New Part Introduction Request Form Template
Bad item masters start with a vague request. This form collects the identification, planning and supporting data a master data team needs to create a part, BOM and routing correctly, so the first work order does not fail on missing data.
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New Part Introduction Request Form Template
Acme Precision Ltd New Part Introduction Request
Request date: 2026-10-20 Requested by: S. Alvarez, Design Engineer Project: Gearbox Gen 3 Needed in ERP by: 2026-11-05
Part Identification
Part number: GB3-2204-A Description: Housing, gearbox, machined, aluminium 6061-T6 Initial revision: A Material and specification: Aluminium 6061-T6, AMS 4027
Planning Data
Make or buy: Make Unit of measure: EA Source: CNC cell 3, outside anodize by approved vendor
Special requirements: First article inspection required. Lot traceability required. Serialized after final assembly.
Data Required Before Release
| Item | Needed | Provided | Comment |
|---|---|---|---|
| Released drawing or model | Yes | ||
| Parent assembly / where used | Yes | ||
| BOM lines | If assembly | ||
| Routing and work centres | If made | ||
| Approved supplier / quote | If bought | ||
| Inspection plan or FAI | If required | ||
| Lot or serial control | Yes | ||
| Cost estimate | Yes |
Approvals
Map each field to your own item master screen. Do not create the part in the ERP until the drawing is released and the part number has been checked against your numbering policy for duplicates. This is a starting form, adapt it to your quality system.
Check your item master for duplicates
Optional: we can review how a read-only AI agent could flag near-duplicate parts in your ERP.
Optional. The tool and every export work without this. No spam.
How to use the form
The design engineer fills in the identification and planning fields, attaches the drawing and parent assembly, and sends the exported PDF to the master data owner. The checklist table makes missing items visible before the request is queued. Treat any row marked Needed but not Provided as a stop.
- Check the proposed number for duplicates and similar existing parts first.
- State make or buy clearly, since it decides whether a routing or a supplier record is needed.
- Give the unit of measure once and keep it consistent across BOM, purchasing and inventory.
- Flag lot, serial and inspection requirements here, not after receipt.
Why these fields
They map directly to the usual item master decisions: item type, planning method, source, unit of measure, revision control, lot or serial tracking and costing. Whether you run SAP material master views, Epicor Part Maintenance, Infor SyteLine items or NetSuite item records, the same facts have to be known before the record is saved.
Typical flow after approval
Master data creates the item and sets planning parameters, engineering loads the BOM and routing, purchasing adds the supplier source, and quality attaches the inspection plan. Release the part to production only after each of these has been signed. A short cycle is possible when the form is complete.
Common mistakes
Requests without a unit of measure, material callouts that do not match the drawing, and missing serial control are the typical rework triggers. Another is requesting a new number when an existing part with the same form, fit and function could be reused. Ask whether a standard part already exists before approving.
Frequently Asked Questions
Who should approve a new part request?
Usually the engineering manager for technical content and the master data owner for numbering and completeness, with quality added when inspection or traceability rules apply. Keep the approver list short so requests do not stall.
Should the part number be assigned before or after approval?
Follow your numbering policy. Many companies assign a number after approval to avoid gaps and duplicates. If engineering needs a number earlier for drawings, reserve it and mark it as pending in the ERP.
What if the part is only a purchased catalogue item?
Still use the form but keep it short: description, manufacturer part number, supplier, unit of measure and cost. Skip the routing and inspection rows by writing not applicable in the comment column.
Can this feed an ERP import file?
The fields line up with typical item import columns, so you can copy values into your ERP data migration template. Always test in a non-production company first.
If duplicate checks and item creation are slow in your ERP, we can help build a read-only duplicate finder over your item master.
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