Incoming inspection report template
Keep the received lot, specification revision, sample readings and review together. Explore a failed inspection and its separate retest in Jodoo, or download a filled Excel report to adapt.
Download the Excel report · XLSX
Sign in to explore the sample App. Install it with sample data to assign your team and try the review tasks.
A report should explain the result, not just display it
Incoming inspection · BRK-220
Fictional bracket example · 200 pieces received · drawing revision C · five pieces sampled
| Sample | Reading | Accepted range | Result |
|---|---|---|---|
| S1 | 10.02 mm | 9.90–10.10 mm | Within limits |
| S2 | 10.14 mm | 9.90–10.10 mm | Above upper limit |
| S3 | 9.99 mm | 9.90–10.10 mm | Within limits |
| S4 | 10.18 mm | 9.90–10.10 mm | Above upper limit |
| S5 | 10.01 mm | 9.90–10.10 mm | Within limits |
Conclusion: two of the five measured pieces exceed the upper diameter limit. Retain the readings, identify the affected lot and submit the failed inspection for review. This sample does not establish the total defect count for the shipment.
Include the context a reviewer needs
Identification and inspection basis
Keep the report number, supplier lot, internal lot, purchase order, item, quantity, inspection date and inspector. Record the applicable requirement and revision alongside the sampling basis. “Checked to drawing” is ambiguous when several revisions exist.
For measurements, retain units, lower and upper limits and individual values. Your approved plan determines sample size; neither this workbook nor the example App selects an AQL plan.
Evidence and review
Record packaging, visual and certificate checks separately. Explain any failed or incomplete check and identify the supporting evidence. A report can have passing dimensions and still be on Hold because a required certificate does not match the lot.
Keep the reviewer’s decision and the lot disposition distinguishable. A completed report is evidence for a decision, not an automatic stock-release instruction.
Keep the first failure when the retest passes
Retain the original report
The initial bracket report keeps the two out-of-limit readings. Do not edit them into passing values after sorting or replacement; that would change the history of what arrived.
Explain the correction and create a retest
The example’s retest references the initial report and records the supplier’s sorting and replacement work. It has its own number, date and five new readings.
Review the retest and then decide the lot
The retest passes review, but the lot remains awaiting a disposition decision until an authorized reviewer approves release. Any supplier corrective action may continue after that decision.
Use incoming inspection software when several people need to follow this history without copying report versions between files.
Update the report format without circulating another file
When your customers need a certificate reference or your reviewer needs a clearer defect description, a business administrator can add the field in Jodoo and decide whether it is required. Inspectors then work from that form instead of choosing between old spreadsheet copies.
| Reporting need | Change in Jodoo | Preserve |
|---|---|---|
| A customer asks for a certificate reference | Add the reference field and show it with the document check. | The lot, requirement revision and recorded inspection result. |
| The review needs clearer explanations of failures | Make a findings field available to the inspector and review it with the readings. | The original values; correction does not mean rewriting failed evidence. |
| A coordinator needs to find unresolved reports | Adjust the view to show the report, lot, review state and responsible person. | A separate quality decision before marking the lot released. |
The dimensional example records one characteristic per requirement. A multi-characteristic inspection plan needs additional fields and release checks before operational use; adding columns alone does not make it complete.
Need a report you can send as a workbook?
Editable incoming inspection report
Includes the filled bracket example, five readings, editable limits, result formulas, document checks and manual reviewer and disposition fields. XLSX; fictional sample data.
Replace the sample identifiers, limits and observations with your approved inspection details. Formula results help summarize the entries but do not authorize acceptance. The Excel file has no native review routing, shared record history or synchronization with the App.
Use the workbook for a stand-alone report. Use Jodoo when inspectors and reviewers need shared report history, assigned review tasks and a linked lot decision.
Use the report in the receiving process
Receiving checklist
Make sure the inspector captures the identity, document and item-specific checks first.
Incoming inspection
Connect the reviewed report to a held lot and its release or return decision.
Supplier corrective action
Use the failed report to define a supplier problem and retain follow-up evidence.
Receiving inspection setup
Set the roles and record relationships before moving away from disconnected files.
Inspection report questions
What makes an inspection report traceable?
A reader should be able to identify the received lot, item, applicable specification revision, sampling basis, inspector, date, individual observations and evidence, then find the review and lot decision. A stand-alone Pass label without that context is not enough.
What is included in the Excel download?
The workbook contains a filled fictional bracket example, editable identification and limit fields, five sample readings, pass/fail formulas, document checks, a manual disposition field and reviewer information. It does not route approval, synchronize with Jodoo or calculate a standards-based AQL sample size.
Can I overwrite failed readings after rework?
Keep the initial report and create a separately numbered retest with a reference to it. Otherwise, a later reader cannot distinguish an initially conforming delivery from a failed delivery that was corrected.
Are two failed samples the same as two defective pieces in the lot?
No. Two failures among five inspected pieces describe the sample. They do not establish the number of defective pieces among all 200 received pieces. Your approved sampling and disposition procedure determines what happens next.
Does a passing report authorize stock release?
Not by itself. In the Jodoo example, a reviewed passing report moves the lot to a release-review stage. A separate quality decision records the disposition. In Excel, the reviewer and disposition are manual entries and need your external approval procedure.