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Not every delivery is fit to accept. A load may arrive without its certificate of analysis, at the wrong temperature, or visibly damaged. QA hold parks goods while you find out; QA reject refuses them outright.

Both work at two levels — a single receipt line, or the whole receipt — and both stop the goods reaching your stock until the question is settled.

Where to find it: on any goods receipt, under Inwards Goods in the main menu.

Hold or reject?

Setting up your reasons

Hold and reject reasons are configured lists, so your team picks from agreed wording rather than typing free text.

They live under Dynamic List setup, as the field names Inwards Goods QA Hold Reason and Inwards Goods Reject Reason. A starter set is created with every new site:

Add, rename or deactivate them to suit your own procedures. The two lists are deliberately separate: a hold reason names something still outstanding, a reject reason names a fault you have determined.

A reason is required to reject and optional to hold. If your reject reason list is empty, rejection cannot be completed — so make sure the list has codes before you need one.

Putting a line on hold

1. Open the receipt and find the line.
2. Choose QA Hold from the line’s actions.
3. Pick a Reason if one fits, and add Notes — on a hold the note usually says more than the picklist can.
4. Confirm. The line shows a QA HOLD badge and can no longer post.

A held line stays editable on purpose. The hold often exists because QA is waiting on a corrected batch number or a certificate, and the receiver has to be able to supply it.

A line already on hold cannot be held again — the action is not offered. A second hold would overwrite the reason and notes explaining the first. If the reason has genuinely changed, release it and hold it again.

Releasing a hold

Choose QA Release on the held line, and add a note recording what resolved it. The line can post again.

Releasing is restricted to QA. Anyone who works with goods receipts can place a hold — stopping something questionable should never be gated — but only QA can lift one.

Rejecting

Choose Reject on the line, give a Reason (required), optional notes, and the quantity you are refusing.

Rejecting part of a delivery

If you reject less than the full quantity, the line splits: the accepted quantity stays on the original line and the refused quantity becomes a separate rejected line. A line is therefore always wholly accepted or wholly rejected, never half of each — which keeps the receipt arithmetic and the stock postings honest.

The rejected quantity stays outstanding on the purchase order. The order is not satisfied by goods you sent back, so it can be received again when the supplier replaces them.

A non-conformance is raised automatically

Rejecting a line creates a non-conformance against the supplier, with the corrective-action workflow attached, carrying the reason and notes you gave.

Holds do not raise one. That is deliberate: most holds are released, and a non-conformance for each would flood the register with things that turned out to be fine.

Holding the whole receipt

The same three actions exist on the receipt header, for when the problem is the delivery rather than one line — a dirty vehicle, a driver without paperwork, a load that arrived warm.

Two behaviours matter here:

• A receipt hold blocks every line under it, whatever those lines say themselves.
• Releasing the receipt does not release a line hold. The two gates are independent, and both must be clear before a line can post. A line held for its own reason keeps that hold when the receipt-level problem is resolved.

Reject All on the header rejects every line still eligible, in one step. Held lines are included — a hold is a pause, and rejecting is the decision that ends it.

Seeing QA state at a glance

QA state is visible without opening anything:

• On the line — a QA HOLD, QA RELEASED or REJECTED badge beside the line type.
• Hover the badge for the full account: the reason, the note, and who held, released or rejected it and when.
• On the receipt header — the same badges, with the same tooltip.
• On the receipts list — a QA Status column reading QA HOLD, QA HOLD (LINE), QA RELEASED or REJECTED, so a held delivery is obvious without opening it. QA HOLD (LINE) means the receipt itself is clear but one or more of its lines is held.

What QA state prevents

• A held or rejected line cannot post to stock. This is the whole point — goods under question never become available inventory.
• A rejected line is finished with and can no longer be edited. A held line remains editable.
• A posted line cannot be held or rejected. Once stock has posted, the remedy is an inventory adjustment or disposal, not a receiving decision.
• Rejected quantities do not count as received against the purchase order.

Who can do what

The asymmetry is intentional. Raising a concern should be easy and open to whoever is at the dock; clearing one is a quality decision.

Things to know

• There is one notes field per line. A note entered on release replaces the note entered on hold. Leave the release note blank to keep the original. The full history is preserved in the line’s audit trail, reachable from the line’s Audit action.
• A receipt has no rejected status of its own. The REJECTED badge on a header appears when every one of its lines has been rejected.
• Reject All needs something to reject. If every line is already rejected or posted, the action is refused rather than doing nothing quietly.