A guide needs working gear, but asking for a replacement starts operational work—not a charge or a stock adjustment.
Track
Seasonal Kit
Phase
Replacement request
Starts with
Assigned item needs replacement
Ends with
Swap awaits coordination
One or more checked-out Seasonal Kit items need replacement during the season. The guide explains what is needed, while inventory and operations decide how the physical swap can happen.
The guide selects Request replacement from the Seasonal Kit screen.
Only items already assigned to the guide are eligible for this request.
The request states the actual need without asking the guide to make accounting choices.
This is the key moment: the submission creates an operational issue, not a guide charge.
The issue remains visible until the physical replacement is resolved.
Reviewing availability does not reserve, return, or move stock by itself.
The plan covers pickup, timing, and whether the old item will be returned.
Identifies the assigned items, quantities, and practical context for the request.
Reviews replacement availability without changing stock before a physical swap.
Coordinates when and where the swap can happen.
A simple request for assigned items, quantities, and notes.
Why: Ask for working gear without making a financial classification.
Requested items requiring an availability review.
Why: Prepare a possible replacement without moving stock prematurely.
An open issue requiring physical coordination.
Why: Keep reconciliation open until the swap outcome is known.
A replacement request creates operational work only; charges and inventory changes wait for the recorded physical exchange.