6.1 Receiving, inspection routing & identification

Receiving acts as the gateway for the manufacturing system. Once a component passes this point, the ERP typically assumes it is “good active inventory”—available for planning, picking, and production. Allowing incorrect, damaged, or counterfeit material to bypass receiving controls can corrupt master data and lead to line stoppages or field failures. The objective is clear: incoming material must be verified against a valid Purchase Order (PO) or segregated into Quarantine.

Pre-receipt validation (the outer gate)

Before accepting custody from a freight carrier, the external condition of the shipment must be evaluated. Signing for damaged freight without notation must be avoided.

• The Condition: The packaging shows signs of severe impact, crushing, or liquid damage.
• The Protocol: The shipment must be refused or signed with an explicit exception (e.g. “Received Damaged - Subject to Inspection”).
• The Condition: The shipment lacks a formal Packing List or visible Sender ID.
• The Protocol: The package must be moved to Quarantine. It must not be opened until Procurement or Receiving can identify the source.

Identity verification (the 3-way match)

The receiving operator should verify that the physical item perfectly matches the digital ERP demand. Prioritize the Manufacturer Part Number (MPN) over a distributor’s internal SKU.

1. Retrieve the PO: Scan or enter the PO number. Receiving should halt if no open, approved PO exists in the ERP.
2. Verify the MPN: Compare the Manufacturer Label on the physical package directly against the PO MPN.
   • The Guidance: Distributor labels can sometimes mask the actual MPN. The original factory label must always be checked.
   • The Protocol: If the MPN differs (even by a single suffix like “TR”), the material must be held. It must be verified with Component Engineering if the variant is acceptable.
3. Verify the Revision: If the PO specifies a revision (common for bare PCBs and custom mechanicals), the physical part must match exactly.
   • The Protocol: If Rev A is received but Rev B was ordered, the material must be moved to Quarantine immediately.

Pro-Tip: Relying solely on visual similarity must be avoided. A 10kΩ 0402 resistor looks identical to a 1kΩ 0402 resistor. The printed marking code or the factory barcode scan must always be relied upon.

Quantity & integrity checks

The count must be verified and the physical condition examined before booking material into the ERP.

• Count Verification:
  • Reels/Tape: The sealed factory quantity label must be verified. Unreeling to manually count must be avoided unless the factory seal is already broken.
  • Loose/Bulk: Calibrated digital counting scales must be used.
  • The Protocol: If a quantity variance exceeds standard tolerance (e.g. ±0.5%), the actual received quantity must be booked and the Buyer alerted to reconcile the invoice.
• MSD (Moisture Sensitive Devices) Integrity Check:
  • The Humidity Indicator Card (HIC) and the Moisture Barrier Bag (MBB) must be visually inspected.
  • The Protocol: If the MBB is punctured or the HIC indicates high humidity, the material must be moved to Quarantine for baking or return to the supplier. Compromised MSDs must not be routed to active stock, as they may delaminate during reflow soldering.

Documentation & traceability

The specific physical data required for traceability must be captured.

• Date Code / Lot Code: The Date Code (“DC”) and Factory Lot Number must be recorded directly into the ERP receipt transaction.
  • The Protocol: If the Date Code exceeds the maximum allowable age (e.g. 24 months), the system should flag or block the receipt to prevent solderability issues.
• CoC (Certificate of Compliance): If the PO requires a CoC (common in Mil/Aero/Medical), it must be ensured to be present and legible.
  • The Protocol: If the CoC is missing, the material must be held. It cannot be released to production without the required documentation.

Routing logic

Every physical receipt should prompt a specific system status. Leaving material in an undefined “Received” state must be avoided.

• Scenario A: The Perfect Match
  • The Condition: MPN matches, quantity is correct, packaging is intact, and documents are present.
  • The Action: Material must be routed to Main Stores (ERP Status: Available).
• Scenario B: Inspection Required
  • The Condition: Part requires physical QC (e.g. custom metal, bare PCB, or unproven supplier).
  • The Action: Material must be routed to Incoming Inspection (ERP Status: QC Hold). The WMS should prevent picking for kits.
• Scenario C: Discrepancy Detected
  • The Condition: Wrong part, damaged goods, missing documentation, or unknown PO.
  • The Action: Material must be routed to Quarantine (ERP Status: Blocked) and a physical identification tag (e.g. “HOLD”) applied.

Final Checkout: Receiving, inspection routing & identification

Control Point	Process Requirement	Operational Impact
PO Linkage	Receipts tie to a valid, open PO line.	Prevents unapproved spend and phantom inventory.
MPN Validation	Factory labels are matched to the PO MPN.	Prevents incorrect components from reaching the line.
MSD Integrity	MBB seals and HIC cards are verified.	Reduces risk of delamination during reflow soldering.
Date Code	Component age limits are verified (e.g. ≤ 2 yrs).	Helps ensure solderability is maintained.
System Status	Material maps to Available, QC Hold, or Blocked.	Ensures WMS logic aligns with physical availability.