Map packages before combining stock
Request the product code, lot identifiers and quantity belonging to each lot. Compare physical labels with the delivery record. A total shipment weight does not establish which packages a particular certificate represents.
If identifiers conflict, record the discrepancy before material enters a shared hopper or tank. Do not assign the first available COA to the entire delivery without supplier confirmation. Preserve package condition and receiving location alongside the lot map.
Review the certificate for its actual purpose
Distinguish batch results, agreed release limits and generic typical values. Retain units and methods for any acceptance property. A representative certificate from quotation discussions is not automatically evidence for the current shipment.
Application approval remains separate from analytical release. Where receipt comparisons are agreed, test identified material using a controlled method and a credible reference. A favorable informal observation cannot resolve an unexplained identity mismatch.
Keep the mapping through partial use
Record which material is released, held or accepted under an order-specific exception. Preserve identity after opening or approved transfer to another container. Combining remnants from unrelated lots can make a later investigation substantially harder.
Use the order-document review and receipt discrepancy handling when information is incomplete. Ask the supplier to reconcile the lot scope before clearing questioned stock. The receiving decision should identify the actual material, not merely the delivery date or company heading.
Keep these purchase records
| Decision | Evidence to retain |
|---|---|
| Allocation | Code, lot, package and quantity form a consistent shipment map. |
| Certificate | The document covers the identified material and an understood acceptance basis. |
| Disposition | Released, held and exceptional stock remain distinguishable after partial use. |