# Material Certification Log Worksheet > Source: https://netray.co/tools/job-shop-material-cert-log-worksheet > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Free Tools ## Short answer An editable log linking material heat or lot numbers to jobs, purchase orders and cert status, exportable to Excel for customer or auditor requests. ## Category quality ## Industry Machine Shops ## Audience - Quality manager - Receiving - Shop owner ## Tool **Kind:** worksheet **Mode:** editable **Columns:** #### Received **Key:** received **Type:** date #### PO number **Key:** po **Type:** text #### Supplier **Key:** supplier **Type:** text #### Material **Key:** material **Type:** text #### Heat or lot number **Key:** heat **Type:** text #### Job number **Key:** job **Type:** text #### Qty received **Key:** qty **Type:** number **Unit:** pcs or ft #### Cert on file **Key:** cert **Type:** select **Options:** - Yes - Pending - Rejected #### Spec verified **Key:** spec_ok **Type:** select **Options:** - Yes - No - Not required **Rows:** **Received:** 2026-10-06 **Po:** PO-70441 **Supplier:** Metro Steel Supply **Material:** 4140 PH round 2.0 in **Heat:** H-884512 **Job:** J-24790 **Qty:** 40 **Cert:** Yes **Spec ok:** Yes **Received:** 2026-10-08 **Po:** PO-70452 **Supplier:** Alloy Metals Direct **Material:** 6061-T6 bar 2.5 in **Heat:** L-23-7710 **Job:** J-24871 **Qty:** 60 **Cert:** Yes **Spec ok:** Yes **Received:** 2026-10-12 **Po:** PO-70466 **Supplier:** Metro Steel Supply **Material:** 304 stainless plate 0.5 in **Heat:** H-441207 **Job:** J-24885 **Qty:** 12 **Cert:** Pending **Spec ok:** No **Received:** 2026-10-15 **Po:** PO-70480 **Supplier:** Alloy Metals Direct **Material:** 7075-T651 plate 1.0 in **Heat:** L-23-8120 **Job:** J-24902 **Qty:** 8 **Cert:** Yes **Spec ok:** Not required **Totals:** #### Total quantity logged **Key:** qty **Agg:** sum **Format:** number #### Lots logged **Key:** po **Agg:** count **Format:** integer **Notes:** Rows with Pending or Rejected cert status should not be released to the floor until resolved. Export to Excel to send a traceability extract to a customer. ## Content **Intro:** When a customer asks which heat lot went into a shipped part, the answer should take a minute, not an afternoon in a binder. This log ties each heat or lot number to a PO, a job and a cert status. **Sections:** #### How to use the log **Body:** Add a row at receiving for every material lot. Record the PO, supplier, material description, the heat or lot number printed on the cert and tag, and the job it is allocated to. Set cert status to Pending until you have the paper in hand and compared it to the ordered specification. Edit or delete rows freely, then export to Excel, PDF or CSV. The totals at the bottom give a quick count of lots and quantity. #### What you are verifying **Body:** Receiving inspection of a cert is a comparison, not a rubber stamp. Check that the heat number on the cert matches the tag, that the material grade matches the PO, and that the chemistry and mechanical values meet the specification the customer called out. Aerospace and defense customers may require certs from approved sources or domestic melt, so read the order for flow-downs. **Bullets:** - Heat number on cert equals heat number on material tag - Grade, temper and form match the purchase order - Cert is legible and dated, with supplier name - Special requirements such as melt origin are met #### Connecting to your ERP lot tracking **Body:** JobBOSS, E2 Shop System, Global Shop Solutions and ProShop can track material lots, but many small shops only use that on selected jobs. This worksheet works alongside the ERP or as a bridge while you build the habit. Match the job number to the ERP job so the record is searchable from both sides. #### Common mistakes **Body:** Logging the PO but not the heat number defeats the purpose. Another is cutting a bar into several jobs without recording which pieces went where. If material is split across jobs, add a row per job with the quantity allocated and keep the same heat number. **Cta:** If you want lot traceability pulled from receiving, travelers and shipping automatically, Netray can help build that on top of your ERP data. **Faq:** #### Does this meet AS9100 traceability requirements? **Answer:** It is a working log, not a certified system. AS9100 and customer requirements set what records you must keep and for how long. Use this as a practical tool and check your quality manual and contract for the rules that apply. #### How long should I keep cert records? **Answer:** Retention depends on your customer contracts, regulatory requirements and quality system. Some aerospace and defense contracts require many years. Check each contract and your own procedure. #### Can I log bar stock split across jobs? **Answer:** Yes. Add one row per job with the same heat number and the quantity allocated to each. That keeps the link between heat lot and job clean for audits. #### Is my data uploaded? **Answer:** No. The worksheet runs in your browser and exports locally to Excel, PDF or CSV. ## Search terms material certification log excel, mill cert tracking spreadsheet, heat lot traceability log, machine shop material traceability, receiving inspection log, material cert checklist job shop, lot traceability worksheet --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json