# Incoming Inspection Checklist for Receiving Inspectors > Source: https://netray.co/tools/incoming-inspection-checklist > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Free Tools ## Short answer A practical receiving inspection checklist covering documents, packaging, identification, visual and dimensional checks, certificates and disposition. ## Category quality ## Industry Discrete Manufacturing ## Audience - Receiving inspector - Incoming quality - Supplier quality engineer - Warehouse supervisor ## Tool **Kind:** checklist **Groups:** #### 1. Paperwork and identification **Items:** **Text:** Purchase order number on the packing list matches an open PO **Critical:** true **Text:** Part number and revision on the packing list match the PO **Critical:** true Quantity received matches the packing list and the PO within tolerance **Text:** Supplier is on the approved supplier list for this part or process **Critical:** true Lot, batch or heat number is recorded and legible **Text:** Certificate of conformance or material certificate is present **Critical:** true Packing list is signed or stamped where the contract requires it Any special requirements on the PO (source inspection, first article, country of origin) are checked #### 2. Packaging and condition on arrival **Items:** Outer cartons or crates show no crush, water or impact damage **Text:** Shipping damage is photographed and noted on the carrier delivery receipt before signing **Critical:** true Labels are on the correct face and match the contents Packaging protects against corrosion, ESD or contamination as the part requires Moisture sensitive items have an intact bag and a humidity indicator within limits **Text:** Shelf life or expiry dates are present and have enough life remaining **Critical:** true Temperature indicators on cold chain items are within range #### 3. Sampling and visual inspection **Items:** **Text:** Sampling plan and AQL are identified from the control plan or inspection instruction **Critical:** true Sample is drawn at random across the lot, not from one carton Marking, engraving and labeling match the drawing No cracks, burrs, dents, rust, discoloration or foreign material beyond the accept criteria Surface finish and plating or coating appear uniform **Text:** Counterfeit or suspect part indicators are checked on electronic or critical parts **Critical:** true Color and cosmetic standards are compared with a master sample or photo #### 4. Dimensional and functional checks **Items:** **Text:** Gages and instruments used are in calibration and listed on the report **Critical:** true **Text:** Critical and key characteristics on the drawing are measured and recorded **Critical:** true Fit or go no-go checks are done where the inspection plan requires them Measurement results are recorded as values, not just pass or fail, for key dimensions Weight, hardness, torque or electrical tests are completed per instruction Material verification (PMI, hardness or lab test) is done when required by the PO Results are compared with the certificate values where the PO calls for it #### 5. Disposition and records **Items:** **Text:** Inspection result is entered in the ERP or quality system with the inspection lot number **Critical:** true Accepted material is moved to unrestricted stock and the tag or status is updated **Text:** Rejected material is tagged and moved to quarantine, not left in the receiving area **Critical:** true **Text:** A nonconformance report is raised for every rejection and linked to the supplier **Critical:** true Supplier is notified and a return or corrective action request is started when required Retention samples or certificates are filed for the retention period in your procedure Inspector signs and dates the report **Scoring Note:** Every critical item must be answered yes before material is released. Treat any critical item marked no as a hold: do not release the lot until the issue is resolved or a documented deviation is approved. ## Content **Intro:** Receiving inspection is the last point where you can stop a bad lot before it reaches the shop floor. This checklist walks an inspector through paperwork, packaging, sampling, measurement and disposition in the order the work is normally done. **Sections:** #### How to use the checklist **Body:** Work through the five groups in order. Tick each item as you complete it, and use the critical flag to separate items that must be done before the lot is released from items that are good practice. Export the checked list to PDF or Excel and attach it to the receiving record. The checklist is generic: add the characteristics from your own drawing, control plan or purchase order, and remove items that do not apply to the commodity you are receiving, such as shelf life for machined metal parts. **Bullets:** - Start with documents before opening any packaging. - Photograph damage before signing the carrier receipt. - Record measured values for key characteristics, not only pass or fail. #### Tailor it by commodity **Body:** A checklist for castings differs from one for electronic components or fasteners. For machined parts, expect more dimensional work and fewer cosmetic checks. For electronics, add date code, moisture sensitivity level, ESD handling and counterfeit mitigation. For raw material, certificate to heat number traceability and chemical or mechanical property checks matter most. Keep one master checklist and create short variants by commodity so inspectors are not skipping long irrelevant sections. #### ERP and records **Body:** In most ERPs the receipt creates an inspection lot or places stock in a quality inspection status. In SAP QM an inspection lot is created at goods receipt and the usage decision releases stock. In SyteLine and Epicor the receipt can route material to an inspection location until accepted. Whatever system you use, make sure the inspector's decision, the quantity accepted and rejected and the supplier are recorded against the receipt, so the data can feed supplier scorecards later. #### Common mistakes **Body:** Common failures are releasing material before the usage decision, inspecting from only the top layer of a pallet, using an out of calibration gage, and accepting a certificate without checking that the heat or lot number matches the parts. Another is closing a rejection without a nonconformance record, which removes the evidence needed for a supplier corrective action request. Keep the quarantine area clearly marked and physically separate from good stock. **Cta:** If receiving inspection results sit in paper or spreadsheets, we can discuss how to capture them in your ERP and summarise supplier quality trends. **Faq:** #### What should be checked first in incoming inspection? **Answer:** Start with documents: purchase order number, part number and revision, quantity and certificates. If the paperwork does not match, there is no reason to open and measure the parts yet. Then check packaging condition and photograph any damage before signing for the delivery. #### How many pieces should I inspect from each lot? **Answer:** It depends on the sampling plan in your control plan or the supplier agreement. Many plants use ANSI/ASQ Z1.4 general inspection Level II with an AQL set by defect class. Critical features may need 100 percent inspection or a certificate review in addition to sampling. #### Do I still need incoming inspection for certified suppliers? **Answer:** Often the scope can be reduced, but it should not disappear without evidence. Many plants move good suppliers to reduced sampling or skip lot inspection after a run of accepted lots, while still checking paperwork and identification on every receipt. #### What do I do with rejected material? **Answer:** Tag it, move it to quarantine, raise a nonconformance report and notify the supplier and buyer. The disposition could be return to vendor, rework, sort, use as is with an approved deviation or scrap. Follow your documented procedure and record the decision. ## Search terms incoming inspection checklist, receiving inspection checklist, incoming material inspection checklist, iqc checklist, goods receipt inspection checklist, incoming quality control checklist, receiving inspection procedure, raw material inspection checklist --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json