Supplier Incoming Inspection Results Log Worksheet
An incoming inspection log records what receiving found on each supplier lot, which is the raw data behind supplier ratings and corrective actions. This worksheet keeps lot results in one table and calculates reject rate for you.
| Receipt date | Supplier | Part number | Lot number | Lot quantity | Sample size | Defective found | Sample reject rate | Sample PPM | Disposition | |
|---|---|---|---|---|---|---|---|---|---|---|
3.8% | 37,500 | |||||||||
0% | 0 | |||||||||
1.3% | 12,500 | |||||||||
2.5% | 25,000 | |||||||||
0% | 0 |
Sample sizes should come from your sampling plan, for example ANSI/ASQ Z1.4 or a skip-lot rule in your quality procedure. Sample PPM from small samples is a rough indicator only, so use trends over many lots before rating a supplier.
Automate supplier PPM from ERP receipts
An optional review of building a supplier PPM view from your ERP inspection data.
Optional. The tool and every export work without this. No spam.
How to use the log
Add one row per lot inspected. Enter the receipt date, supplier, part, lot number, lot quantity, the sample you actually inspected and the number of defective pieces found. The worksheet calculates reject rate and PPM for the sample and shows overall totals. Choose a disposition so the story of each lot is complete. Export to Excel at month end and feed it into your supplier scorecard or quarterly review.
The calculations
Sample reject rate is defective found divided by sample size, shown as a percent. PPM is the same fraction multiplied by one million. The overall figures use the sums across all rows, which weights large samples correctly instead of averaging the individual rates. Note that this measures the sample, not the whole lot, unless you sorted 100 percent.
- Reject rate = defects / sample x 100
- PPM = defects / sample x 1,000,000
- Overall rate uses total defects over total sampled
- Track disposition to separate accepted from sorted lots
Using the data
Sort by supplier and look for repeats on the same part, which suggests a process problem, and for repeats across parts, which suggests a system problem. A lot rejected on a sample of 80 may justify a SCAR, while three clean lots in a row may justify reduced inspection under your skip-lot rules. Keep rejected-lot rows even after the SCAR closes, because they support later trend and audit questions.
Common mistakes
Recording only rejects and leaving out accepted lots makes every supplier look worse and removes the denominator. Using different sample sizes with no plan, mixing characteristics so you cannot tell what failed, and not logging the dimension or defect type all weaken the data. Add a defect description in your ERP quality notification so the log links to detail.
Frequently Asked Questions
What sample size should I use?
Use the sampling plan in your quality procedure, such as ANSI/ASQ Z1.4 for attributes, or a customer-specified plan. The worksheet records what you used but does not choose it for you.
Is PPM from a sample reliable?
Only roughly. A single defect in a sample of 80 gives about 12,500 PPM, which overstates a supplier's true rate. Use trends over many lots.
Should accepted lots be logged?
Yes. Without accepted lots there is no denominator, and supplier ratings become unfair. Log every inspected lot, including clean ones.
Can I use this for measured variables data?
This sheet is built for attribute pass or fail counts. For measured variables, keep the readings in a separate capability study and log only the disposition here.
If your receiving inspection already lives in an ERP, Netray can build a read-only supplier PPM and trend view from that data on your own servers.
Related Tools
Supplier Corrective Action Request (SCAR) Template
Ready to send SCAR with defect description, required response times, supplier response sections and closure sign-off.
Quality & InspectionSupplier Deviation and Waiver Request Template
A request form a supplier completes to ask permission to ship product that deviates from the drawing or specification, with a customer decision block.
Costing & FinanceSupplier Total Cost of Ownership Calculator
Add freight, duty, poor quality, inventory carrying and ordering cost to the quoted price to see what a supplier really costs per unit and per year.
Supply Chain & InventorySupplier Spend Pareto Analysis Worksheet
An editable spend table that totals supplier spend and orders, calculates average PO value, and gives you the base data for a Pareto or ABC analysis.
More Quality & Inspection tools
See all- SAP QM Process Capability Cp Cpk Calculator
- SAP QM Lot Rejection Rate, PPM and Sigma Level Calculator
- SAP QM Gauge R&R Study Calculator
- SAP QM Cp and Cpk Capability Calculator
- Job Shop Material Certification Log Worksheet
- Job Shop First Piece Inspection Sign-Off Template
- Job Shop Scrap and Rework Cost Calculator
- Master Data Audit Sample Size Calculator
- Data Quality Sigma Level Calculator
Keep exploring
Free tools
- Receiving Lot Acceptance Log WorksheetA lot-by-lot log for incoming inspection. Enter sample size, accept number and defects found; accept or reject and defect rate are calculated.
- Inspection Results SQL Query GeneratorFill in your own inspection table and column names to generate SQL for lot reject rate by supplier and top failing characteristics.
- Incoming Inspection ChecklistA practical receiving inspection checklist covering documents, packaging, identification, visual and dimensional checks, certificates and disposition.
ERP fixes and how-tos
- NetSuite Quality Management: Incoming Inspection and QuarantineNetSuite has no full QMS, but inventory status, workflows and custom records give incoming inspection, quarantine and NCR tracking. Setup steps and limits.
- Inspection Results and Inspection Plan Reports in SAP QMWhich SAP QM transactions report inspection results and inspection plans? Use QA32, QE03, QGC1 for evaluation and QP19 for plan lists, plus the QM tables behind them.
- What Is First Article Inspection in SAP, and How to Run It in QMFirst article inspection in SAP means inspecting the first piece of a production run through QM. Learn the inspection type, lot trigger and results recording.
Runs with your ERP
- emQC quality control with SAP Business One: incoming, in-process and final inspectionHow Embee's emQC add-on adds incoming, in-process and finished goods inspections to SAP Business One, with setup steps, pitfalls and where AI can help.
- NetSuite Quality Management SuiteApp: inspections and nonconformanceWhat the NetSuite Quality Management SuiteApp does: inspection specs, queues, sampling and nonconformance workflows. Setup, pitfalls, alternatives and AI uses.
Guides
- SyteLine Receiving and Quality Inspection Workflow ConfigurationConfigure SyteLine receiving and quality inspection workflows. Set up PO receiving, inspection plans, and non-conformance triggers in CloudSuite Industrial ERP.
- SyteLine Supplier Quality Management Configuration GuideConfigure SyteLine supplier quality management for vendor quality scoring, incoming inspection tracking, and supplier corrective actions in CloudSuite Industrial.
- How to Set Up Inspection Plans in SyteLineStep-by-step guide to configuring inspection plans in Infor SyteLine. Define sampling rules, inspection operations, quality characteristics, and pass/fail criteria for incoming, in-process, and final inspections.