7.4.3 Verification Of Purchased Product

Purpose

To detail the procedures for inspection and verification of purchased product to ensure that it meets the specified purchase requirements.

Procedure

[enter-your-company-name-here] verifies that all purchased product, where that product has an effect upon the subsequent product realisation, complies with the specified purchase requirements.

In most cases and where practical, the verification process consists of a visual inspection for condition, product type and quantity. Where this is determined to be satisfactory, the purchase order shall be annotated as follows; “Acceptance subject to visual inspection”.

In other cases, the product shall be subjected to testing and measurement etc. Where this is determined to be necessary, the purchase order shall be annotated as follows; “Acceptance subject to receipt verification”. 

All results of these tests and verification methods shall be recorded in the appropriate manner and the records stored in accordance with the procedure 4.2.4 – Control of records.

Receipt inspection

When product is received, the delivery docket details are recorded in the Goods Inward register, and it is placed in a quarantine area until it is inspected and verified. Inspection and testing shall be carried out without delay as subsequent claims against the supplier may be subject to a defined claims period.

The product is verified for supply conformity as follows;

• The product is checked against the delivery docket and copy of the purchase order
• If the purchase order indicates “Acceptance subject to receipt verification”, the product is inspected for damage and the supplied quantity is verified against the delivery docket. If this inspection is satisfactory, the delivery docket is marked with a pen or permanent marker, “Visual Inspection O.K.” together with the receivers initials. The product is then placed in the quarantine area with the delivery docket attached, pending further inspection and verification; otherwise
• If the purchase order indicates “Acceptance subject to visual inspection”, and the product complies with that specified on the delivery docket and purchase order, the delivery docket is marked with a pen or permanent marker, “O.K.” together with the receivers initials.
• The “Goods Checked” column of the Goods Inward register is initialled to signify that all necessary checks have been completed.
• the delivery docket and copy of the purchase order are then stapled together and forwarded to the Accounts department.
• the product is placed in store and made available.

Acceptance subject to receipt verification

When product is designated “Acceptance subject to receipt verification”, further inspection and testing shall be carried out without delay. Subsequent claims against the supplier may be subject to a defined claims period. 

When testing and verification is complete, and the product is considered satisfactory, the steps 3 to 6 above shall be followed.

Product fails verification

If the product fails to pass the inspection or testing and verification process, then it is returned to the quarantine area and clearly marked, “HOLD”. If necessary, a CAR is raised and a copy attached to the product.

A report is forwarded to the purchasing department, together with a copy of any test results and a copy of the CAR if applicable.

The product shall remain quarantined and shall not be released until authorised by the Quality Manager or his designate.

Off-site inspection, testing and verification

Where [enter-your-company-name-here] or its customer intends to perform inspection, testing and verification at the supplier’s premises, [enter-your-company-name-here] shall state the intended verification arrangements and method of product release on the purchase order.