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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.

Download:

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

Total quantity received

5,900

Total pieces sampled

565

Total defective found

Worst lot reject rate

3.8%

Overall sample reject rate

1.1%

Overall sample PPM

10,619

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.

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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.

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