⚠ Process Reference: This page documents the complete reject and destruction
workflow as defined in the project proposal. Focus ERP is the official system of record.
All human approvals remain mandatory.
1. 📋 Reject & Destruction Approval Chain
Seven sequential steps. No step can be skipped. Each step requires a formal digital signature in Focus ERP.
1
Create & Save Reject Request
Field supervisor of the detecting department enters reject details in Focus ERP. Batch is automatically placed on hold.
👤 Origin Department Supervisor
2
Department Head Review & Approval
Department head confirms operational data accuracy. Can return for correction with comments.
👤 Department Head
3
QC Compliance Technical Verification
QC team performs physical inspection, matches lab reports, verifies documentation, and recommends disposition.
👤 QC Compliance Team
4
Financial Control Gate
Based on the 3-tier financial gate system (see section below). Finance reviews cost impact and recovery options.
👤 Finance Department
5
QCM / QAM Final Quality Approval
Quality Manager reviews the complete digital package and authorizes disposition (destroy, rework, return).
👤 Quality Control / Assurance Manager
6
Physical Destruction with Witness Committee
Designated committee witnesses the destruction by the approved environmental contractor. Time-stamped photos uploaded.
👤 Witness Committee
7
Automatic Record Lock & Audit Archive
All fields are locked permanently. Record stored as unalterable audit trail for minimum 7 years.
⚙ System (Automatic)
2. 💰 3-Tier Financial Control Gates
Reject transactions are routed dynamically based on estimated cost. This protects company assets and ensures proper financial review before destruction.
| Tier | Cost Threshold | Required Action | Approver |
|---|---|---|---|
| Level 1 — Minor | < SAR 5,000 | No active finance approval required. Proceeds directly from QC to QCM approval. | QCM only |
| Level 2 — Medium | SAR 5,000 – 50,000 | Finance Controller reviews cost impact and confirms asset write-off in Focus ERP before destruction. | Finance Controller + QCM |
| Level 3 — High | > SAR 50,000 | Full hold. Finance Director / Factory Director reviews recovery options (supplier credit, insurance) before any destruction. | Finance Director + Factory Director |
Logic: Items ≥ SAR 5,000 are flagged
finance_review_required.
Items ≥ SAR 20,000 require Finance Director sign-off.
Items ≥ SAR 50,000 trigger full executive review.
3. 👫 Witness Committee Composition
The physical destruction must be witnessed by a formally designated committee. Composition varies by financial tier.
| Tier | Committee Members | Documentation Required |
|---|---|---|
| Level 1 (< SAR 5K) | Single QC Compliance representative | Signed destruction certificate + photo |
| Level 2 (SAR 5K–50K) | QC Compliance rep + Origin Department Head | Signed certificate + time-stamped photos |
| Level 3 (> SAR 50K) | QC Compliance + QA Manager + Finance Rep + Factory Management Rep | Signed certificate + time-stamped photos + video evidence + environmental disposal certificate |
4. 🔒 Inventory Hold & Record Lock Logic
Automatic Batch Hold
When a reject entry is saved in Focus ERP, the batch status is automatically changed to "Quarantine". The batch is excluded from all available stock, MRP calculations, and shipment modules.
Physical Red-Tagging
The originating department must physically transfer the material to the designated quarantine area and attach a red hold tag printed from Focus ERP with the transaction barcode.
No Manual Release
The system strictly prevents any manual release of quarantined stock. Only completion of the full approval chain can authorise release for destruction or alternative disposition.
Permanent Record Lock
After destruction is completed and witnessed, the record is permanently locked. No edits, deletions, or historical modifications are permitted. Retained minimum 7 years per Saudi regulatory requirements.
5. ⚖ Governance & Control Rules
No Electronic Bypass
The system strictly prevents advancing to the next approval step before all prior signatures are completed in Focus ERP's Authorize History.
No Self-Approval
The employee who created the reject entry cannot approve it as Department Head or QCM. This ensures complete segregation of duties.
SLA Time Limits
Standard approvals: 48 hours max. Biological/hazardous materials: 24 hours max. Automatic escalation to higher management if SLA is exceeded.
Justified Return for Correction
Any approver can return the transaction to a previous step for correction, but must provide a written reason for the return.
6. 📖 SOP Flowchart Reference
START: Detect & physically isolate reject
↓
Enter reject in Focus ERP (Origin Dept)
↓
Department Head approves data accuracy
↓
QC Compliance verifies & attaches reports
↓
Cost < 5K SAR → Skip Finance
Cost 5K–50K SAR → Controller Review
Cost > 50K SAR → Director Review
↓
QCM/QAM final quality approval
↓
Digital Destruction Permit generated
↓
Witnessed physical destruction + evidence upload
↓
END: Record locked, stock deducted, audit trail saved
⚠ Important: This workflow is defined in the project proposal documents.
All approvals, holds, and record locks are enforced within Focus ERP.
The AI dashboard is read-only and does not participate in any transactional workflow.
Human approval remains mandatory at every step.