The quick answer
If your requisition form provides the custom line field and your role can edit and reject the record, edit the existing item line, select the reason, commit the line and save the requisition. Check that it still says Pending Approval. Then use Reject and verify that both the record badge and Approval Status read Rejected. Saving a reason and rejecting the requisition are separate actions.
Person and operating-company names in these screenshots are fictional example data. Use your own records and configured reason values.
Before you start
This example uses a Requisition, a role that can edit the pending record and act on its approval, and a custom item-line column named Reason Code (PO). That label and its choices belong to the configured form. They are not a standard mandatory rejection-reason mechanism.
Confirm that your account exposes the required field and approval action before following these steps. A Purchase Request uses a different record type and approval process. If you cannot edit the requisition or see Reject, check the acting role, form and approval configuration with your administrator.
01. Review the pending requisition
Start on saved requisition RQ24018. Check the Requisition title and Pending Approval badge. In this configured example, Edit and Reject are available to the reviewer.
Review the existing item line before changing it. Here, Packing Sleeves requests 12 Each. The reason will be entered on that line.
02. Enter and commit the custom line reason
Choose Edit, then open the existing item line for editing. Move across the Items sublist to Reason Code (PO). Open its inline list and select the configured value Quantity mismatch. Available values may differ in another account.
Move back to the line confirmation control and choose OK. Check that Quantity mismatch now appears in the committed line before saving the whole transaction.
03. Save and check Pending Approval
Choose Save. On the saved requisition, check Transaction successfully Saved and the Pending Approval badge. The save completed and the requisition remains Pending Approval; rejection has not yet been performed.
04. Reject and verify the result
If your configured role provides Reject, choose it on the saved requisition. Complete any confirmation presented by your account. Check the Rejected badge, then the Approval Status field under Approval Routing. Both should read Rejected.
The reason was entered on one line. In this demonstrated flow, Reject changes the requisition's approval outcome rather than independently rejecting that line. This example does not establish notifications, mandatory-reason enforcement, resubmission rules or downstream ordering behavior. It also does not recheck the line reason after rejection.
Common questions
Does saving a reason code reject the requisition?
Saving the reason and rejecting the requisition are separate operations in this example. After saving, the badge still reads Pending Approval. The reviewer then chooses Reject and checks the resulting Rejected status.
Is Reason Code (PO) a standard required rejection field?
It is a custom item-line column in this example. Its label, choices and requirements depend on the form and account configuration. Do not assume another account provides the same field or requires a reason before rejection.
Why can I not edit a requisition that is Pending Approval?
The acting role and approval configuration determine whether that record can be edited. Check the record type, form, role and approval process with your administrator. The availability of Edit in this example does not establish that it is available to every reviewer.
Does Reject reject only the line with the reason?
In this demonstrated flow, the reason belongs to the item line while the configured Reject action changes the requisition's approval outcome. This procedure does not show independent line rejection.
How do I confirm that the requisition was rejected?
Check the saved record's status badge and Approval Status field. Both read Rejected in this example. A saved confirmation or a selected reason alone does not establish rejection.