# Receiving refusals (/docs/purchasing/receiving-refusals) 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](/docs/get-started/signatures-and-refusals). ## Receive goods [#receive-goods] For [Receive goods](/docs/purchasing/receive-goods). ### Order and quantity [#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 [#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 [#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 [#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 [#incoming-inspection] For [Inspect incoming material](/docs/purchasing/incoming-inspection). | 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 [#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 [#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. |