Purchasing refusals

Every message Purchasing gives when it refuses a supplier, requisition, approval or purchase order step, and what to do.

When the system refuses a step, it shows the message in red and changes nothing. Find the message below. Placeholders such as {key} stand for the real number, name or value.

Some refusals are the same everywhere in Factory OS: signature authority, a missing reason, access letters, signed-record locks and the training gate. They are explained once in Signatures and refusals.

Suppliers

For Approve and manage suppliers.

Supplier list and documents

Message	When	What to do
`Supplier status Approved or Conditional is set by an approved supplier evaluation (Quality, Supplier evaluations). Certificate, quality agreement and outsourced-process details are recorded with Record supplier documents; the evaluation dates come from the evaluation.`	You edited the status, certificate, agreement, outsourced fields or evaluation dates of a supplier directly.	Use Record supplier documents for the paperwork. Score the supplier for the status.
`{key} is {approved or conditional} and is found by its name. Put it on hold (KIV) before renaming it, or add the new company as a supplier and evaluate it.`	You renamed an Approved or Conditional supplier.	Do not rename it. Add the new company and evaluate it.
`A supplier named {name} already exists. Orders and evaluations find a supplier by name, so each name is used once.`	You added or renamed a supplier to a name already used.	Open the existing supplier.
`Record the certificate number, agreement reference or audit report that supports the change`	Send for verification with too little in Evidence.	Enter the certificate number, agreement reference or audit report.
`Nothing changes: these documents are already recorded`	The values you entered equal what is on file.	Cancel, or change a field.
`A signed quality agreement needs its reference and revision.`	Quality agreement is Signed and Quality agreement ref. / rev is empty.	Enter the reference and revision.
`An outsourced process needs its validation or control reference.`	Outsourced process is Yes with no control reference.	Enter the validation or control reference.
`You already filed these documents. A QA manager other than you verifies and signs them.`	You filed a request and then tried to verify it.	Ask a different QA manager.
`{name}, whom you sign for, filed these documents. A QA manager other than {name} verifies and signs them.`	You sign for the person who filed the request.	Ask another QA manager.
`A request for these documents is already waiting for a QA manager.`	Someone already filed the same figures.	Wait for the QA manager, or Withdraw it.
`The documents of {key} changed after {name} filed this request. Withdraw it, and have it filed again from the current documents.`	A QA manager tried Verify and sign on an out-of-date request.	Withdraw, then Record again.
`These figures differ from the request {name} filed ({details}). Enter the same figures to verify it, or withdraw the request.`	The verifier entered other figures than the ones filed.	Enter the same figures, or Withdraw.
`A file attached to this request is not on {key} any more. Attach the certificate or agreement again.`	A file was removed from the supplier's Attachments while the dialog was open.	Choose the file again and send.
`No supplier documents request is waiting on {key}.`	Withdraw with nothing waiting.	Refresh the record.
`Only {name}, who filed this request, or a QA manager can withdraw it.`	Someone else tried Withdraw.	Ask the person who filed it or a QA manager.
`Your role can view Purchasing but not change it.`	Record supplier documents without write access to Purchasing.	Ask the organization admin for access.

SCARs

Message	When	What to do
`Describe the problem`	Issue to supplier with no Problem.	Enter the problem.
`Enter the supplier's {containment, root cause, corrective action}`	Record supplier response with a part missing.	Fill in the named parts.
`Enter why the response is rejected`	Reject response with no reason.	Enter Reason response rejected.
`The response must be accepted by someone other than the person who raised the SCAR`	Accept response · verify by the person who raised the SCAR.	Ask another QA engineer.
`Effectiveness not shown yet: {n} of 3 accepted lots from {supplier} since the response. Record the verification or wait for more lots.`	Close · effective before three lots were accepted.	Enter Verification on following lots, or wait.
`Closure must be signed by someone other than the person who raised it`	Close · effective by the person who raised the SCAR.	Ask the QA manager to sign.
`Your login is not linked to an employee, so this cannot be checked against who raised it. Ask an administrator to link your login.`	Accepting or closing a SCAR with a login that has no employee record.	Ask the administrator to link your login.

Evaluations

Message	When	What to do
`{supplier} is not in the supplier register, so its certificate cannot be checked.`	Calculate score for a supplier that is not on the supplier list.	Add the supplier, or correct the name.
`No lots from {supplier} were inspected between {from} and {to}. Use an initial evaluation for a new supplier.`	A periodic Calculate score found no lot decided Accepted or Rejected in the range.	Widen the range, or for a new supplier choose Evaluation type Initial.
`No goods receipts from {supplier} against an order with a delivery due date between {from} and {to}, so on-time delivery cannot be worked out. Receive the goods against their purchase orders, or choose a wider range.`	Lots were decided, but no receipt in the range is against an order with a due date.	Receive goods against their orders, or widen the range.
`Period from and Period to are dates.`	A range date is not a date.	Enter dates.
`Period to must be on or after Period from.`	The range runs backwards.	Correct the dates.
`Period to cannot be in the future.`	The range ends after today.	Choose today or earlier.
`Quality agreement signed is Yes or No.`	Quality agreement signed holds something else.	Choose `Yes` or `No`.
`Supplier audit is Passed, Failed or Not done.`	Supplier audit holds something else.	Choose one of them.
`Sample / first lot is Accepted, Rejected or None.`	Sample / first lot holds something else.	Choose one of them.
`Enter the audit report reference: the audit {result} needs its report.`	An initial evaluation says the audit passed or failed without Audit report ref.	Enter the reference.
`Enter the sample reference: the sample {result} needs its record.`	An initial evaluation says the sample was accepted or rejected without Sample / first-lot ref.	Enter the reference.
`This evaluation has no evaluator. Re-calculate it first so the scorer is recorded.`	Approve · update supplier on an evaluation without a scorer.	Choose Re-calculate.
`The approver must be someone other than the evaluator`	The scorer tried to approve.	Ask a different QA manager.
`Conditional: record the conditions (e.g. tightened inspection, improvement plan)`	Approving a Conditional result with no conditions.	Enter the conditions.
`The evaluator and the approver of an evaluation are recorded by the evaluation itself and cannot be edited.`	You edited the evaluator or approver.	Leave them alone.
`A scored evaluation keeps the figures it was scored from. Use Re-calculate to enter new figures.`	You edited the type, supplier, range, or the quality agreement, audit or sample after scoring.	Choose Re-calculate.
`Lots received is set by the system and cannot be edited.` (and the same for the other counted figures and Certificate valid)	You tried to type a counted figure.	Leave it: Calculate score counts it.

Requisitions

For Raise a purchase requisition.

Message	When	What to do
`Only draft requisitions can be edited`	You changed a requisition that is not in Draft.	Have it rejected, then Reset to draft.
`The requester of a requisition cannot be changed`	You changed Requested by.	Leave it as it is.
`Approval signatures, revisions and progress claims change through their own steps.`	You edited the approval record directly.	Use the buttons.
`Choose a category.`	Save without Category.	Choose one.
`Set the needed-by date.`	Save without Needed by.	Set it.
`Enter the project.`	A project requisition without Project.	Enter it.
`Add at least one line with an item and quantity.`	A production requisition with no valid line.	Add a line.
`Add at least one line with a description and quantity.`	A project requisition with no valid line.	Add a line.
`Unit "{unit}" for {item} is not an approved conversion. Use {base} or approve the conversion in Inventory › Unit conversions.`	A line uses a unit with no approved conversion.	Use the base unit, or have the conversion approved.
`Consignment items are not purchased`	Create purchase order for a customer-owned item.	Do not purchase it.
`The approver must be someone other than the requester`	You approved or rejected your own requisition.	Ask another approver.
`{key} names no requester, so the approver cannot be shown to differ. Record who requested it first.`	A requisition with no requester.	Ask the admin to record the requester.
`Your account is not linked to a person or employee, so it cannot be shown that you are not the requester.`	You approve with an account that has no person or employee.	Ask the admin to link your account.
`{key} can be rejected by someone who works in Purchasing.`	Reject where no level applies, from a view-only role.	Ask Purchasing.
`{key} can be rejected only by an approver of {level} ({names}).`	Reject by someone who holds none of the open levels.	Ask one of the named approvers.

Approval ladder

For How purchase approvals work.

Message	When	What to do
`{key} was requested by {name}, who holds the last approval level ({level}), so nobody else can sign it. Add a higher approval level in Settings.`	The requester holds the last level.	The admin adds a higher level under Approvals.
`{name} can approve up to RM {limit}. This goes to {level}.`	The amount is above the signer's limit. The level is escalated.	The next level signs.
`{name} can approve up to RM {limit}. Add a higher approval level in Settings.`	The amount is above the limit at the last level.	The admin adds a higher level, or raises the limit.
`{level} must be signed by {names}`	Your name is not among the approvers of the open level.	Ask one of the named approvers.
`{name} has already signed this document. {level} must be signed by another approver.`	One person signing two levels.	Ask another approver.
`{key} can be approved only by someone who holds one of its approval levels.`	Every level is passed but the document is still unapproved, and you hold no level.	Ask an approver.
`Add a higher approval level in Settings.`	No approver can complete the ladder.	The admin adds a level.
`Enter the unit price before approving`	Approving a priced order with no or zero unit price.	Enter the price on the order.
`{key}: you set its quantity or price, so someone else approves it.`	You created the purchase order, or changed its supplier, quantity or price, and tried to approve it.	Ask another approver to sign it.
`{key}: {name}, who you sign for, set its quantity or price, so someone else approves it.`	You hold only a delegation from the person who set the order.	Ask another approver to sign it.

Purchase orders

For Issue a purchase order. The supplier and order checks run in this order at Approve · e-sign and at Issue to supplier. The first problem found is shown.

Message	When	What to do
`Choose the supplier before approving`	Approve with no supplier. For a project order the text says `contractor`.	Choose one.
`{name} is KIV (on hold). A purchase order can only be approved for an Approved or Conditional supplier.`	The supplier is KIV.	Evaluate the supplier, or choose another.
`{name} is disqualified. A purchase order can only be approved for an Approved or Conditional supplier.`	The supplier is Disqualified.	Choose another supplier.
`Supplier {name} is not on the approved supplier list`	The supplier name matches no supplier.	Choose a supplier from the list.
`{name} is {status} (not approved)`	The supplier status is not Approved or Conditional.	Evaluate the supplier.
`{name} has no certificate expiry recorded`	The supplier has no certificate expiry.	Record supplier documents.
`{name} certificate expired {date}`	The certificate has expired.	Record the new certificate.
`{name} has no re-evaluation date recorded`	No next evaluation date.	Score the supplier.
`{name} re-evaluation overdue since {date}`	Re-evaluation is overdue.	Score and approve a new evaluation.
`{name} quality agreement not signed`	Quality agreement is not Signed or Not required.	Record supplier documents.
`{name} supplies an outsourced process with no validation / control reference`	Outsourced process is Yes without a reference.	Record supplier documents.
`No specification / drawing revision on the PO`	The order has no Specification / drawing rev.	Choose Edit on the draft order and enter it. To fill it on future orders, set the item's Purchase spec.
`No quality requirements on the PO`	The order has no Quality requirements.	Enter them.
`{name} is {status}. Choose an Approved or Conditional supplier.`	Choosing a supplier that is KIV or Disqualified on the order. `KIV` reads `KIV (on hold)`.	Choose another.
`{name} is not a contractor. Choose a Project / contractor supplier for a project order.`	A production supplier on a project order.	Choose a contractor.
`{name} is a contractor, not a production supplier. Choose a Production supplier for a production order.`	A contractor on a production order.	Choose a production supplier.
`Choose a supplier.`	Save an order without a supplier.	Choose one.
`Enter the supplier acknowledgement reference`	Record supplier acknowledgement with nothing entered.	Enter the reference.
`Enter the amendment reason`	Amend · new revision with no Amendment reason.	Enter the reason.
`{key} has goods received on {grn}. Close the order instead of cancelling it.`	Cancel after goods were received.	Use Close short or Close.
`Only project purchase orders are certified by progress claims.`	Certify work done · progress claim on a production order.	Use it on project orders only.
`Enter a percentage above {current} and up to 100`	A progress claim that does not move forward.	Enter a higher percentage.
`That action is not available while the record is {status}.`	A step used in the wrong status.	Refresh the record.

Next steps

Receiving refusalsMessages for receiving, inspection and nonconforming stock.

Purchasing refusals

SuppliersCopy Anchor Link

Supplier list and documentsCopy Anchor Link

SCARsCopy Anchor Link

EvaluationsCopy Anchor Link

RequisitionsCopy Anchor Link

Approval ladderCopy Anchor Link

Purchase ordersCopy Anchor Link