---
id: KB-TL-011
url: https://app.codecontract.io/help/trackline/approving-or-rejecting-what-is-delivered
idioma: en
categoria: trackline
subcategoria: procesos
audiencia: usuario
nivel: intermedio
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-TL-002, KB-TL-006, KB-TL-007]
citadoPor: [KB-CF-009, KB-TL-016]
enLaApp: https://app.codecontract.io/trackline
---

# Approving or rejecting what is delivered

_Delivered does not mean acceptable. How to review without stalling everything._

**Responde a:** review documents a supplier delivers · reject a document and request another · approve received documentation · the delivered document is not valid

A supplier uploads an expired certificate, or the policy of another company in the group, or a screenshot instead of the document. Delivered, yes; valid, no. Approval is what separates the two.

**En corto**

- Rejecting states what is wrong and re-requests it, in one step.
- The case is not treated as complete with a rejected item inside.
- Whoever approves need not be whoever asked.

## How to reject well

1. **Say what is wrong, specifically** — "It expired in March" or "it is a different company" gets fixed first time. "Not valid" generates three emails.
2. **Keep the original** — It is not deleted: it stays as an attempt, with its date. That is what shows it was asked for in time.
3. **The request reopens itself** — The third party gets a notice with your reason and the same link as always.

| What usually goes wrong | What to write when rejecting |
| --- | --- |
| Expired certificate | "Expired 12/03; a current one is needed" |
| Wrong legal entity | "This is the parent company; we need the invoicing entity" |
| Illegible photo | "The number is unreadable; a scan is needed" |
| Incomplete document | "Pages 3 and 4 are missing" |

> [!WARNING]
> Reviewing everything by hand does not scale. Keep manual approval for what genuinely needs it — insurance, qualifications — and let the rest be accepted on delivery.

> [!NOTE]
> If you reject the same document type from many people, the problem is how you ask for it. Change the request title before continuing to reject.

**Does the person who delivered find out?**

Yes, with the reason you write.

**Can I approve with reservations?**

You can approve and leave a note; the case moves on and the note stays.

**Who can approve?**

Whoever holds that permission. It is often better that it is not the person who asked.

## Ejemplos

**Four suppliers send the parent company's insurance instead of the invoicing entity's.**

- Rejects them stating exactly that
- Changes the request title to "Insurance for the entity that issues the invoices"

→ All four correct it first time and it stops happening with later suppliers.

**Everything that arrives is approved without looking.**

- Checks at least validity and that it is the requested document

→ A complete file means something.

**It is rejected without explaining why.**

- States exactly what is missing

→ The second attempt arrives right.

**Reviews pile up and hold everything back.**

- Shares reviewing among those who can do it

→ The bottleneck stops being one person.

**An expired document is approved unnoticed.**

- Checks the date before approving

→ The expiry warning stays true.

**Nobody knows what is awaiting review.**

- Checks the list of deliveries pending review

→ Reviewing stops depending on remembering.