Receiving a shipment of assembled boards is a handoff between the supplier's release process and the OEM's own inventory and integration controls. A useful incoming inspection confirms identity, condition and the agreed evidence before boards enter production. It also makes a discrepancy easier to investigate without losing traceability.
1. Agree the acceptance package before shipment
Define the required records in the purchase order or approved quality plan. Depending on the build, these may include a packing list, revision summary, serial-number list, inspection summary, programming record, functional-test results and approved deviations. Agree the format and who can authorize release when a record is missing.
A certificate or “passed” summary should be interpreted within its stated scope. It does not automatically establish test coverage for every feature. Use the pre-pilot test strategy guide to connect product requirements to the actual inspection and test plan.
2. Record the shipment as received
- Record the delivery date, supplier shipment reference, purchase order and carton identifiers.
- Check carton count and visible damage. Photograph damaged packaging and labels before opening or repacking.
- Compare the packing list with ordered and received quantities, including partial shipments and separately supplied accessories.
- Keep lot and carton identities attached to the material while the inspection is in progress.
Open ESD-sensitive assemblies in the appropriate controlled handling area. Keep their protective packaging with the material until disposition is clear. The EOS/ESD Association includes receiving, inspection and storage in its training and auditing guidance; its basic control guidance explains the role of protective packaging. Apply your approved ESD-control program during receiving as well as assembly.
3. Use a receiving inspection matrix
On small screens, scroll the table sideways to compare columns.
| Check | Compare against | Record |
|---|---|---|
| Product identity | PO line, board revision and approved variant | Part number, revision and lot or serial range |
| Quantity | Packing list and delivery schedule | Received, held and released quantities |
| Physical condition | Agreed workmanship and packaging criteria | Inspection scope, observations and photos |
| Firmware and labels | Released image, label content and serialization plan | Version evidence and any mismatches |
| Test evidence | Approved procedure, limits and required coverage | Report revision, result references and exceptions |
| Deviations | Authorized concession and its applicable serials or lots | Approver, scope and expiry or quantity limit |
Define sampling and acceptance rules before inspecting the lot. The sample size, selection method, defect categories and escalation rule depend on the agreed quality plan and product risk. Choosing a convenient number of boards after arrival does not create a defensible sampling plan. Safety-critical or contractually mandatory checks may need different coverage.
4. Reconcile records to actual boards
Check that serial numbers in the shipment can be mapped to the required test or release records. Look for duplicate identifiers, missing ranges and reports that reference a different hardware or firmware revision. Separate first-pass results from retest results where that distinction is required by the quality agreement.
A record can be technically valid but apply to the wrong build. Match the test-program revision and accepted deviation list to the shipment, not simply to the latest document in a shared folder. The PCBA traceability data guide explains how to agree the identifiers and record relationships earlier in the project.
5. Hold discrepancies without destroying evidence
Give an unresolved issue an identification number and a physical or system hold status. Record the affected quantity, observed symptom, serial numbers, photographs and expected requirement. Distinguish a document mismatch from a confirmed physical defect; both need disposition, but they may require different investigations.
Avoid powering, cleaning or reworking suspect boards outside the agreed investigation plan. Such actions can change the evidence or introduce an additional variable. Send a concise discrepancy package to the supplier through the established project channel and agree whether the next step is a record correction, additional inspection, return or authorized rework.
6. Example: partial release of a delivery
Hypothetical teaching example: a shipment contains 120 boards. Records for 110 boards match the accepted revision, while 10 have an unresolved label-to-report mismatch. Receiving records show 120 received, 10 held and 110 eligible for release only if the quality plan permits segregation and the mismatch does not indicate a wider lot issue.
The 10 held boards are not automatically classified as defective or scrapped. The team investigates the record mismatch, retains the original evidence and updates the disposition after approval. If the issue could affect the full lot, the hold scope expands. These numbers illustrate inventory reconciliation, not an actual shipment or acceptance rate.
7. Close the receiving record
Record who released the material, the date, released quantity, hold references and any approved restrictions. Preserve the supplier's original records alongside later corrections. Make the released status visible to the team that will program, integrate or ship the product so held material cannot be selected accidentally.
For future orders, feed recurring discrepancies into the release-package revision-control process. Improving the shipment record at source is more effective than repeatedly reconstructing it during receiving.
Frequently asked questions
Should the OEM repeat every supplier test?
Agree coverage based on risk, contractual requirements and confidence in the supplier's evidence. Duplicate testing should have a defined purpose and a controlled method.
Can missing paperwork be corrected after the boards are used?
Follow the approved release process. If a required record is absent, obtain an authorized disposition before use rather than silently treating the requirement as satisfied.