Incoming Electronic Component Inspection Record Template
Most component problems are cheaper to catch on the dock than on the line. This record gives receiving a consistent list of identification, packaging and moisture checks and a place to write what was found.
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Incoming Electronic Component Inspection Record Template
Incoming Inspection Record
Company: Acme Electronics Ltd Purchase order: PO-451877 Supplier: Example Distribution Inc Inspection date: 2026-10-20
Part identification
Manufacturer part number: STM32G431CBT6 Manufacturer: STMicroelectronics Lot or batch: LOT-7731A Date code: 2542 Quantity received: 5000 MSL on label: MSL 3
Checks
| Check | Accept | Reject | N/A | Note |
|---|---|---|---|---|
| Packing slip matches PO and quantity | ||||
| Label MPN and manufacturer match PO | ||||
| Date code within allowed age | ||||
| Certificate of conformance present | ||||
| Moisture barrier bag intact, HIC read | ||||
| ESD protective packaging used | ||||
| Reel or tray undamaged, no bent leads | ||||
| Marking and finish consistent with sample | ||||
| Country of origin as declared |
Findings
Reel labels match PO. Humidity indicator card reads below 10 percent. No damage to dry pack.
Disposition
Result: Accepted
A starting point. Adapt checks to your sampling plan and customer requirements. Where authenticity is in doubt, escalate to your counterfeit avoidance procedure rather than relying on a visual check. MSL handling should follow the label and the J-STD-033 practice your site uses.
Link inspection to ERP lots
Optional: see how inspection results can attach to receipts and lots.
Optional. The tool and every export work without this. No spam.
How to use it
Complete one record per lot received. Fill in the purchase order, part, lot and date code from the label, then work down the check table and mark accept, reject or not applicable. Add notes for anything unusual and pick the overall result. Export to PDF and attach it to the receipt in your ERP or quality system. For regular suppliers with a good history, reduce the sampling level; for new or independent sources, check every lot.
- Compare labels with the purchase order, not only the packing slip
- Photograph labels and damaged packaging
- Check that the date code meets your age limit
- Quarantine anything held before putting it into stock
What the checks protect against
Label and marking checks catch wrong or substituted parts. Date code checks protect solderability and shelf life. The moisture barrier bag and humidity indicator card matter for moisture sensitive parts: if the card shows exposure, the parts may need baking before reflow. ESD packaging checks protect sensitive devices. None of these prove authenticity, so use them as the first screen, not the only one.
Tying it to the ERP
In most ERPs the receipt creates stock in a quarantine or inspection location, and a quality disposition moves it to available stock. Use the result field to decide the move. Record lot and date code on the stock record so you can trace any later failure back to this receipt. If your ERP supports inspection plans, align the checks here with the plan so the paper and the system agree.
Common mistakes
Mistakes include checking only the outer carton label, ignoring date code limits on slow moving parts, opening dry packs without logging the exposure time, and accepting parts with an unreadable humidity card. Another is skipping the record for urgent shortage buys, which are exactly the lots with the highest risk.
Frequently Asked Questions
Is a visual check enough to detect counterfeits?
No. A visual check is a first screen. For high-risk lots use added tests such as external visual under magnification, marking permanency, X-ray or decap through a qualified lab, depending on your risk level and customer requirements.
What date code age is acceptable?
It depends on the part, packaging and your customer. Many sites set an age limit such as 24 months for general parts and apply tighter limits for solderability sensitive finishes. Use your own procedure.
How do I record MSL exposure?
Record the time the dry pack was opened and the floor life of the part's MSL level, then track floor time until the parts are reflowed or re-baked. Many sites use a label or an MSD tracking system.
Do I need one record per reel?
Usually one per lot received, with a note of how many reels were checked. For small lots or high risk parts, a record per reel is common.
Netray can help link inspection results to ERP receipts and lot records so failures trace back to supplier and date code quickly.
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