# Supplier Incoming Inspection Results Log Worksheet

> Source: https://netray.co/tools/supplier-incoming-inspection-results-log-worksheet
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

An editable log of incoming inspection by lot with sample size, defects found and reject rate per lot, plus overall totals for supplier quality reviews.

## Category

quality

## Audience

- Supplier quality
- Quality engineer
- Receiving inspector

## Tool

**Kind:** worksheet

**Mode:** editable

**Columns:**

#### Receipt date

**Key:** date

**Type:** date

#### Supplier

**Key:** supplier

**Type:** text

#### Part number

**Key:** part

**Type:** text

#### Lot number

**Key:** lot

**Type:** text

#### Lot quantity

**Key:** lot_qty

**Type:** number

**Format:** integer

#### Sample size

**Key:** sample

**Type:** number

**Format:** integer

#### Defective found

**Key:** defects

**Type:** number

**Format:** integer

#### Sample reject rate

**Key:** reject_rate

**Type:** number

**Expr:** defects / sample * 100

**Format:** percent

#### Sample PPM

**Key:** ppm

**Type:** number

**Expr:** defects / sample * 1000000

**Format:** integer

#### Disposition

**Key:** result

**Type:** select

**Options:**

- Accept
- Reject
- Sort 100%
- Use as is (waiver)
- Hold

**Rows:**

**Date:** 2026-10-05

**Supplier:** Northline Castings

**Part:** HSG-4471

**Lot:** L-5521

**Lot qty:** 500

**Sample:** 80

**Defects:** 3

**Result:** Reject

**Date:** 2026-10-07

**Supplier:** Delta Forge

**Part:** SHF-2210

**Lot:** D-8841

**Lot qty:** 1200

**Sample:** 125

**Defects:** 0

**Result:** Accept

**Date:** 2026-10-12

**Supplier:** Summit Machining

**Part:** BRK-1001

**Lot:** S-3302

**Lot qty:** 800

**Sample:** 80

**Defects:** 1

**Result:** Accept

**Date:** 2026-10-14

**Supplier:** Northline Castings

**Part:** HSG-4472

**Lot:** L-5530

**Lot qty:** 400

**Sample:** 80

**Defects:** 2

**Result:** Sort 100%

**Date:** 2026-10-19

**Supplier:** Pacific Metalworks

**Part:** PLT-0332

**Lot:** P-1190

**Lot qty:** 3000

**Sample:** 200

**Defects:** 0

**Result:** Accept

**Totals:**

#### Total quantity received

**Key:** lot_qty

**Agg:** sum

**Format:** integer

#### Total pieces sampled

**Key:** sample

**Agg:** sum

**Format:** integer

#### Total defective found

**Key:** defects

**Agg:** sum

**Format:** integer

#### Worst lot reject rate

**Key:** reject_rate

**Agg:** max

**Format:** percent

**Summary:**

#### Overall sample reject rate

**Key:** overall_rate

**Expr:** sum_defects / sum_sample * 100

**Format:** percent

#### Overall sample PPM

**Key:** overall_ppm

**Expr:** sum_defects / sum_sample * 1000000

**Format:** integer

**Notes:** Sample sizes should come from your sampling plan, for example ANSI/ASQ Z1.4 or a skip-lot rule in your quality procedure. Sample PPM from small samples is a rough indicator only, so use trends over many lots before rating a supplier.

## Content

**Intro:** An incoming inspection log records what receiving found on each supplier lot, which is the raw data behind supplier ratings and corrective actions. This worksheet keeps lot results in one table and calculates reject rate for you.

**Sections:**

#### How to use the log

**Body:** Add one row per lot inspected. Enter the receipt date, supplier, part, lot number, lot quantity, the sample you actually inspected and the number of defective pieces found. The worksheet calculates reject rate and PPM for the sample and shows overall totals. Choose a disposition so the story of each lot is complete. Export to Excel at month end and feed it into your supplier scorecard or quarterly review.

#### The calculations

**Body:** Sample reject rate is defective found divided by sample size, shown as a percent. PPM is the same fraction multiplied by one million. The overall figures use the sums across all rows, which weights large samples correctly instead of averaging the individual rates. Note that this measures the sample, not the whole lot, unless you sorted 100 percent.

**Bullets:**

- Reject rate = defects / sample x 100
- PPM = defects / sample x 1,000,000
- Overall rate uses total defects over total sampled
- Track disposition to separate accepted from sorted lots

#### Using the data

**Body:** Sort by supplier and look for repeats on the same part, which suggests a process problem, and for repeats across parts, which suggests a system problem. A lot rejected on a sample of 80 may justify a SCAR, while three clean lots in a row may justify reduced inspection under your skip-lot rules. Keep rejected-lot rows even after the SCAR closes, because they support later trend and audit questions.

#### Common mistakes

**Body:** Recording only rejects and leaving out accepted lots makes every supplier look worse and removes the denominator. Using different sample sizes with no plan, mixing characteristics so you cannot tell what failed, and not logging the dimension or defect type all weaken the data. Add a defect description in your ERP quality notification so the log links to detail.

**Cta:** If your receiving inspection already lives in an ERP, Netray can build a read-only supplier PPM and trend view from that data on your own servers.

**Faq:**

#### What sample size should I use?

**Answer:** Use the sampling plan in your quality procedure, such as ANSI/ASQ Z1.4 for attributes, or a customer-specified plan. The worksheet records what you used but does not choose it for you.

#### Is PPM from a sample reliable?

**Answer:** Only roughly. A single defect in a sample of 80 gives about 12,500 PPM, which overstates a supplier's true rate. Use trends over many lots.

#### Should accepted lots be logged?

**Answer:** Yes. Without accepted lots there is no denominator, and supplier ratings become unfair. Log every inspected lot, including clean ones.

#### Can I use this for measured variables data?

**Answer:** This sheet is built for attribute pass or fail counts. For measured variables, keep the readings in a separate capability study and log only the disposition here.

## Search terms

incoming inspection log template, incoming inspection report excel, receiving inspection record, supplier lot acceptance log, incoming material inspection format, iqc inspection record template, supplier reject rate tracking sheet

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