The guide receives working gear and returns the old item in the same exchange, so the lodge resolves an operational replacement without creating a debt.
Track
Seasonal Kit
Phase
Returned-item replacement
Starts with
Replacement issue ready for swap
Ends with
Replacement resolved without charge
A replacement request is open and stock is available. During the physical swap, the replacement changes hands and the guide gives the old item back, allowing operations to close the issue cleanly.
Inventory or operations completes the physical swap and receives the old item.
The exchange can proceed only with a real replacement ready to hand over.
The system record follows this physical handoff.
This is the key moment: the returned item makes this an operational replacement with no guide debit.
The old assignment is reconciled from the actual return rather than an assumption.
The guide's live kit now reflects the gear physically in their hands.
Nothing is sent to Accounts because no financial responsibility was created.
Confirms stock, performs the exchange, and records the old item's return.
Hands back the old item and leaves with the replacement in their assigned kit.
Closes the issue after the physical facts are recorded.
The replacement item in their assigned kit.
Why: Know that their active assignment matches the gear they carry.
The old item returned and the replacement in guide custody.
Why: Keep both sides of the physical exchange accurate.
A resolved replacement issue with no missing item.
Why: Close the operational work cleanly.
When the old item comes back during the swap, record an operations replacement and create no guide debit.