Approving and Rejecting Builds
When QA review is enabled, every executed build waits for approval before finished goods are added to inventory. This article covers both the approval and rejection workflows.
Finding Builds Pending QA
Builds waiting for review show a status of Executed — Pending QA. You can find them in:
- Build History — filter by the "Executed" status to see all builds awaiting QA
- Build detail page — any build in Executed status shows the QA action buttons
Approving a Build
Open the build detail page and click Approve. A confirmation dialog appears where you can optionally add review notes.
When you confirm approval:
- Finished goods are added to inventory — the product's stock on hand increases by the quantity built
- The unit cost of the finished good is recalculated using weighted average costing
- The build moves to Pending Export status (ready for accounting export)
- If auto-export is configured, the build is exported to accounting immediately
- Build point checks run — if finished good stock crossed a threshold, auto-generated builds may be adjusted
The approval records who approved the build and when, creating a clear audit trail.
Rejecting a Build
If a build doesn't pass quality inspection, click Reject on the build detail page. The rejection workflow has several steps:
1. Select a rejection reason
Choose from the predefined reasons:
- Quality Defect — the finished product doesn't meet quality standards
- Wrong Materials — incorrect components were used
- Equipment Failure — a machine or tool malfunctioned during production
- Process Error — the build process wasn't followed correctly
- Other — for situations that don't fit the above categories
See Rejection Reasons for guidance on when to use each.
2. Choose a recovery mode
Decide what happens to the consumed components:
- Full Recovery — all materials can be recovered and returned to stock
- Total Loss — no materials can be recovered (everything is waste)
- Partial Recovery — some materials can be recovered, others are lost
See Recovery Modes for detailed explanations of each option.
3. Specify recovery quantities (partial only)
If you chose partial recovery, a table appears showing each consumed component. Enter the quantity recovered for each one. The difference between consumed and recovered is the loss.
4. Waste account check
If your recovery mode involves material loss (total loss or partial), Partsemble checks that a waste account is configured. If it's not, the reject button is disabled and you'll see a link to configure it. See Waste Account Setup.
5. Add notes (optional)
Describe what went wrong and any corrective actions taken. These notes are saved with the build record for future reference.
6. Confirm rejection
Click Confirm Rejection. Partsemble processes the recovery (restoring stock for recovered materials), records the rejection details, and if there's any material loss, queues a waste export to your accounting system.
After Rejection
The build's final status depends on the recovery mode:
| Recovery Mode | Final Status | What Happens Next |
|---|---|---|
| Full Recovery | Rejected | Nothing — all materials restored, no export needed |
| Total Loss | Pending Export | Waste export sends the loss to your accounting system |
| Partial (no loss) | Rejected | All materials happened to be fully recovered |
| Partial (with loss) | Pending Export | Waste export for the lost portion |
Rejected builds with material loss follow the same export flow as normal builds — they can be auto-exported or manually exported, and failed exports can be retried.
Build Detail After QA
The build detail page permanently records:
- Reviewed by — who approved or rejected the build
- Reviewed at — when the review happened
- Review notes — any notes from the reviewer
- Rejection reason — the selected reason (if rejected)
- Recovery mode — how materials were handled (if rejected)
- Rejection lines — per-component recovery details (if partial recovery)
This gives you a complete chain: who built it, who reviewed it, what the outcome was, and what happened to the materials.