SOP For Incoming Material Inspection

Doc MSPL/PP/MECH/WI/06
MSPL Limited
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Rev
Standard Operating Procedure (SOP) 0.0
No.
Topic: SOP FOR INCOMING Date 01.02.2019
MATERIAL INSPECTION Page 1 of 11
1. PURPOSE: The purpose is to establish an inspection system and documentation

requirements for incoming (received) material requiring inspection.
2. SCOPE : The scope of this procedure is focused on examining receipt of purchased

materials/products from Suppliers received at Pellet Plant
3. RESPONSIBILITY:
3.1 Quality Cell – is responsible for preparing, approving and maintaining this
document.
3.2 Material Department - is responsible for ensuring the receiving inspection
function is complied with in accordance with this document
3.3 Inspection Engineers - are responsible for performing the receiving inspection
activities defined in this document.
3.4 Material Review Board – are responsible in final decision for acceptance/rejection
of special category items in case of discrepancy. MRB will be consisting of Plant
Head, Purchase Head and user HOD as decision taker.
4. DOCUMENT REFERENCE: Industrial/Commercial/Government Documents
4.1. ISO 9001 Quality Management Systems Requirements
4.2. IS Standards
5. ANNEXURE: Appendix A, Appendix B and Annexure-1
6. DISTRIBUTION: Area In charge, HOD, Plant Head, Planning
7. ACTIVITY CHARACTERISTICS
INPUT OUTPUTS EFFICIENCY EFFECTIVENESS REVIEW

FREQUENCY
Purchase Order,
Inspection Correct receipt
Drawing, Zero Rejection and
report, Test of materials as 1 Year by MRB
Vendor/TPIATes deviation in quality
Certificates per specification
t Reports
PREPARED BY REVIEWED BY APPROVED BY

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8. DEFINITION:
 MOC - Materials of Construction
 TC – Test Certificate
 TPIA – Third Party Inspection Agency
 DR – Defect Report
 MRB – Material Review Board
 Certificate of Analysis (C of A) – Supplier’s written statement, authorized by contract

or purchase order, certifying that supplies or services comply with contract
requirements based on quantitative instrumented physical or chemical analysis of
representative samples taken from the shipment accompanying the certificate.
 Certificate of Conformance (C of C) – Supplier’s written statement, authorized by

contract or purchase order, certifying that supplies or services comply with contract
requirements, signed by a responsible individual, and displaying part number and
version number, buyer’s purchase order (PO) number, PO date, and PO revision
number. Also called “Certificate of Compliance”.
9. AMENDMENT HISTORY:
Page
Current Current
Sl no. Amendment Description Number Issue Date
Ver. No. Rev. No
(s)
10. SAFETY TABLE :
Respirat Safety Safety

Safety Safety Ear Safety
or/ Dust Gloves Unifor Harnes
Helmet Shoes muff Goggle
Job description / Mask m/Jack s
PPE - et

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JOB
IDENTIFICATION
√ √ √ √ √ √ X X
11. INSTRUCTIONS:
An incoming inspection, also known as a receiving inspection or material inspection,
validates the quality of purchased materials based on set acceptance criteria. It is performed
by designated Inspection Engineer personnel in the Plant.
When notified that material that requires inspection has been received, gather relevant
documentation for the material, which may include Inspection Criteria, Component
Specification, Purchase Order, Vendor History, and Certificate of Compliance or Test.
Documentation may be paper or electronic format.
11.1. DOCUMENTATION VERIFICATION
Begin an Inspection Report (Part History Record) for the material. Record Item Number,
Item Description, Revision (if applicable), Date Received, Quantity received, Lot Number,
Purchase Order (PO) Number, Supplier ID, and Inspection Document(s) and revision. Record
the following documentation verification results on the Inspection Report.
11.1.1. Verify Engineer Drawings and Specifications
Verify that the engineering drawings and specifications used for inspection are at the
appropriate revision level.
11.1.2. Verify Material Identification Label Accuracy

Compare the documentation and the material received to the Material Identification Label(s),
to assure that each label is accurate. Have Shipping/Receiving correct any label
discrepancies.
11.1.3. Verify Certification Receipt and Accuracy

Verify that material certification was received. Assure that the certification matches the
material received. Notify Purchasing immediately if certification is missing or incorrect as
required. Purchase will contact the vendor and request a faxed copy of the certification.
Reject material for which certification cannot be obtained.
11.1.4. Verify Markings and Packaging

Verify all material markings and/or packaging required by the Drawing, Component
Specification or Purchase Order.

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11.1.5. Verify Approved Supplier Status

Verify that the material was purchased from an approved supplier. Verify that manufacturer
and manufacturer part number and/or supplier and supplier part number are identical to those
listed in the Component Specification.
11.1.6. Verify Receipt Record (RR) Accuracy and Completeness
Verify that the attached Receipt Record is accurate and complete.
11.1.7. Verify Expiration Date

For material with a finite shelf life, verify that the correct expiration date has been recorded
on each package. Record the expiration date on the Part History Report.
15 INSPECT MATERIAL
11.1.8. Material Inspected at the Supplier

A TPIA on-site inspector may inspect and accept material at the supplier prior to shipment to
MSPL Pellet Plant. Any such material received properly labeled as "Accepted" and
accompanied by (or received separately) a completed Part History Record or Inspection
Report from the inspector, has passed incoming inspection and need not be re-inspected. Go
to Disposition of Accepted Material in this procedure to properly disposition material
accepted at the supplier.
11.1.9. OEM /Certified Dealers Supplied Material
OEM/ Certified Dealer any such material received to be accepted with test certificates,
warranty terms against PO, physical condition inspection to be done against part number in
PO on receipt and go to disposition of accepted material if found okay.
In case of common consumables like bearings, fasteners, seals certified dealers’ certification
must be provided for material acceptance.
11.1.10. Inspect at Incoming Inspection

Inspect the material according to its Inspection Criteria. Inspection Criteria are found in the
Appendix – A & B.
Randomly select any samples i.e. 10% of the incoming lot. Record inspection results on the
Inspection Report, attaching additional sheets as necessary, and numbering each sheet.
Highlight any non-conformities.
11.1.11. Accept
A shipment of material is accepted if Document Verification is satisfactory, and the material
meets or exceeds all of the acceptance criteria in the Inspection Criteria. For sample
inspection, acceptance criteria is met if the number or percentage of nonconformities found in

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the sample is less than or equal to the acceptance number for the sampling plan. Disposition
as nonconforming material any sample material found with nonconformities.
11.1.12. Reject
A shipment of material is rejected if Document Verification is not satisfactory, or if the
material does not meet one or more of the acceptance criteria in the Inspection Criteria. For
sample inspection, acceptance criteria is not met if the number or percentage of
nonconformities found in the sample is greater than or equal to the rejection number for the
sampling plan.
16 Disposition
11.1.13. Accepted Material
Complete the Inspection Report and Receipt Record, including quantity accepted, quantity
rejected, page numbering. Date, initial, and stamp the report. Attach material certifications to
the report if applicable.
Status the material "Accepted" by attaching the appropriate material label and making entries
in Data works.
Retain (file) the Inspection Report and the Supplier History Form. Move material to
inventory as required.
11.1.14. Rejected Material
The rejected item(s) is segregated from the acceptable material, and a Rejected (red tag) tag is
prepared and placed with the material/product to indicate that it is nonconforming. A Defect
Report (DR) in the inspection report format is prepared prior to the disposition and re-
processing of the nonconforming material/product.
The rejected material along with the DR and/or Reject tag will be placed in the
Nonconforming Material Hold area for discrepant material until dispositioned is approved by
Material Review Board (MRB) in case of special items like Grate plates, side plates,
imported spares, gearboxes, conveyor belts, fabricated items, etc.
12. EMS CONSIDERATION : Not Applicable
13. OH & S CONSIDERATION: Not Applicable
14. RECORDS : Test Certificates, Inspection Report

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APPENDIX A - RECEIVING INSPECTION REQUIREMENTS:

GENERAL PRODUCTS/MATERIALS
Type 1 Supplier: - Production Items or Raw Materials Purchased from Distributors or as

Standard Off-The-Shelf Items from Suppliers. The following inspection requirements shall be
used:
Item Material/Product Description Inspection Receiving Inspection

Requirement Codes Record(s) Required
(Refer Appendix B)
1. Chemicals, Lubricants, Oils, 1, 2, 4, 5, 7, 9 Supplier Packing Slip
vulcanizing solution, Gases, Paints or Invoice
2. Fasteners (screws, bolts, studs, nuts 1, 2, 3, 7, 9 Supplier Packing Slip
& washers), brackets, spacers, etc. or Invoice
3. Glands, Sealants, Gasket, Tape, 1, 2, 3, 5, 7, 9 Supplier Packing Slip
Electrodes or Invoice
4. Workshop Tools and tackles 1, 2, 5, 7, 9 Supplier Packing Slip
or Invoice
5. Steel, Pipes, tubes and fittings 1, 2, 3, 7, 9 Supplier Packing Slip
or Invoice
6. Screen and Mesh 1, 2, 3, 6, 7, 8, 9 Supplier Packing Slip
or Invoice
7. Pumps, Shafts and spares 1, 2, 3, 5, 6, 7, 9 Supplier Packing Slip
or Invoice
8. Bearings & sleeves 1, 2, 3, 5, 7, 9 Supplier Packing Slip
or Invoice
9. Valves 1, 2, 3, 5, 7, 9 Supplier Packing Slip
or Invoice

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10. Pulleys 1, 2, 3, 5, 7, 9 Supplier Packing Slip

or Invoice
11. Oil Seals & O-Rings 1, 2, 3, 5, 7, 9 Supplier Packing Slip
or Invoice
12. Compressor Spares 1, 2, 3, 4, 5, 6, 7, 9 Supplier Packing Slip
or Invoice
13. Filters 1, 2, 3, 5, 7, 9 Supplier Packing Slip
or Invoice
14. Impeller 1, 2, 3, 6, 7, 9 Supplier Packing Slip
or Invoice
15. Hoses 1, 2, 3, 5, 7, 9 Supplier Packing Slip
or Invoice
16. Couplings, Gearboxes 1, 2, 3, 5, 6, 7, 9 Supplier Packing Slip
or Invoice
17. Idlers and Rollers 1, 2, 3, 7, 9 Supplier Packing Slip
or Invoice
18. Conveyor belt and scrappers 1, 2, 3, 4, 5, 6, 7, 9 Supplier Packing Slip
or Invoice
19. Casting Items(Grate plate, Side 1, 2, 3, 5, 6, 7, 9 Supplier Packing Slip
Plate, Locking Device etc) or Invoice
Type 2 Supplier:- Subcontracted Fabrication/Processing Items based on or Customer

Specifications. The following inspection requirements shall be used:
Item Material/Product Description Inspection Receiving Inspection

Requirement Codes Record(s) Required
(Refer Appendix B)
1. Subcontract Fabrication Services 1, 2, 3, 5, 9, A, (*1) Supplier Packing Slip
(i.e. Fabrication, Assembly, etc.) (*2)
2. Custom Fabricated 1, 2, 3, 5, 9, A, (*1) Supplier Packing Slip
Materials/Products based on (*2)
Drawings (i.e. units, assemblies,
subassemblies, components, parts,
etc.)
Notes:
(*1) Certification of Analysis verification when specified by the PO.
(*2) The width, length, weight and height tolerances that shall be used on materials/products
is +/- 5% unless otherwise specified by the Purchase Order or drawing/specification.

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APPENDIX B - RECEIVING INSPECTION CODE REQUIREMENTS
INSPECTION INSPECTION SAMPLE TYPE INSPECTION

CODE REQUIREMENTS
1 10% of Each Lot Part Number and Revision-
a) Verify lot is the correct Part

Number/Description and Revision (when
applicable) per PO
2 10% of Each Lot Quantity –
a) Verify correct Quantity per PO. Verification

via physical or weigh count, or verify
quantity marked on Suppliers packaged
items.
3 100% or 3 pieces Dimensions-

minimum per Lot;
whichever is less a) Inspect length, width and thickness
dimensions per drawing/ specification.
If 1 or more rejects, go to
100% inspection or reject

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lot.
4 Each Lot Safety/Hazardous Material Identification - a)

Verify Material Safety Data Sheet is on file with
Production Control.
b)Verify Item is labeled with safety/hazardous

material information by the manufacturer
5 Each Lot Packaging-
a)Verify no obvious damage to packaging
6 Each Lot Certificate of Compliance or Analysis-
1. Verify Certificate of Compliance or Analysis

is received as required by the Purchase Order.
The "C of C" or "C of A" shall provide the
following information:
a) Part Number,
b) Lot or Batch, Date Code or Serial No.
Traceability,
c) Quantity,
d) Statement stating full compliance of
requirements,
e) Supplier Name,
f) Measurement Attribute Data (as required) and
g) Supplier written Approval
2. If all specifications are not listed on the C of

C, or out of specification, the material shall be
rejected
7 Sample 1 item minimum Visual Inspect –

per Lot
a) Visual inspection to ensure no foreign
contamination or damage. Verify visually that
the item looks like existing products in stock
and/or s catalog
8 Each Lot Quality Clauses –
a) Verify that the Supplier has met all PO and

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Quality Clause requirements.
9 Each Lot Verification of Vendors authorized

dealer/suppliers certificate.
Annexure - 1
Material Inspection Report Format
Inspection MSPL/PP/MECH/F/13 Date

Report
Department Inspection By
PO No. Supplier
Item No. Description Total Qty Qty Accepted Qty Rejected
Specification & Reference Documents:
Ex – Drawing no., Test Certificate, MOC, etc.

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Inspection, Measuring and Test Equipment :
Sr. Description ID No. Make Range Calibration

No. Validity
Inspection Details :
Remarks:
Images:
Checked By: Approved By:

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Doc MSPL/PP/MECH/WI/06

1. PURPOSE: The purpose is to establish an inspection system and documentation

2. SCOPE : The scope of this procedure is focused on examining receipt of purchased

4. DOCUMENT REFERENCE: Industrial/Commercial/Government Documents

4.1. ISO 9001 Quality Management Systems Requirements

5. ANNEXURE: Appendix A, Appendix B and Annexure-1

6. DISTRIBUTION: Area In charge, HOD, Plant Head, Planning

INPUT OUTPUTS EFFICIENCY EFFECTIVENESS REVIEW

PREPARED BY REVIEWED BY APPROVED BY

 MOC - Materials of Construction

 TPIA – Third Party Inspection Agency

 MRB – Material Review Board

 Certificate of Analysis (C of A) – Supplier’s written statement, authorized by contract

 Certificate of Conformance (C of C) – Supplier’s written statement, authorized by

10. SAFETY TABLE :

Respirat Safety Safety

PREPARED BY REVIEWED BY APPROVED BY

11.1.2. Verify Material Identification Label Accuracy

11.1.3. Verify Certification Receipt and Accuracy

11.1.4. Verify Markings and Packaging

PREPARED BY REVIEWED BY APPROVED BY

11.1.5. Verify Approved Supplier Status

11.1.7. Verify Expiration Date

11.1.8. Material Inspected at the Supplier

11.1.10. Inspect at Incoming Inspection

PREPARED BY REVIEWED BY APPROVED BY

13. OH & S CONSIDERATION: Not Applicable

14. RECORDS : Test Certificates, Inspection Report

PREPARED BY REVIEWED BY APPROVED BY

APPENDIX A - RECEIVING INSPECTION REQUIREMENTS:

Type 1 Supplier: - Production Items or Raw Materials Purchased from Distributors or as

Item Material/Product Description Inspection Receiving Inspection

PREPARED BY REVIEWED BY APPROVED BY

10. Pulleys 1, 2, 3, 5, 7, 9 Supplier Packing Slip

Type 2 Supplier:- Subcontracted Fabrication/Processing Items based on or Customer

Item Material/Product Description Inspection Receiving Inspection

(*1) Certification of Analysis verification when specified by the PO.

PREPARED BY REVIEWED BY APPROVED BY

APPENDIX B - RECEIVING INSPECTION CODE REQUIREMENTS

INSPECTION INSPECTION SAMPLE TYPE INSPECTION

1 10% of Each Lot Part Number and Revision-

a) Verify lot is the correct Part

2 10% of Each Lot Quantity –

a) Verify correct Quantity per PO. Verification

3 100% or 3 pieces Dimensions-

PREPARED BY REVIEWED BY APPROVED BY

4 Each Lot Safety/Hazardous Material Identification - a)

b)Verify Item is labeled with safety/hazardous

5 Each Lot Packaging-

a)Verify no obvious damage to packaging

6 Each Lot Certificate of Compliance or Analysis-

1. Verify Certificate of Compliance or Analysis

2. If all specifications are not listed on the C of

7 Sample 1 item minimum Visual Inspect –

8 Each Lot Quality Clauses –

a) Verify that the Supplier has met all PO and

PREPARED BY REVIEWED BY APPROVED BY

Quality Clause requirements.

9 Each Lot Verification of Vendors authorized

Material Inspection Report Format

Inspection MSPL/PP/MECH/F/13 Date

Item No. Description Total Qty Qty Accepted Qty Rejected

Specification & Reference Documents: