistakes at the site (infrequent)

These are small icons on the order row, not the big action buttons.

Reroute vs Return this order

• Officer transferred or you sent it to the wrong facility → Reroute.
• Headquarters should take the goods back and this issue should not continue → Return this order.

Collect Returns is later, after the officer already has the gear.

Returns back to headquarters

A site return is a new Return #. Teach this path as its own trip.

1. Site creates the return

From Hand Out / Receive (one or more lines, or the whole order). Status: Collected at site.

It is not on In Transit. It is not still on the issue order.

2. Transport picks up the return

1. Open Transport → Return Pickup (second tab — not Issue Pickup).
2. Look for Return #, not the issue number. The issue number may show next to it.
3. Click Pickup.

The return leaves this list. It is now Return in transit.

3. Headquarters receives it

1. Open Return Receive (Quartermaster button row, after Transport and Distribution).
2. Under Awaiting receipt from transporter, click Acknowledge receipt at command.
3. Under Ready to process, set received qty and disposition:
   • Return to stock
   • Discard / destroy
   • Decommission (assets)
4. Click Process return items.

Done. Status: Return finalized.

Where to look (and where not to)

A grid to help explain the process...

If someone says “the order disappeared,” ask: issue number or return number? Then use the table.

How the warehouse knows work is waiting

Quartermaster Manager and View-Quartermaster get two cues after Transport has picked up the return:

• Orange count on the Return Receive button.
• Red bell — “returns to receive” (not checked in yet) and “returns to process” (acknowledged, not finished). Click the line to open Return Receive.

Nothing rings while the return is still sitting at the site waiting for Transport.

Partial shipments

Partial Ready for Transport sends only the lines you select today. The issue order stays open. After that batch is handed out, the remainder can be marked ready again.

Cards may show a Partial badge. Teach transporters that they are picking up this trip’s batch, not necessarily the whole original order.

Reports

Transport History (Quartermaster reports row) lists outbound custody steps and return milestones. Filter by event type if someone asks “who picked this up?”

Teaching checklist (run this live)

1. Build a two-item order. Set destination. Ready for Transport.
2. Transport: Issue Pickup → Pickup.
3. Site: Receive into a storage room.
4. Hand Out: mark one line Return, add why, click Hand Out & Sign.
5. Show the kept issue on Complete.
6. Transport: Return Pickup — find Return #, Pickup.
7. Show the orange badge and the bell.
8. Return Receive: acknowledge, then process (restock or discard).
9. Ask: “The issue number is gone from In Transit. Where is the returned shirt?” Answer: Return Receive / Return #, not the issue order.

F.A.Q.'s

Do I set destination when I create the order?

• No. Set it on Continue Open Order, then Ready for Transport.

Do I pick the storage room on Begin Order?

• No. Site picks the room on Receive.

If I mark Return and click Hand Out & Sign, does it do both?

• Yes. Returned lines go back; kept lines go to the officer.

I clicked Return and nothing happened.

• The radio only marks the line. Confirm with Receive, Hand Out, or Send marked items back.

I picked up a return and it vanished.

• Open Return Receive. Look for Return #.

Can the transporter check it in at headquarters?

• Only if they also have Manager or View-Quartermaster.

Is Collect Returns the same as a site return?

• No. Collect Returns is gear already issued to the officer.