Something did not come back as expected. The guide reports what happened, but operations—not the field report—decides who is responsible.
Track
Daily Client Gear
Phase
Return discrepancy branch
Starts with
Return has a discrepancy
Ends with
Responsibility explicitly resolved
A checked-out trip item is damaged, lost, replaced in the field, not issued, or otherwise different from the expected return. The field report must preserve the facts while operations investigates whether the outcome belongs to the client, the guide, or the lodge.
The guide reports an item issue during return, or operations discovers one while receiving the physical gear.
The return records whether the item was damaged, lost, replaced, not issued, or affected by another discrepancy.
Notes, photos, the client involved, and the last known location help operations investigate without asking the guide to make an accounting decision.
The issue stays tied to the CIS, trip, item, and any known client instead of becoming an automatic charge.
This is the key moment: operations decides responsibility after reviewing the facts; the guide's report never decides it automatically.
Client responsibility stays with the guest follow-up or future invoice path and never appears as an internal guide deduction.
The recorded confirmation allows the guide-account charge to become a confirmed financial movement for Accounts.
The lodge owns the loss, and inventory resolves availability without shifting the cost to the guide or client.
Reports item-level facts from the field and confirms guide responsibility only when that outcome applies.
Reviews the discrepancy and owns the decision between client responsibility, guide responsibility, and operational loss.
Keeps the item unavailable or unresolved until physical custody or an approved loss outcome is known.
Receives only a confirmed charge, deduction, or write-off—never the raw issue report.
Item-level issue choices and a place for notes, photos, and the known client.
Why: Report what happened without being asked to decide the accounting outcome.
The CIS, item, field evidence, and all unresolved responsibility choices.
Why: Resolve responsibility from evidence rather than assumptions.
Whether the item is returned, unavailable, lost, replaced, or awaiting an approved outcome.
Why: Keep physical availability honest while the issue is resolved.
Only confirmed deductions, charges, or write-offs after reconciliation.
Why: Record financial truth without interpreting field reports.
Guides report facts, operations resolves responsibility, and Accounts receives only confirmed financial outcomes.