Material Certification Log Worksheet
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.
| Received | PO number | Supplier | Material | Heat or lot number | Job number | Qty received (pcs or ft) | Cert on file | Spec verified | |
|---|---|---|---|---|---|---|---|---|---|
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.
Automate lot traceability reports
Optional: discuss pulling heat lot to job to shipment trails from your ERP.
Optional. The tool and every export work without this. No spam.
How to use the log
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
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.
- 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
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
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.
Frequently Asked Questions
Does this meet AS9100 traceability requirements?
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?
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?
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?
No. The worksheet runs in your browser and exports locally to Excel, PDF or CSV.
If you want lot traceability pulled from receiving, travelers and shipping automatically, Netray can help build that on top of your ERP data.
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