“Hand over for approval” and what the manager does with it

Step by step

Operator — hand over the receipt

1. Finish scanning. Hand over for approval is at the bottom of the screen and appears only when the document has at least one line and is not waiting for a location scan.
2. Tap Hand over for approval. There is no confirmation dialog or message — the screen simply returns to the start list.
3. Check that the receipt appears in In progress. Your part ends here: you do not reconcile discrepancies.

Manager — approve the receipt

1. Open the Receiving panel. It starts with the Awaiting approval status filter, and a tile with the same name shows how many are waiting.
2. Open the document by clicking its number in the Number column or the Details button.
3. Review the Lines table — the Expected and Received columns and the Matched / Shortage / Overage chip on each row.
4. Click Approve in the panel on the right. The button is disabled when the document has no lines, nothing has been received, or you lack permission.
5. In the Approve receipt dialog, read: “Approve this receipt? Stock has already been posted — the document will be closed and assigned a number.”
6. If there is a discrepancy, choose one of two options: Adjust expected to received (close) or Leave open (backorder / claim). This choice does not appear in the dialog for a fully matched receipt.
7. Click Approve. You will see “Receipt approved,” and a green strip with the PZ number will appear on the document.

Handing over does not send anything

The “Hand over for approval” button clears the terminal screen and returns to the list. It does not make a save request and does not change the status — the document remains a draft and from that point waits in the manager’s panel under the “Awaiting approval” status filter (the tile counting these documents has the same label).

The label is intentionally “Hand over,” not “Finish”: an operator told that a receipt is “finished” has no reason to suspect that someone still needs to approve it.

The division of responsibilities is strict: the operator counts, the manager reconciles. The terminal has no approval, correction, cancellation, or deletion function.

Shortages and overages

Each line has one of three statuses: Matched, Shortage, or Overage.

An overage is allowed — it is simply flagged. A product that was not on the ASN at all creates a new line with an expected quantity of zero, that is, a pure overage.

Two ways to close

When there is a discrepancy, the manager chooses one of two options during approval:

“Adjust expected to received (close)” — expected quantity becomes equal to the counted quantity, and the document closes as fully fulfilled. This requires a separate permission, because it erases the discrepancy from the record. Without it:

Correcting a shortage requires manager permission. You can close the receipt while leaving the shortage open.

“Leave open (backorder / claim)” — the remainder stays unfulfilled, and the document receives partially fulfilled status. Use this for shortages that need a claim and for deliveries arriving in parts.

The number is assigned only on approval

Until then, the receipt is a draft — both on the terminal and in the panel. The PZ number is assigned only when it is approved. The confirmation states this explicitly:

Approve this receipt? Stock has already been posted — the document will be closed and assigned a number.

Where to find the PZ document

The receipt — blind or from an ASN — is itself the PZ document in the Documents module. No separate file or Excel sheet is created. Generate a file from Documents: use Export PDF on the document or Export documents to export several at once.

For an approved receipt, the document appears in the green strip and on the Related documents card. Click it to open it in the Documents module.

The Documents module has its own view permission, separate from access to receiving. Without it, PZ document is greyed out, with a lock and this message:

You do not have permission to view documents — ask an administrator to enable viewing under Roles → Field permissions → Documents.

If the document is in a warehouse you are not assigned to, the message says that instead.

What cannot be approved

• A receipt with no lines — there is nothing to close.
• A receipt with nothing received — it must be cancelled, not approved.
• A receipt using a PZ type that requires workflow approval — the document type must be corrected.