The guide receives a replacement but the old item does not come back, so the company and guide keep a shared record of the missing material until season-close review.
Track
Seasonal Kit
Phase
Unreturned-item replacement
Starts with
Replacement issue ready for swap
Ends with
Missing item tracked for season close
A replacement request is open and stock is available. The company hands over the replacement, but the guide does not return the old item during the exchange, so operations records the missing item, guide responsibility, and replacement value without creating an in-season charge.
Inventory or operations completes the replacement handoff without receiving the old item.
The replacement is physically ready before the handoff is recorded.
The new item now belongs in the guide's active assignment.
This is the key moment: the physical non-return records guide responsibility and replacement value for season-close review without creating a debit.
The missing record keeps unavailable gear from silently returning to stock.
The item value remains context for review; no guide ledger entry is created during the season.
The guide's active kit reflects the replacement now in their hands.
The replacement handoff closes while the missing-item incident remains visible to the company and guide for season-close review.
Confirms replacement stock and records what physically changed hands.
Receives the replacement and can see the unreturned item, responsibility, and value awaiting season-close review.
Confirms the missing return and preserves the incident for the company's season-close review.
Receives no in-season charge and reviews only approved financial disposition at season close.
The replacement item in the active Seasonal Kit and the old missing item in issue history, pending season-close review.
Why: Know both what is currently in hand and what incident remains recorded under their responsibility.
The replacement in guide custody and the old item marked missing.
Why: Keep stock availability aligned with physical reality.
A resolved replacement handoff with a missing-return incident retained for season close.
Why: Keep El Encuentro's physical inventory and guide responsibility aligned without charging early.
No in-season ledger entry; approved charges appear only after season-close reconciliation.
Why: Keep financial disposition separate from the in-season physical replacement.
When the old item does not come back during the replacement, mark it missing, keep it visible to the company and guide, and defer every financial charge until season-close reconciliation.