6.1 Receiving, Inspection Routing & Identification

Receiving is not a clerical task; it is the physical and digital firewall of your manufacturing system. Once a component passes this gate, the ERP assumes it is "good inventory"—available for planning, picking, and soldering. If you allow incorrect, damaged, or counterfeit material to bypass this firewall, you corrupt the master data and guarantee line stoppages or field failures. The objective is binary: material is either strictly controlled and verified against a Purchase Order (PO), or it is physically segregated in Quarantine. There is no middle ground for "we'll check it later."

Pre-Receipt Validation (The Outer Gate)

Before accepting custody from the carrier, evaluate the physical condition of the shipment. Do not sign for damaged freight without explicit notation.

• If packaging shows severe impact, crushing, or water damage → Refuse the shipment or Sign with Exception ("Received Damaged - Subject to Inspection").
• If shipment lacks a Packing List or visible Sender ID → Move immediately to Quarantine. Do not open until the Buyer identifies the source.

Identity Verification (The 3-Way Match)

The receiving operator must validate that the physical item matches the digital demand. Trust the Manufacturer Part Number (MPN), not the Supplier's SKU.

1. Retrieve PO: Scan the PO number. If no open PO exists, stop.
2. Verify MPN: Compare the Manufacturer Label on the reel/bag against the PO MPN.
   • Risk: A distributor label often masks the actual MPN. Read the factory label.
   • If MPN differs (even by a suffix like "TR" or "reel") → Hold. Verify with Engineering if the variant is acceptable.
3. Verify Revision: If the PO specifies a revision (common for PCBs and custom mechanicals), the physical part must match exactly.
   • If Rev A received vs. Rev B ordered → Quarantine.

Pro-Tip: Do not rely on "visual similarity." A 10kΩ resistor looks exactly like a 1kΩ resistor. Read the marking code or scan the 2D barcode.

Quantity & Integrity Checks

Verify count and condition before booking into the ERP.

• Count Verification:
  • Reels/Tape: Verify the factory quantity label. Do not unreel to count unless the seal is broken.
  • Loose/Bulk: Use calibrated counting scales.
  • If quantity variance > tolerance (e.g., ±0.5%) → Book actual received quantity. Flag discrepancy to Buyer for credit.
• MSD (Moisture Sensitive Devices) Check:
  • Inspect the Humidity Indicator Card (HIC) and Moisture Barrier Bag (MBB).
  • If MBB is punctured or HIC indicates high humidity → Quarantine for baking or rejection. Do not send compromised MSDs to stock; they will pop during reflow.

Documentation & Traceability

Capture the data required for containment in case of future failure.

• Date Code / Lot Code: Record the Date Code (DC) and Lot Number in the ERP receipt transaction.
  • If Date Code > Max Age (e.g., 24 months) → Block Receipt. System must flag expired components.
• CoC (Certificate of Compliance): If the PO requires a CoC (critical for Mil/Aero/Auto), ensure it is present and legible.
  • If CoC missing → Hold. Material cannot be released to production without it.

Routing Logic (The Disposition)

Every receipt must trigger a specific system status. Do not leave material in a "Received" limbo state.

• Scenario A: Perfect Match
  • Logic: MPN matches + Qty correct + Pkg intact + Docs present.
  • Action: Route to Main Stores (Status: Available).
• Scenario B: Inspection Required
  • Logic: Part flagged for QC (e.g., Custom Metal, PCB, New Supplier).
  • Action: Route to Incoming Inspection (Status: QC Hold). The ERP must prevent these from being picked for Kits.
• Scenario C: Discrepancy
  • Logic: Wrong Part / Damaged / Missing Docs / Unknown PO.
  • Action: Route to Quarantine Cage (Status: Blocked). Apply physical "DO NOT USE" red tag.

Final Checklist