How to Access the In-Store Form
Open the yayloh portal and log in using your company-registered email.
Look at the left-hand menu column and click the Bag Icon.
This opens the In-Store Return Form, which you will use to check in items brought directly to your shop.
Identify the Return Scenario: Online vs. Walk-In
The customer can initate their return in two ways:
Scenario A: They already registered online
The customer completed the return flow at home. The order is already sitting in the Open tab of your main yayloh dashboard. You only need to validate these cases.
Scenario B: They just walked in with the item
The customer brought the item straight to the shop without doing anything online first. You will need to register this from scratch.
How to Register or Validate the Item In-Store?
No matter which scenario applies, you must use the In-Store Return Form (the Bag Icon) to officially log that the physical item is back in your hands.
Enter the Order Number: Type the order number into the text box (do not include the # symbol) and check the box to agree to the privacy policy.
Review or Select: Review the customer's requested return type (Return, Exchange, or Claim) and make any necessary adjustments.
For physical, in-store exchanges: Select 'Edit Exchange' -> make the customer selection -> select 'Skip placing online order'.
Submit and Assign Location: Click Submit. On the next page, select the Drop In-Store option and choose your specific store location from the dropdown menu. Click Submit a final time.
How to Handle the Cases & What Happens Next
Once you hit submit, yayloh automatically tags the order as "in-store" and marks the items as Inspected OK.
For a basic return, this automatically queues the order for your automated refund workflows or your support team will process the refund.
However, if the customer wants an Exchange or has a Product Claim, you must step in manually. To do this, go to the top search bar on the main Yayloh Dashboard, look up the order number, and follow these rules:
🔄 Case 1: Processing In-Store Exchanges
When you are on the in-store form, your next step depends on where the replacement stock is coming from:
Route A: Shipping from the Warehouse
This is the default setup. No further action is required. Once you submit the form, the new order will be placed and fulfilled by your warehouse automatically.
Route B: Taking from Current Store Inventory (Action Required!): If the customer is walking out with physical shop stock, you must prevent a warehouse order from being created and balance your books manually:
On the form, select 'Edit Exchange' and make the new selection.
Select 'Skip placing online order' (Register exchange without placing an order).
Crucial Action: Immediately search for the order on the Main Dashboard and manually click Refund to close the loop as explained in the video below.
🛠️ Case 2: Processing Product Claims (Faulty/Damaged Items)
Automation cannot decide how to handle broken items. After registering the claim via the in-store form, search the order number on the Main Dashboard to review it. You must manually click and choose one of the following resolutions:
Create New Order: Select this if you are approving the claim and shipping them a brand-new replacement from the warehouse.
Refund / Store Credit: Select this if you are keeping the item and paying them back. Note: Please reject the new order creation on this screen.
Reject: Select this if the item does not qualify as a valid claim and you are denying the request. Note: Please reject the new order creation and select reject from the refund dropdown.
💡 Good to Know
The Quick Fix Rule: The In-Store Form is just a check-in tool to mark items as arrived. To actually issue money, give store credit, or reject a claim, you must use the search bar on the Main Dashboard.
Automated Processing: Regular returns that are marked "Inspected OK" via the form will process automatically. If you ever need to manually override a standard return, find the order on the dashboard, click the green Make in Progress button, and follow your store's standard refund steps.