Suppliers and purchasing
Receiving refusals
Every message the system gives when it refuses a goods receipt, an incoming inspection or a nonconforming stock step, and what to do.
When the system refuses a step, it shows the message and changes nothing. Find the message below.
Placeholders such as {lot} stand for the real value.
Messages shared by every flow (signature authority, missing reason, access letters, the training gate, signed-record locks) are explained in Signatures and refusals.
Receive goods
For Receive goods.
Order and quantity
| Message | When | What to do |
|---|---|---|
Purchase order {po} not found. | The order number is wrong. | Check the number. |
{po} is {status}. Goods are received against an issued purchase order. | The order is not Issued or Partially received. | Ask Purchasing to issue it. |
{item} is not on {po}. | The item is not a line of the order. | Choose the right order or item. |
{item} has {qty} outstanding on {po}. Receive that or less, or ask Purchasing to amend the order. | Qty is more than the outstanding quantity. | Receive the outstanding amount, or ask Purchasing to Amend · new revision. |
{po} is for {supplier}. A receipt against it names that supplier, not {other}. | Supplier differs from the order's. | Use the order's supplier. |
Enter the supplier. A goods receipt without a purchase order names the supplier it came from. | A receipt with no order and no supplier. | Enter the supplier. |
{name} is not on the approved supplier list. Receive from an approved supplier. | The supplier is unknown. | Ask Purchasing to approve the supplier. |
{name} is {status}. Receive from an Approved or Conditional supplier. | The supplier is KIV (KIV (on hold)), disqualified or not approved. | Ask Purchasing. |
Qty must be a number. | Qty has no number. | Enter a number. |
Qty must be greater than zero. | Qty is zero or less. | Enter a positive quantity. |
Qty must be a number followed by a unit, such as 25 kg. | The text after the number is not a unit. | Type 25 kg. |
Unit "{unit}" for {item} is not an approved conversion. Use {base} or approve the conversion in Inventory › Unit conversions. | The unit has no approved conversion. | Use the base unit, or have the conversion approved. |
The manufacturing date {date} is after the day of receipt {date}. | Manufactured is later than the day the goods were received. | Check the date on the pack. |
The supplier expiry {date} is before the manufacturing date {date}. | Supplier expiry is earlier than Manufactured. | Check both dates on the pack. |
Enter the manufacturing date and the supplier expiry as calendar days, such as 2026-11-30. | A date was sent in another format. | Pick the date from the calendar. |
Enter the supplier lot of each line. | A line has no Lot from the supplier. | Enter it. |
The delivery is incomplete. Check the lines, the quantities, the lots and the bins. | The panel was sent with a gap. | Fill in every line. |
No free goods receipt number is left for this prefix. | The GRN numbers are used up. | Ask the admin to change the prefix. |
Lot, bin and storage
| Message | When | What to do |
|---|---|---|
Lot {lot} already exists for another item. | The lot number belongs to another item. | Use a new lot number. |
Lot {lot} is {status}. Receive this delivery under a new lot number so it is inspected before use. | The lot is already released. | Use a new lot number. |
Lot {lot} is in {bin}. Receive into that bin, or use a new lot number. | The lot sits in another bin. | Use the same bin or a new lot. |
Lot {lot} was {result} at incoming inspection. Rejected lots are not booked into stock. | The lot was rejected. | Do not receive it. Ask for a replacement. |
Select the bin for the goods. | Bin is empty. | Choose a bin. |
Bin {code} not found. Select a bin from the bin register. | Bin does not exist. | Choose a bin from the list. |
{item} needs {condition}. {bin} is {bin condition}. | The bin has a different storage condition. | Choose a bin with the right condition. |
Scan the {bin} bin QR for {lot} to confirm the put-away location before issuing the GRN. | Issue GRN & store without the bin scan. | Scan the bin QR. |
Scanned {scanned}. {lot} goes to {expected}. | The wrong bin was scanned. | Scan the bin the panel names. |
Bin {code} not found. | The scanned code is not a bin. | Scan the label again. |
No delivery line on the receiving panel is waiting for {lot}. | The scan does not match a waiting line. | Refresh the panel. |
A put-away scan is recorded by scanning the bin label on the receiving panel. | You edited the scan by hand. | Scan the label. |
Scale, date and person
| Message | When | What to do |
|---|---|---|
Weighed receipt: select the scale used. | A weighed item with no Scale. | Choose the scale. |
Scale {id} not found. | The scale is not in the gauge register. | Choose a registered scale. |
{id} is not a scale or balance. Select the scale used to weigh the goods. | The gauge is not a scale. | Choose a scale or balance. |
{id} is {status}. Use a calibrated scale. | The scale is not In use. | Use another scale. |
{id} has no calibration on record. Use a calibrated scale (ISO 13485 7.6). | The scale was never calibrated. | Use a calibrated scale. |
{id} calibration was due {date}. Use a calibrated scale (ISO 13485 7.6). | The scale calibration is overdue. | Use another scale. |
A goods receipt cannot be dated in the future. Today is {date}. | Received is after today. | Use today's date or earlier. |
A goods receipt is entered within 3 days of the delivery. {date} is too long ago; today is {today}. | Received is more than 3 days ago. | Ask your supervisor. |
A goods receipt is booked by the person receiving the goods. Sign in as {name} to receive in their name. | Receiving for another person. | Sign in as that person. |
{name} is not current on {training}. Goods receipt is blocked until training is recorded (ISO 13485 6.2). | The receiver's training is not current. | Have the training recorded. |
Your sign-in is not linked to an employee record. Ask an administrator to link it before {task}. | Your login has no employee record. | Ask the administrator. |
Posted receipts
| Message | When | What to do |
|---|---|---|
A goods receipt cannot be reversed here. Raise a nonconforming stock disposition (return to supplier) for the lot instead. | You changed the status of a posted receipt. | Raise a nonconforming stock disposition. |
A posted goods receipt cannot change its order, item, quantity, lot or bin. Its lot and ledger already carry them. | Editing a posted receipt. | Raise a stock movement or disposition. |
A posted goods receipt cannot change who received the goods, when, or the scale used. They were checked when it was posted (ISO 13485 7.5.8). | Editing receiver, date or scale. | Do not edit. |
The incoming QC result of a receipt comes from its incoming inspection record. | Editing the Incoming QC result. | Decide it on the inspection. |
A posted goods receipt cannot be deleted. It is part of the lot's history (ISO 13485 7.5.8). | Deleting a receipt. | Do not delete. |
A lot enters stock through a goods receipt, so its Receipt movement and incoming inspection are recorded. Receive it in Inventory › Goods receipts (ISO 13485 7.5.8). | Adding a stock lot by hand. | Receive it as a goods receipt. |
A lot's {fields} cannot be edited directly. Use receiving, a stock movement, a stock count or a nonconforming stock disposition, so the change leaves a ledger entry (ISO 13485 7.5.8). | Editing a lot's quantity, status or place. | Use the named step. |
Incoming inspection
For Inspect incoming material.
| Message | When | What to do |
|---|---|---|
{item} has no incoming hardness and cure time limits. Set them on the item (Inventory › Materials & items) before accepting a lot. | Sign · Accept lot on a tested compound whose item has no incoming limits (or only some). | Set the Incoming hardness and Incoming cure time min and max on the item from its purchase spec, then accept. You can still reject the lot. |
Enter the measured hardness and cure time on {no} before accepting | Sign · Accept lot on a CoA + tests lot with a reading missing. | Enter both readings. |
Enter the defectives found in the AQL sample on {no} before accepting | Sign · Accept lot on an AQL lot with no count. | Enter Defectives found in sample. |
Enter the inspection results on {no} before accepting | Accepting a certificate lot with no Inspection results. | Write the results. |
Enter a number for hardness. | Hardness (Shore A) is not a number. | Enter a number. |
Enter a number for cure time. | Cure ts2 at 170 °C (s) is not a number. | Enter a number. |
Enter a whole number of zero or more for the defectives found. | Defectives found in sample is not a whole number. | Correct it. |
Results are outside specification. Reject the lot and raise an NCR instead. | Accepting a lot whose readings fail. | Choose Reject lot and raise NCR. |
Results are within specification. Accept the lot instead. | Rejecting a lot whose readings pass. | Choose Sign · Accept lot. |
Enter the readings or the reason for rejecting {no}. A rejection needs the results found or a written reason. | Rejecting with no readings and no reason. | Enter readings or a reason. |
{lot} is the finished lot of {mo}. It is released by its lot release, not by incoming inspection. | Accepting a lot made in house. | Use the lot release. |
{no} is not rejected, so no replacement is due. | Receive replacement delivery on an inspection that is not Rejected. | Use it on rejected inspections only. |
The plan "{plan}" does not match the incoming inspection of {item} ({required}). The inspection follows the item type, so leave the plan as it is. | Editing the Plan to a different method. | Leave the plan. |
STOP · No calibrated {hardness or cure time} gauge is available for incoming inspection. Calibrate one (Record calibration on the gauge) before recording the {hardness or cure time} reading. | No gauge for that reading is in calibration. | Calibrate a gauge. |
STOP · Gauge {id} is {status} and cannot be used. | The gauge is quarantined, out of tolerance or retired. | Use another gauge. |
STOP · Gauge {id} has no calibration on record. Record and approve its first calibration before use. | The gauge was never calibrated. | Calibrate it. |
STOP · Gauge {id} calibration expired on {date}. Use a calibrated gauge. | The gauge calibration is overdue. | Calibrate it. |
Nonconforming stock
For the dispositions under Inventory > Nonconforming.
| Message | When | What to do |
|---|---|---|
{lot} is {status}. Put it on hold before raising a disposition. | Submit for QA on a lot that is not on hold. | Put the lot on hold first. |
Describe the nonconformity | Submit for QA with no description. | Describe it. |
Enter the justification or evidence for {disposition} | No justification. | Enter it. |
Enter a new expiry later than {date} | Shelf-life extension with a date not later than the current expiry. | Enter a later date. |
Customer-owned stock: enter the customer concession reference | Use as is on customer-owned stock. | Enter the concession reference. |
The QA approver must be someone other than the requester | Approving your own disposition. | Ask another QA person. |
Use as is is a concession. Link the NCR before approving. | Approve disposition without an NCR. | Link the NCR. |
Enter the {rework record or return / debit note} in Completion record | Complete disposition with no completion record. | Enter it. |
{lot} is {status} now. The approved disposition applies to a held lot; raise a new disposition if it is still needed. | The lot is no longer on hold. | Raise a new disposition. |
{key} is with QA. Its lot, quantity, disposition and evidence cannot change; ask QA to reject it, then change and resubmit (ISO 13485 8.3). | Editing a submitted disposition. | Ask QA to Reject it. |
{key} is approved. QA signed this lot, quantity and disposition; only the completion record can be entered. Raise a new disposition to change it (ISO 13485 8.3). | Editing an approved disposition. | Raise a new disposition. |
{key} is completed. A completed disposition is part of the lot's history. | Editing a completed disposition. | Do not edit. |
Stock movements and storage readings
| Message | When | What to do |
|---|---|---|
Enter a valid destination bin in To | A transfer with no valid To. | Choose a bin. |
{lot} is already in {bin} | A transfer to the bin the lot is in. | Choose another bin. |
{lot} is {status}. Move it only to a quarantine or hold location. | Moving a held lot to a normal bin. | Choose a quarantine or hold location. |
{type} movements are posted by their source document | Posting a receipt or issue movement by hand. | Use the source document. |
Enter the quantity change (+ or −) / Enter the quantity to scrap | An adjustment or scrap with no quantity. | Enter it. |
Enter the reason | No reason on a movement. | Enter it. |
The result would be below zero. Lot holds {qty} | A movement larger than the lot. | Reduce the quantity. |
The approver must be someone other than the requester | Approving your own movement. | Ask another approver. |
Lot now holds {qty}. The result would be below zero; reject and re-raise. | The lot changed after the request. | Reject and raise again. |
A movement in the ledger cannot be edited; post a new movement to correct it (ISO 13485 7.5.8). | Editing a ledger entry. | Post a correcting movement. |
Select a storage condition / Enter the temperature | A storage reading with a gap. | Fill it in. |
{condition} has an RH limit. Enter the RH reading. | The condition has a humidity limit. | Enter the reading. |
The assessment must be signed by someone other than the recorder | Assessing your own reading. | Ask QA. |
Someone other than the person who created the conversion must approve it | Approve conversion on a unit conversion you created, or one created by the person you sign for. | Ask QA or purchasing to approve it. |