# NCR and CAPA refusals (/docs/quality/ncr-and-capa-refusals) When the system refuses a step, it shows the message and changes nothing. Find the message below. Placeholders such as `{key}` 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). ## Nonconformance reports [#ncr] For [Handle nonconformances and CAPA](/docs/quality/ncr-and-capa). ### Close NCR [#close-ncr] | Message | When | What to do | |---|---|---| | `An NCR is closed with Close NCR.` | You changed **Status** by editing the NCR. | Use **Close NCR**. | | `Select a disposition before closing the NCR.` | **Close NCR** with **Disposition** blank. | Choose a disposition and save, then close. | | `{key} is closed. Only an open NCR can be closed.` | **Close NCR** on a closed NCR. | None needed. | | `Closing an NCR needs the signature of a QA engineer or QA manager.` | A role without that authority tried to close. | Ask the QA engineer. | | `A Use as is NCR is closed by the QA manager named as approver, who signs the close.` | Someone other than the named approver (or their delegate) signed a **Use as is** close. | Ask the QA manager named in **Concession approved by**. | | `NCR {key} not found` | The NCR was deleted or the link is old. | Reopen it from the list. | ### Concession (Use as is) [#concession] | Message | When | What to do | |---|---|---| | `Use as is is a concession. Enter the justification before closing.` | **Concession justification** is blank. | Write the justification. | | `Select the QA manager approving the concession.` | **Concession approved by** is blank. | Choose the approver. | | `Concessions are approved by the QA manager.` | The approver is not the QA manager or an organization admin. | Choose the QA manager. | | `The concession approver must be someone other than the NCR owner.` | The approver is also the **Owner**. | Choose another approver. | | `Select whether customer approval is required.` | **Customer approval** is blank. | Choose an option. | | `Enter the customer approval reference.` | **Customer approval** is **Obtained** with no reference. | Enter **Customer approval ref.**. | ## CAPA [#capa] ### Stage steps [#capa-steps] | Message | When | What to do | |---|---|---| | `Set the risk level first` | **Containment done · investigate** with **Risk** blank. | Choose the risk. | | `Record the containment taken, or why none is needed` | **Containment done · investigate** with **Containment** blank. | Write it. | | `Missing: {investigation method, root cause, action, effectiveness criteria}` | **Approve action plan** with those fields blank. The message lists the blank ones. | Fill them in. | | `Record the effectiveness evidence against the criteria first` | **Close · effective** with **Effectiveness evidence** blank. | Write the evidence. | | `Record the evidence showing the action was not effective` | **Not effective · reopen** with **Effectiveness evidence** blank. | Write the evidence. | | `The effectiveness must be verified by someone other than the CAPA owner` | The owner tried to close their own CAPA. | Ask another QA person. | | `The effectiveness must be verified by someone other than the CAPA owner. You sign for the owner, so you cannot verify their CAPA` | You signed as a delegate of the owner. | Ask another QA person. | | `Name the CAPA owner before closing it as effective` | **Owner** is blank. | Set the owner first. | | `Your account is not linked to an employee, so it cannot be shown that you are not the CAPA owner. Link it to an employee first.` | The closer's login has no employee. | Ask the administrator. | ### Editing a CAPA [#capa-edit] | Message | When | What to do | |---|---|---| | `The due date of {key} moves later ({old} → {new}). Write a new Due date extension reason first.` | **Due** was moved later or cleared. | Write a new **Due date extension reason**. | | `{key} is {status}. Its owner cannot change.` | **Owner** edited after the investigation started. | Leave the owner. | ## Trend reviews [#trend-reviews] | Message | When | What to do | |---|---|---| | `Set the period from and to dates` | **Run analysis**, **Raise CAPA from top signal** or **Approve review** with **From** or **To** blank or reversed. | Set both dates. | | `No signals to act on` | **Raise CAPA from top signal** with no signals. | None needed. | | `{capa} already raised from this review` | **Raise CAPA from top signal** twice. | Open the CAPA. | | `Record the decision and actions for this period` | **Approve review** with **Decision and actions** blank. | Write it. | | `{n} signal(s): raise a CAPA or record why no action is needed` | **Approve review** with signals, no CAPA, and a short decision. | Raise a CAPA, or write the reason (20 characters or more). | | `The approver must be someone other than the preparer` | The preparer tried to approve. | Ask the QA manager. |