# Purchasing refusals (/docs/purchasing/refusals) 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](/docs/get-started/signatures-and-refusals). ## Suppliers [#suppliers] For [Approve and manage suppliers](/docs/purchasing/suppliers). ### Supplier list and documents [#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 [#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 [#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 [#requisitions] For [Raise a purchase requisition](/docs/purchasing/requisitions). | 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 [#approval-ladder] For [How purchase approvals work](/docs/purchasing/approval-ladder). | 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 [#purchase-orders] For [Issue a purchase order](/docs/purchasing/purchase-orders). 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. |