Store Certification & Material Approval

After gate entry, the Store Certification screen lets store staff record exactly how much of the received material is accepted, rejected, or put on hold — line item by line item — before it's formally posted into inventory via Store MIGO.

Show Image The Store Certification screen for record 1013, showing a Material Certification table with Line Item Number, Material Details, Quantity, Plant, UOM, Store Approved Quantity, Store Rejected Quantity, and Store Hold Quantity fields, plus Discard / Submit Request buttons.

Complete step-by-step process:

1. Open Store Certification for the relevant record (e.g., 1013, status "Gate Entry Pending") — this appears automatically once a shipment has passed Gate Entry.
2. Review the Material Certification table for each line item, showing the original Line Item Number, Material Details (e.g., 100000260), Quantity (e.g., 9), Plant (e.g., GDR1), and UOM (e.g., EA) as expected from the ASN/PO.
3. Physically inspect the received goods against this expected data.
4. Enter the Store Approved Quantity — the amount that passes quality/quantity inspection and is accepted into inventory.
5. Enter the Store Rejected Quantity — the amount that fails inspection (damaged, incorrect, or otherwise unacceptable) and will not be accepted.
6. Enter the Store Hold Quantity (if applicable) — material that needs further inspection, testing, or clarification before a final accept/reject decision.
7. Review the Actions column for any additional line-item-specific options.
8. Once all line items are certified, click Submit Request to finalize, or Discard if the certification needs to be redone.

Why splitting Approved / Rejected / Hold matters: In real-world receiving, it's rare for 100% of a shipment to be perfect. This three-way split allows store staff to accept the good portion of a shipment immediately (so it's available for use), formally document the rejected portion (so it can be returned or disputed with the vendor), and flag the uncertain portion for further review — all without blocking the entire shipment on one problematic item.

How this feeds into Store MIGO: Once Store Certification is submitted, the Store Approved Quantity becomes the basis for the goods receipt posting in Store MIGO, formally adding that quantity into your inventory system. Rejected and Hold quantities are excluded from this posting until resolved.

Why this two-step check (Gate Entry + Store Certification) matters: Splitting Gate Entry (vehicle, driver, and documentation check) from Store Certification (actual material quality/quantity check) ensures no single point of failure — physical verification happens twice, by two different teams, before goods are formally accepted into inventory. This significantly reduces the risk of accepting damaged, short-shipped, or incorrect materials.

A worked example from the system: For record 1013, Line 10 shows Material 100000260 with an expected Quantity of 9 EA at Plant GDR1. Store staff would physically count and inspect the received 9 units, then split their findings — for example, entering 8 as Store Approved Quantity and 1 as Store Rejected Quantity if one unit arrived damaged — before submitting.

Frequently Asked Questions

What happens to the Rejected Quantity after Store Certification? 

It's typically flagged for return-to-vendor processing or dispute resolution, and is excluded from the inventory posting in Store MIGO.

Can Approved + Rejected + Hold quantities exceed the original ordered Quantity? 

No — these three should logically add up to the total quantity actually received (which should match or be explainable against the original ordered Quantity).

Who typically performs Store Certification — the same person as Gate Entry? 

No, this is usually a separate role (store/warehouse staff) distinct from gate security, providing an independent second check.

What if I need more time to inspect an item before deciding Approved or Rejected? 

Use the Store Hold Quantity field — this defers the final decision without blocking submission of the rest of the certification.

Does Store Certification automatically update the PO status? 

The certified quantities feed into Store MIGO for goods receipt, which in turn reflects on the PO's fulfillment status.

Can Store Certification data be edited after submission? 

Once submitted, corrections are typically handled through a formal adjustment or a follow-up process rather than direct editing, to preserve the audit trail.

Why does Store Certification reference the same Line Item Number as the original PR/PO? 

This preserves full traceability — the exact same line item can be followed from PR creation, through vendor assignment, ASN, gate entry, and finally store certification, without ever losing its identity in the process.