Resolve rejected goods and receiving corrections

Before you start

Reject units and handle replacements

1. 1

   Step 1: Enter the rejected quantity

   On Receive Items, enter the damaged or wrong units under Rejected. Fill the required Rejection reason with what happened.

   Accepted plus rejected units cannot exceed the ordered quantity. Check both entries before posting.

2. 2

   Step 2: Save the rejection

   Post the receipt. If you are only rejecting units, the button reads Save with the rejected count.

   The PO line displays Rejection reason. A mixed completed receipt becomes Received, some rejected.

   If every unit was rejected, the PO becomes Rejected and no longer offers Receive Items. Its customer order can move to Reorder needed.

   

3. 3

   Step 3: Receive a replacement or reorder

   On an eligible partly received PO, enter replacements under Receiving now on the line showing rejected, can be replaced. Receive all remaining skips these replacements.

   Alternatively, create a new PO. Rejected units release the order's purchasing allocation immediately.

   Once a replacement PO takes the line, the original receiving row names that PO and is disabled. Receive there instead.

   A rejection does not create a vendor refund or credit. Record a later credit note through cost corrections where appropriate.

Correct a posted receipt

1. 1

   Step 1: Open the receipt's editor

   Open Receive Items and find Receiving history. A role that cannot receive can use Receiving history in the PO menu when available.

   Click Edit on the receipt identified by number, date and staff member. The editor shows its current counts.

2. 2

   Step 2: Correct eligible quantities

   Change Received or Rejected, and update Why were these rejected? when needed.

   For an eligible carton missed during check-in, choose Add another item to this receipt and pick the item. The row is marked Added to receipt and notes it was missed at the dock.

   Stocked template units cannot be added here. Units already sold or allocated also limit how far an accepted count can fall.

3. 3

   Step 3: Record the reason and save

   Enter Reason for change and click Save adjustment. The confirmation reads Receipt #N adjusted.

   The receipt gains an adjustment log naming the person, changes and reason. For an invoice correction without a count change, use received-cost corrections.

   

Move held units to the order's store

1. 1

   Step 1: Check the held-stock note

   Find the template line's held quantity and location on the PO or customer order.

   A move is offered for a live order when its template units are held at another location. Catalog products and tracked options do not use this move action.

2. 2

   Step 2: Move the complete held quantity

   Click Move with the displayed quantity and order location. The confirmation reads Moving with that quantity and destination.

   All the order's units move together. There is no in-transit stage or Shopify Transfer record for this action.

   The destination must be on the subscription. A move can take stock from an unsubscribed warehouse to a subscribed store.

Handle units for cancelled orders

1. 1

   Step 1: Check whether stock already exists

   For supported current rows, units received for a cancelled order become ordinary available stock. Previously held units are released when the order is cancelled or its line removed.

   If the line's missing order prevents receiving, follow the refusal and add the goods to a new PO line.

2. 2

   Step 2: Resolve an older unstocked row

   An older row can say the order was cancelled after the goods arrived and no stock was created. Choose Add to stock or Write off according to the actual disposition.

   This needs Add to stock or write off. If the banner is visible without actions, ask someone with that permission to decide.

Screen reference

What happens next

A receipt correction updates the affected stock-cost records. A move adds a stock-transfer request to the PO and order activity.

Neither action changes the vendor's instructions automatically. Keep purchasing communication aligned with the replacement or correction your team agreed.

If something goes wrong