A receiving inspection checklist is the record of what you checked on an incoming lot before it is released to stock: paperwork, quantity, identification, condition and the characteristics your inspection plan calls for. This spreadsheet calculates accept or reject for each check and the lot disposition, so the decision is consistent and documented.
Header
Supplier, Part number / revision, PO number, Lot / batch, Qty received, Inspection plan reference, Inspector, Date
Checks
11 pre-filled checks with requirement and method, plus blank rows
Results
Sample size, qty nonconforming and accept number, with Accept / Reject calculated per check
Decision
Checks completed, failed and outstanding, and ACCEPT / REJECT
Example Example Manufacturing Co., a fictional manufacturer, receives a lot of 500 turned pins. The sample size and accept number below are set by the Example company’s inspection plan; they are not taken from a sampling standard. Look up your own plan’s values.
| Part / revision | PIN-045 rev D |
|---|---|
| PO / lot | PO 7781 / lot 23-114 |
| Qty received | 500 |
| Inspection plan | Sample 50, accept 1 for dimensions (Example values) |
| Check | Sample | Nonconforming | Accept no. | Result |
|---|---|---|---|---|
| Packing slip matches PO | 1 | 0 | 0 | Accept |
| Certificate of conformance present | 1 | 0 | 0 | Accept |
| Material cert matches spec | 1 | 0 | 0 | Accept |
| Outside diameter | 50 | 1 | 1 | Accept |
| Length | 50 | 0 | 1 | Accept |
| Visual — burrs, damage | 50 | 0 | 1 | Accept |
| Field | What to enter |
|---|---|
| Part, revision, supplier, PO, lot | Identifiers from the paperwork and labels. Confirm the revision matches the PO, not just the part number. |
| Qty received | Counted quantity. Count or weigh-count; do not copy from the packing slip. |
| Check | What is being verified. Pre-fill per part from the drawing and your inspection plan. |
| Requirement | Specification, tolerance or document required. Reference the drawing or spec number and revision. |
| Method / gauge | How it is checked and the gauge ID. Use gauges under calibration control and record their IDs. |
| Sample size | Units checked for that line. Take it from your sampling plan; use 1 for document checks. |
| Qty nonconforming | Units that failed the check. Enter 0 when all pass so the formula can calculate. |
| Accept number | Maximum nonconforming allowed for that line. From your plan; 0 for documents and critical characteristics. |
| Result | Calculated — Accept or Reject. Formula: nonconforming ≤ accept number. |
| Lot disposition | Calculated — accept, or reject and hold. Any rejected line holds the lot pending MRB/NCR. |
| Inspector and date | Who released the lot and when. This is the release record auditors ask for. |
They usually mean the same thing: checking purchased product when it arrives and before it is used.
Use a recognised sampling plan, such as ANSI/ASQ Z1.4 attribute sampling, chosen with your inspection level and acceptance quality limit. Our AQL sampling tool can help you look it up.
Not necessarily. Standards ask you to set controls based on risk and supplier performance; many companies reduce inspection for proven suppliers and tighten it after problems.
Each line compares the nonconforming count with its accept number. If any line rejects, the lot disposition changes to reject and hold.
Hold and identify it, record it on an NCR, decide disposition (return, sort, rework, use-as-is with approval) and consider a SCAR to the supplier.
COPLAIN AI PLATFORM
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