Join the physical and document identities
Compare the product code and batch identifier on the package, delivery papers and COA. Ask the supplier to explain missing or inconsistent identifiers before the material enters use. A representative certificate supplied during quotation is not the delivered-lot certificate.
Record receipt condition and preserve the information needed to locate the package later. If an order contains several lots, keep the quantities associated with each rather than assigning one certificate to all material without confirmation.
Read values against the agreed specification
Identify which results are measured for the batch and which figures are generic product descriptions. Compare acceptance limits and units with the controlling purchase specification. If a method has changed, clarify whether the result remains comparable.
Use the viscosity method check when a solution-viscosity value appears inconsistent. Differences in preparation water, concentration or measurement condition can prevent a direct comparison without proving that the delivered material is defective.
Keep application acceptance separate
A conforming certificate does not prove the outcome for every feed condition. Where receipt comparison is agreed, use identified material and a retained reference under matched preparation. Document the process endpoint rather than accepting or rejecting solely from powder appearance.
If preparation becomes inconsistent, investigate package condition and powder wetting before attributing every changed separator result to the batch. Conversely, do not dismiss an identity or specification discrepancy because one informal test looked acceptable.
Preserve evidence for a dispute
Segregate disputed material under the plant procedure and retain the package identity, documents and relevant observations. Ask the supplier how retained samples should be handled and what test comparison is appropriate. Avoid mixing questionable lots with approved stock.
Resolve the discrepancy through the agreed supply terms. Keep the final decision and any concession attached to the lot so a later reorder does not silently adopt an exception as the normal specification.
Decision record for the quotation
| Decision | Evidence needed |
|---|---|
| Traceability | Physical lot, delivered quantity and corresponding certificate agree. |
| Analytical check | Results are interpreted using the controlling limits, units and methods. |
| Disposition | Release, hold or concession is recorded for the specific material and evidence. |