Receiving a delivery: rejected quantity apart from a shortfall

You ordered 10 crates of tomatoes, the supplier brought 8, two of them crushed. You accepted the 6 good ones, handed the 2 crushed ones back to the driver, and the supplier promised the remaining 2 crates tomorrow. On a Cenaly receiving line these three quantities are kept apart: accepted, rejected and still expected. Only what you accepted goes to stock, rejected units are no longer expected, and the shortfall stays open until you close it yourself.

What you need to get started#

The Cenaly web panel and the Inventory section; the right to post stock documents (the owner, a manager or a staff member with edit rights to Inventory at this location).
A purchase order in the Sent, Confirmed or Partially received status — see Supplier orders.

How to reject part of a delivery#

Open Inventory → Procurement and click Receive on the order (Receive more on a partially received one).
On the item line, enter in the quantity field what you accept into stock, for example 6.
Tick ⊘ Reject part of the delivery under the line.
Enter how much was rejected, for example 2, and the reason. Suggestions are Damaged, Expired or short shelf life, Wrong item, Poor quality, Temperature not kept; you can type your own. The line cannot be posted without a reason and a quantity.
Below the fields you will see the line summary: Accepted 6 · rejected 2 · still expected 2. Check it and click Confirm receipt.

How to check the result#

The item's stock grew by exactly what you accepted (6), not by what was delivered (8).
The order stayed Partially received: 2 are still expected. When they arrive, Receive more suggests exactly 2.
Next time you open receiving, the line header shows "rejected 2", and below it the rejection history: quantity, reason, who received and when.
The supplier history (the supplier card on the Suppliers tab) has a line "Rejected on order …: Tomatoes — 2 (Damaged)". In the supplier Performance such lines are counted separately from shortfalls — "lines with rejections".
If the connection dropped and you confirmed again, the receipt and the quantities are not doubled: a repeat of the same receipt is recognised and not posted twice.

Rejection and closing a shortfall#

A rejection and a shortfall are different things. Rejected goods were delivered but not taken; a shortfall has not been delivered yet. If the supplier never brings the remaining 2 crates, tick Close the shortfall on the line with a reason. Closing the shortfall does not change what was already rejected: the history keeps both the 2 rejected units with their reason and the closed shortfall with its own. A line is closed when accepted plus rejected cover the order or the shortfall is closed.

Rejected units do not count as "already on order": the purchase forecast, auto-ordering and receiving from a phone do not expect them, so the next order reflects the real shortage.

Limitations#

A rejection is recorded in web receiving of a purchase order. Receiving from a phone (phone as a scanner) and receiving from an invoice photo have no separate rejection field — there you simply do not enter rejected units as accepted.
A rejection is a receiving decision, not a return. Goods already accepted into stock and later sent back are recorded with a return-to-supplier document (see Stock documents).
A saved rejection cannot be undone: the line history is immutable. If you rejected by mistake and actually kept the goods, record them with a stock receipt from this supplier.

Troubleshooting#

The confirm button is inactive. A line ticked "Reject" has no quantity or reason — fill them in or untick it.
The order closed although something was still expected. Accepted plus rejected covered the ordered quantity. If the supplier still delivers, record it with a separate stock receipt.
After a connection failure it is unclear whether the receipt went through. Open the order: if the line already shows accepted and rejected quantities, it did. Confirming the same form again doubles nothing.

FAQ#

Do rejected goods go to stock?#

No. They are not received, do not change the stock or its cost, and are no longer expected from the supplier.

Does the supplier see the rejection?#

The rejection is written to the supplier history in Cenaly and, if the supplier is linked to CRM, to its card feed. Nothing is sent to the supplier — tell them the reason through your usual channel if needed.

Can I reject the whole line?#

Yes. Leave the accepted field empty, tick "Reject" and enter the whole ordered quantity of the line as rejected. The line closes without a receipt; a line not linked to a stock item does not need to be linked then. If you reject less than was ordered, the rest of the line stays expected.