Match the document to the material
Compare the product code and lot reference on the packaging, order and certificate. Record which quantity each lot covers. A representative COA provided with a quotation is useful for discussion but is not the delivered-lot certificate.
Ask the supplier to explain mismatched or absent identifiers before material enters use. Do not let a familiar company heading outweigh an unexplained difference in the product or batch field.
Separate three kinds of number
A typical figure describes a product expectation, an agreed limit defines an acceptance condition and a batch result reports a stated measurement. Check which category each value belongs to. A document containing all three should make their roles distinguishable.
Retain the method and units for critical properties. A viscosity result measured under different preparation conditions may not be directly comparable with the controlling specification. Missing methods are a clarification task, not permission to invent a conversion.
Keep analytical and process approval distinct
A conforming release result does not establish every plant outcome. Where receipt testing is agreed, compare identified material under a reproducible method and retain the representative feed condition. A favorable informal beaker test does not resolve a certificate discrepancy either.
Use the method review for incompatible measurements. If the concern is changing treatment behavior, include preparation and process observations through the quality enquiry record.
Document disposition and exceptions
Follow the receiving procedure for material on hold and preserve labels and relevant records. Agree what additional evidence is needed before release. Do not mix disputed and approved lots to clear storage space.
If a concession is accepted, attach it to the specific shipment and reason. Keep it separate from the normal specification so a later repeat order does not silently inherit an exceptional acceptance basis.
Purchasing evidence to keep
| Approval point | Record needed |
|---|---|
| Identity | Physical labels, order and certificate identify the same code and lot. |
| Numbers | Typical value, agreed limit and measured result remain distinguishable. |
| Disposition | Release, hold or concession applies to the stated material and evidence. |