Receiving Lot Acceptance Log Worksheet
Receiving inspectors need a simple running record of which lots came in, how many were checked and whether they passed. This worksheet logs each lot, decides accept or reject from your accept number, and totals the lot acceptance rate.
| Date received | PO number | Supplier | Part number | Lot qty | Sample size | Accept no. (Ac) | Defects found | Accepted (1 = yes) | Sample defect rate | |
|---|---|---|---|---|---|---|---|---|---|---|
1 | 0% | |||||||||
1 | 1.6% | |||||||||
0 | 6% | |||||||||
1 | 3.1% |
Take sample size and accept number from the sampling plan in your inspection procedure. A lot is accepted when defects found is at or below the accept number. Rejected lots go to the MRB or back to the supplier.
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How to use the log
Add a row for each received lot. Enter the PO, supplier and part, then the lot quantity, the sample size from your sampling plan and the accept number Ac. After inspection, type the number of defective units or defects found. The accepted column returns 1 when found is at or below Ac, and the sample defect rate shows the percentage found in the sample. Export to Excel monthly and use the supplier column to filter by vendor.
Acceptance logic
Single sampling by attributes has one rule: inspect n units, accept the lot if defects found are at most Ac, reject if they are at least Re, which equals Ac plus one. This is the same structure used by ANSI/ASQ Z1.4 style plans. The worksheet does not choose n and Ac for you, so take them from the plan your procedure or customer specifies, and apply the same plan consistently for the same part and supplier.
- Row 3 above found 3 against Ac of 1, so the lot is rejected
- Row 4 found 1 against Ac of 1 and is accepted
- Sample defect rate is not the lot defect rate, it is only an estimate
Reading the acceptance rate
The lot acceptance rate is a quick supplier health indicator. Trend it by supplier over a quarter. A supplier falling below your target repeatedly may need tightened inspection under the switching rules in your plan, or a supplier corrective action request. A supplier with a long clean run may qualify for reduced inspection or skip lot treatment, if your procedure allows it. Keep the rejected lot disposition in the same record.
Common mistakes
Do not change the sample size after seeing early defects without documenting why. Do not average defects across lots to hide a rejected lot. Do not count a reworked lot as accepted without reinspection under the plan. Always log the PO and part, because without them you cannot trace a rejection back to a receipt in the ERP. Record rejected lots in a quarantine location until the board dispositions them.
Frequently Asked Questions
Where do I get sample size and accept number?
From the sampling plan your quality procedure or customer specifies, such as ANSI/ASQ Z1.4 tables by lot size and AQL, or a fixed customer plan. Some plans use zero acceptance. This worksheet records results, it does not pick the plan.
What counts as a defect found?
Count according to your plan: defective units for percent defective plans, or individual defects for defects per hundred units plans. Define the unit and the defect classification in your inspection instruction so every inspector counts the same way.
Should I log accepted lots too?
Yes. Acceptance history is what supports reduced inspection and supplier ratings. A log of only rejections cannot show a trend or justify a change in sampling level.
Can I use it for 100 percent inspection?
Yes. Set sample size equal to lot quantity and accept number to zero if no defects are allowed, or to the allowed count. The accept logic works the same way.
If lot results are kept in spreadsheets while the ERP receives goods blindly, Netray can help route sampled lots to inspection and post results back.
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