Receiving Rejections & Quarantine
When a delivery arrives with damaged, short-shipped, or otherwise unacceptable items, Iraca lets you document the problem on the spot and route those units into a quarantine bin — keeping your real inventory count accurate while giving a manager time to decide what to do.
Editing a purchase order before you confirm it
While a purchase order is a Draft, click Edit at the top of its page to change the supplier, receiving warehouse, delivery date, notes, or line items. Lines bought by the box open as boxes, at the pack size they were entered with. Once you confirm the order it's what the supplier was sent, so it can no longer be edited.
Sending a purchase order to the supplier
Iraca never emails a supplier on its own. When you click Confirm Order, the dialog asks whether you also want to email the PO to the supplier:
- Confirm and email supplier confirms the order and sends it to the supplier's email address, with the PO attached as a PDF.
- Confirm only confirms it without sending anything, for example when you've already placed the order by phone.
The email comes from Iraca, but replies go to your business email, so the supplier's answer reaches you. It's written in the supplier's language when their contact has one set.
To send it later, or again after a change, click Email to supplier (or Resend to supplier) on a confirmed purchase order. Each send is recorded in the order's activity with the address it went to. If the supplier has no email address on file, add one to their contact first. Download PDF gives you the same document to send another way or keep on file.
Receiving supplies bought by the box
If a supply has a pack size set (see Supplies bought by the box), its line on the purchase order shows a Count by the box checkbox next to the quantity.
Tick it and enter the number of sealed boxes you actually took off the pallet — 2, not 1000. Iraca shows the expansion (= 1000 bags) as you type and stores the receipt in bags, exactly as it would if you had counted them individually.
Partial deliveries work either way: untick the box to enter a loose count when a carton arrives already opened.
How rejection happens during receiving
In Fulfillment Mode → Receive Stock, select your product and the purchase order it belongs to. When you enter a quantity that is less than what was ordered, a red panel automatically appears below the quantity field.
The rejection panel collects:
- Units to quarantine — pre-filled with the shortfall; adjust if only some units are bad
- Reason — tap one of the six reason buttons:
- Short shipment
- Damaged in transit
- Wrong item received
- Expired / past use-by date
- Refused by QC inspection
- Other
- Notes — free-text details about the damage or discrepancy
- Photo — tap Take photo to open your device camera and capture evidence; the image uploads automatically before you confirm
After tapping Confirm Receipt, Iraca:
- Adds the accepted units to your chosen warehouse (inventory goes up normally)
- Moves the rejected units into the Quarantine bin (a virtual warehouse, excluded from available stock)
- Records a
rejectedstock movement for audit purposes - Sets the purchase order status to Received with exceptions if all lines are now fully handled (accepted + rejected)
Reviewing items in quarantine
From Fulfillment Mode, tap the Quarantine card. If there are items waiting for review, the card shows a red badge with the count.
The quarantine screen lists every product that has units in quarantine, grouped by product. Tap any row to expand and see each individual rejection event with its reason, PO reference, lot number, and photo (if one was taken).
For each rejection event a manager can choose one of two actions:
| Action | What happens |
|---|---|
| Move to warehouse | Select a destination warehouse; units are transferred out of quarantine and added to that warehouse's stock. Use this when the goods are accepted after inspection or are reworked. |
| Write off | Units are removed from quarantine stock permanently. Use this for goods that must be discarded (confirmed damage, expired product). |
Both actions create a new stock movement for your audit trail.
Who can resolve quarantine items?
Only owners and admins can resolve quarantine items (write off or transfer). Any authenticated team member can document a rejection and upload a photo during receiving.
Return to supplier (RMA) — coming in v2
The current release handles the receiving side: documenting what's wrong and holding it safely. A full Return Merchandise Authorization workflow — creating a return shipment back to the supplier, tracking the resolution (refund, replacement, or credit), and closing the loop in purchasing — is planned for v2.