Equipment Factory Acceptance Certificate Template
Acceptance is the moment money, risk and warranty usually shift on a new machine. A written certificate that records what was tested, what failed and what is still open prevents arguments later. This template produces that document for FAT, SAT or final acceptance.
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Equipment Factory Acceptance Certificate Template
Equipment Acceptance Certificate
Buyer: Summit Plastics Manufacturing Supplier: Kraft Automation GmbH Equipment: Robotic palletizing cell, model KP-4 Serial: KP4-2026-0119 Contract: PO-88214, EUR 186,000
Test details
Stage: Factory acceptance (FAT) Date: 2026-10-16 Location: Supplier plant, Stuttgart Acceptance basis: URS rev C and supplier test protocol TP-4
Test results
| Test | Requirement | Result | Pass / Fail |
|---|---|---|---|
| Visual and build check | |||
| Safety functions and e-stop | |||
| Throughput or cycle time | |||
| Quality or accuracy | |||
| Documentation and manuals |
Outcome
Overall result: Accepted with punch list.
Punch list
1. Guard door interlock reset button to be relocated. 2. Operator manual missing wiring diagram appendix. 3. Cycle rate 11 per minute against 12 specified, supplier to retune.
Target close date: 2026-11-30.
Payment and risk
Payment retained until punch list closure: 10 percent of price, EUR 18,600. Signing this certificate records the test outcome only. It does not waive warranty, performance guarantees or latent defects, unless the contract states otherwise.
Sign-off
This template is a starting point, not legal advice. The legal effect of acceptance depends on your contract, including warranty start dates and payment milestones. Align the wording with your purchase agreement before using it as a payment trigger.
Connect acceptance to asset records
Optional: ask how acceptance sign-off can create fixed asset records in your ERP.
Optional. The tool and every export work without this. No spam.
How to use it
Before the test, agree the acceptance criteria in the contract or test protocol. At the test, fill in the machine details, stage and location, then record each test with the requirement and the measured result. Choose the overall outcome honestly: accepted, accepted with a punch list, or not accepted. List each open item with an owner and a close date, and note the amount of payment retained until closure.
- Use the protocol from the contract, not an ad hoc list
- Record measured values, not just pass or fail
- Name a close date for every open item
- Do not sign acceptance and leave the punch list vague
Why the punch list matters
Accepted with punch list is common and healthy, but only if open items are specific and tied to retained payment. Vague items such as improve performance cannot be closed or disputed objectively. Write what will be checked, how, and by whom. Items that affect safety should block shipment or start of production; cosmetic items need not.
Worked example
A palletizing cell is tested at the supplier plant. It runs at 11 cycles per minute against 12 specified, and an interlock reset button sits in a poor position. The team signs Accepted with punch list, retains 10 percent of price, and sets a close date of 30 November. The ERP asset record is created only once the final acceptance certificate follows.
Common mistakes
Teams often sign under schedule pressure and lose their leverage. Other mistakes: no agreed criteria, no safety review before sign-off, accepting without manuals and training, and starting the warranty clock before the machine has actually run in production. Keep the certificate with the PO and capitalization records.
Frequently Asked Questions
What is the difference between FAT and SAT?
FAT is performed at the supplier before shipment, to catch problems early. SAT is performed at your site after installation, with real utilities, materials and operators. Many contracts require both.
Does signing acceptance end the warranty?
No. Warranty normally starts at acceptance or commissioning and runs for a stated period. Signing records test results; it should not waive latent defects unless the contract says so.
How much payment should be retained?
Retention of about 5 to 15 percent until punch list closure and final acceptance is common, but your contract sets the figure. Retain enough to motivate the supplier to finish.
Who should sign?
At least a buyer representative with authority, the supplier representative, and someone responsible for quality or safety. Keep the signed copy in the project and asset file.
If you want asset, PO and payment milestone data from your ERP to populate certificates like this, Netray can help build that on your own systems.
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