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Receiving Inspection Lot Disposition Log (Excel)

Every receiving dock needs a running record of what was inspected and what happened to it. This worksheet is that record: enter each lot once, and it calculates the defect rate, PPM and reject flag, with totals you can paste straight into a supplier review.

Download:

Sample defect %	PPM	Reject flag (1 = reject)
1.25	12,500	0
4	40,000	1
0	0	0
5	50,000	1
2.5	25,000	0

Total pieces received

10,600

Total pieces sampled

685

Total defectives found

Lots flagged for rejection

Overall sample defect rate (%)

2.6277

Overall PPM

26,277

Lot rejection rate (%)

40%

Sample sizes and acceptance numbers shown are examples. Take yours from your sampling plan (for example ANSI/ASQ Z1.4) and your supplier agreement. The reject flag is a prompt, not a disposition; the disposition column records the decision.

Feed this log from your ERP

Optional: a review of how to pull receiving inspection results automatically instead of retyping them.

Optional. The tool and every export work without this. No spam.

How to use it

Add one row per inspected lot. Enter the lot or PO number, supplier, part number, date, lot quantity, the sample size you actually inspected, the defectives found and the acceptance number from your plan. The calculated columns show the sample defect rate, the PPM and a reject flag when defectives exceed the acceptance number. Then record the disposition. Export to Excel to keep a monthly archive or to feed a supplier scorecard.

Delete the example rows before you start.
Record the actual sample taken, even if the plan said otherwise.
Use Hold for lots waiting on engineering review.

What the columns mean

The sample defect rate is defectives divided by sample size, expressed as a percent. PPM scales the same ratio to a million, the unit most supplier contracts use. The reject flag is 1 when defectives found exceed the acceptance number Ac, and 0 otherwise. Totals and the overall rate at the bottom pool all lots, which is useful for a quick supplier trend but should not mix different parts with different criticality without care.

Reading the summary

In the example, five lots show two flagged rejects and a lot rejection rate of 40 percent, yet the pooled defect rate is around 2.7 percent. These two numbers say different things: one tells you how often lots fail, the other how bad the failures are. A supplier with few but severe rejects needs a different conversation from one with frequent marginal ones.

Common mistakes

Do not overwrite the sample size with the lot size when screening a rejected lot, or the defect rate will look artificially low. Keep sampling and screening results on separate rows. Also remember that a lot accepted by sampling still contains defects; the log shows the sample, not the whole lot.

Frequently Asked Questions

Can I use this for AQL sampling?

Yes. Enter the sample size and acceptance number from your AQL table for each lot. The worksheet does the comparison and flags lots with more defectives than the acceptance number.

How do I record a lot that was 100 percent screened?

Add a second row for the screening, with the screened quantity as the sample size and the defectives found. Set Ac to 0 if you want any defective to flag, and mark the disposition accordingly.

Does it replace my ERP receiving inspection?

No. It is a lightweight record for sites without a quality module, or a working sheet beside one. Where an ERP inspection lot exists, treat the ERP as the system of record.

How many rows can I log?

As many as you like in the browser, and everything exports to Excel. For long histories, export monthly and start a fresh log to keep it fast.

If this log lives in a spreadsheet today but your ERP already receives the goods, we can help feed it automatically from inspection lots. Ask for a short review.

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