China Factory Inspection Defect Log with AQL Pass/Fail
Whether the QC is done by your own engineer, a third-party inspection firm or the supplier, you need a single log of what was sampled, what was found and whether the lot passes. This worksheet records defects by severity and gives an immediate pass or fail per lot.
| Lot / PO line | Part number | Lot quantity | Sample size | Critical defects | Major defects | Minor defects | Major Ac | Minor Ac | Total defects | Defect rate | Pass (1) / Fail (0) | Inspector | Date | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
15 | 7.5% | 1 | ||||||||||||
19 | 9.5% | 0 | ||||||||||||
9 | 7.2% | 1 | ||||||||||||
4 | 5% | 0 | ||||||||||||
24 | 7.6% | 1 |
Sample sizes and Ac numbers in the examples follow common ANSI/ASQ Z1.4 / ISO 2859-1 single sampling, normal inspection, general level II, with AQL 2.5 for major and 4.0 for minor and zero critical defects accepted. Always read the values from the current standard table for your lot size and AQL before inspecting. This sheet applies the accept numbers you enter; it does not choose them.
Inspection data into your ERP
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How to use the log
Add one row per lot. Enter the lot quantity, the sample size read from the sampling table, and the number of critical, major and minor defects found. Enter your accept numbers for major and minor defects from the AQL table. The sheet computes total defects, defect rate and a pass flag that is 1 only when there are no critical defects and major and minor counts are within their accept numbers. Export to Excel or PDF and attach it to the inspection report.
The method behind it
Attribute sampling plans such as ANSI/ASQ Z1.4, equivalent to ISO 2859-1, give a sample size from the lot size and inspection level, and an accept (Ac) and reject (Re) number from the acceptance quality limit. If the defects found are at or below Ac the lot is accepted, if at or above Re it is rejected. Defects are classified by severity: critical affects safety or legal compliance, major affects function or use, minor is cosmetic or small deviation. Define the classes in a written defect list before inspection starts.
Reading the results
A pass means the sample evidence supports accepting the lot at your AQL, not that the lot is defect free. A lot with many defects just under the Ac number is a warning sign and should trigger tightened inspection or supplier feedback. The summary shows lot acceptance rate and the average defect rate. Track them by supplier over time and use a change to tightened or reduced inspection according to your plan.
- Any critical defect fails the lot in this sheet
- Failed lots: sort, rework or reject by agreement, then re-inspect
- Repeated failures: raise a corrective action request
Mistakes and ERP links
Typical errors include inspecting the first cartons only, mixing batches in one sample, not recording the sample draw method and changing the AQL after seeing results. Define random carton selection in advance. In an ERP, an inspection lot with results recording (SAP QM, Infor, Epicor or Oracle quality modules) can hold the same data and drive usage decisions. Use this sheet where the supplier's factory has no access to your system.
Frequently Asked Questions
What AQL should I use?
A common starting point for consumer and industrial goods is 0 for critical, 2.5 for major and 4.0 for minor defects. Safety-critical, medical or aerospace parts need tighter limits or 100% inspection. Set AQL by risk and agree it in the supply contract.
How do I find the sample size?
Use the lot size and inspection level (general level II is common) to find a sample size code letter in the Z1.4 table, then read the sample size and accept number for your AQL. Many buyers publish a one-page table for suppliers to avoid disagreements.
Is this the same as a pre-shipment inspection report?
It is the data record that sits inside one. A full pre-shipment inspection report also covers quantity, packing, marking, function tests and photos. Use this sheet for the defect results and our pre-shipment inspection template for the full report.
What if the lot fails?
Agree the action in the contract: 100% sorting by the supplier at its cost, rework, or rejection. After correction the lot is re-inspected, usually under tightened inspection. Record the disposition and the reason, and raise a corrective action request if the cause is repeated.
If inspection results from Chinese suppliers arrive by email and spreadsheet, Netray can help bring them into your ERP quality module so usage decisions and supplier ratings update automatically.
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