Receiving Inspection - Quantity Received different from Pack List & C of C

[QAManager101]

I?ve looked in the supply chain management handbook and haven?t found material that covers this topic?????????

Looking for some advice or guidance to specific documents that can help clarify the following??

When receiving standards or material that has an accompanying C of C with a specific lot# & quantity listed but, the actual amount of parts is over the amount stated on the pack list and the C of C.

Example: We order 150 bolts NAS XXXX-XX , we receive pack list that says 150 and a C of C that states 150 from lot# XXXX-X, but when counted we have a quantity of 153.

What is the industry standard for acceptance?

Should we contact the vendor and have them adjust the quantity on the C of C?

Should we adjust the C of C ourselves noting Date/ time /stamp/ initials on the C of C?

Just accept the parts and paper work, disregarding the quantities?

My belief is that if we want the extra parts the C of C and pack list should reflect the actual amount of parts we are accepting into our inventory, so we should contact the vendor to adjust the amounts on the paperwork.

If we are not keeping the parts because of the time involved ?vs- the cost of the parts, we should dispose of them in the same manner as non-conforming parts.

 

[ssz102]

i don't know what product are produced in your company, and your customer or law/ regular in your company had required to provided this statement by yourself?

C of C meas certificate of complaince what i was learned

 

[somashekar]

I?ve looked in the supply chain management handbook and haven?t found material that covers this topic?????????

Looking for some advice or guidance to specific documents that can help clarify the following??

When receiving standards or material that has an accompanying C of C with a specific lot# & quantity listed but, the actual amount of parts is over the amount stated on the pack list and the C of C.

Example: We order 150 bolts NAS XXXX-XX , we receive pack list that says 150 and a C of C that states 150 from lot# XXXX-X, but when counted we have a quantity of 153.

What is the industry standard for acceptance?

Should we contact the vendor and have them adjust the quantity on the C of C?

Should we adjust the C of C ourselves noting Date/ time /stamp/ initials on the C of C?

Just accept the parts and paper work, disregarding the quantities?

My belief is that if we want the extra parts the C of C and pack list should reflect the actual amount of parts we are accepting into our inventory, so we should contact the vendor to adjust the amounts on the paperwork.

If we are not keeping the parts because of the time involved ?vs- the cost of the parts, we should dispose of them in the same manner as non-conforming parts.

The said lot number might have much more parts out of which a certain number has come to you. The 150 being 153 perhaps a counting error.
So why not Just accept the parts and paper work, disregarding the quantities? What is the risk you see in this ?
We get PCB mount plunger switch in packs of 1000's of various plunger lengths, the quantity never being 1000. Either 10s, 20s less and seldom more.

 

[harry]

I?ve looked in the supply chain management handbook and haven?t found material that covers this topic????????? .....................................

Welcome to the Cove.

I guess you are in the aerospace sector and I moved your post to that forum so as to receive relevant attention.

 

[amit_rd]

I appreciate the fact that you are so particular about this point. - A difference in stated and actual quantities is always a concern. It may be more today but it may be less in future so very valid point.

About the action - First action point is to specify in your specific requirements that suppliers need to adhere to the packaging quantities strictly and the delivery should not be less/higher than the delivery schedule.

Control point: You may start addressing all such issues in delivery PPM and make it a part of supplier performance review.

 

[silentrunning]

At our company the incoming inspector notes on the CofC and packing list the actual received quantity and then initials it. If it is a piece of hardware costing a penny or two we just ignore it and let it go because the cost of correction would far outweigh the value of the parts. Since most bulk parts are weighed, not counted, this happens often. When parts are serialized for aerospace usage you can't do this.

 

[QAManager101]

Thank you all for the initial input.
My company is aerospace based. Lot traceability of certain materials is vital in the manufacturering process.
My main concern is directly related to C of C's that have lot numbers serial #'s associated with them, if lot#'s and serial #'s are not part of the C of C then it?s a non-issue in my book.
At one time I worked in Aerospace welding where every piece of certified welding rod had to be accounted for and traced on the Work Order.
I just don?t see how you could justify or validate to a customer how you produced 54 units from a specific lot# but only had material certs or C of C's for enough material or details to make 50. In addition tion the inventory headaches that those kind of practices could create.

 

[Darrell B]

Nuts and bolts are often weighed, and not counted by hand. As long as you note the overage on your receiver, you should be fine. If you don't want to bother with the 2 or 3 extra, just dispose of them. Rivets are usually bought by the pound. Do you count them before putting them in stock?

 

[Fuzzix]

It is frustrating that there is not a standard for this. Thank you for this question and forum for making that easier to determine. I've run across this problem and hit some of the same stumbling blocks. My problem is compounded by documentation within a database. I look forward to a standard being developed.