Document ID: WIN-QA-RETURNS-EG
Version: 1.0
Last Updated: 2026-01-23
WIN Execution Guide — Returned Product Handling
Non-Authoritative Execution Guide Notice
This WIN Execution Guide is non-authoritative and supports execution of controls
defined in the applicable QA Family Pack. Authority for control intent,
requirements, approval, and change control resides solely with the QA Family Pack
and the Quality Management System (QMS).
Purpose
To support consistent execution of returned product handling activities by
ensuring that returned materials are controlled, evaluated, documented, and
presented for formal quality disposition.
Scope
This WIN Execution Guide applies to QA-supported returned product activities,
including receipt verification, containment, documentation, investigation
support, and preparation of evidence for formal disposition decisions.
- Receipt and identification of returned product
- Containment and segregation of returned materials
- Documentation and traceability verification
- Escalation through the QMS Quality Event process
- Support of formal return disposition
This Execution Guide does not define acceptance criteria, salvage rules,
reprocessing limits, or release authority. Those requirements are governed by
the QA Family Pack and exercised by the Quality Control Officer (QCO) or formally
delegated QA leadership.
Decision Authority
The Quality Control Officer (QCO) functions as the formal decision
authority for returned product disposition under the QA Family Pack.
QA personnel perform verification, documentation, and evidence preparation.
Final disposition decisions (return to stock, rework, salvage, reject, destroy,
or escalate) are rendered exclusively by the QCO or formally delegated QA
leadership.
Family Pack Anchor
Section 6 — Auditable Artifacts (AA)
AA-QA-RETURNS — Returned Product Review
This artifact documents receipt, containment, evaluation, and formal quality
disposition of returned products.
Minimum evidentiary expectations include:
- Returned product identity, lot, and quantity
- Return reason and source
- Containment and segregation status
- Condition assessment and supporting evidence
- Final disposition and authority attribution
- Date/time and responsible personnel
Auditor focus: confirmation that returned products are controlled, evaluated,
and dispositioned under formal quality authority.
Section 7 — WIN (Control Requirements)
WIN-QA-RETURNS
Governs the QA-controlled framework for returned product handling and disposition.
- Identify and contain returned product.
- Verify traceability and condition.
- Document and escalate quality events.
- Support formal disposition by the QCO.
Control outcome: returned products are prevented from unintended reuse and are
dispositioned under formal quality authority.
Authority Statement:
The AA and WIN above are authoritative and maintained under formal change control
within the QA Family Pack. This Execution Guide reproduces them verbatim for
execution support only.
BPO-Owned Execution Zone — WIN Execution Guide
Step 1 — Identify and Receive Returned Product
- Identify returned product upon receipt from customers, distributors,
carriers, or internal transfers.
- Confirm product identity, lot number, quantity, and source of return.
- Immediately initiate a QMS Quality Event for all returns.
Step 2 — Contain and Segregate Returned Product
- Ensure returned product is physically segregated or electronically
quarantined.
- Verify material status reflects returned or hold status in the system
of record.
- Any failure to contain returned product is escalated immediately.
Step 3 — Document Return Details and Condition
- Document return reason, shipping conditions, and visible product condition.
- Capture photos or supporting evidence as applicable.
- Verify traceability to original shipment and batch records.
Step 4 — Prepare Evidence for Quality Review
- Compile return documentation, condition assessment, and traceability data.
- Confirm no unauthorized use or redistribution has occurred.
- Submit evidence package for QCO review.
Step 5 — QCO Disposition & Authorization
- The QCO reviews the returned product evidence package.
- The QCO determines formal disposition (return to stock, rework, salvage,
reject, destroy, or escalate).
- Disposition authority and rationale are documented in the AA.
Step 6 — Execute Disposition & Maintain Traceability
- Ensure disposition actions are executed as authorized.
- Verify system status updates reflect final disposition.
- Ensure records are retained and traceable per retention requirements.
Authority Reminder
This WIN Execution Guide is non-authoritative and exists solely to support
execution. The QA Family Pack and QCO remain the sole sources of quality decision
authority.
Consistency Assessment (Non-Authoritative)
Based on the provided text, the execution steps above are consistent with the
intent and control framework defined in the QA Family Pack. No conflicts identified.