Create a Receiving Discrepancy Record That Identifies the Affected PCB Lot

A photograph of a damaged board can show a problem without identifying which shipment, revision or quantity is affected. A receiving discrepancy record should connect the observation to the actual material and purchase requirement. This helps the supplier investigate and helps the receiving team avoid mixing uncertain stock with accepted inventory.

Capture identity before repacking

Record the purchase order, delivery reference, product identifier, revision, lot marking and quantity received. Preserve the relationship between outer cartons, inner packages and the boards they contained. If a label is missing or unreadable, record that as an observation rather than supplying a guessed value.

Photograph packaging condition and identification before rearranging the contents where practical. Include a scale or reference view when it helps explain a physical feature. Avoid relying on a tightly cropped image that removes the evidence needed to identify the unit.

Separate the requirement from the observation

State the drawing note, approved sample or order requirement being checked. Then describe what was observed, including the method and any measurement conditions. “Wrong board” is less useful than identifying the expected revision and the marking actually found.

For a dimensional discrepancy, record the measured feature and reference points. Do not turn an uncertain measurement into a confident failure classification. If the method or drawing interpretation is unresolved, make that uncertainty visible in the record and request a technical review.

Define the initial containment scope

Identify the specific units or packages held for review and their storage location. State whether the observation concerns one inspected unit, every inspected unit or a clearly identified population. Finding one issue does not establish its frequency across an uninspected delivery.

Keep a record of any units already transferred to assembly, test or another location. This allows a later scope decision to use actual movement history rather than assuming that everything remains in the receiving area.

Track the disposition to completion

Assign a reference number and an owner for the decision. Link additional photographs, supplier responses and agreed checks to that record. Do not erase the original observation when a later explanation arrives; add the explanation and resulting disposition so the reasoning remains traceable.

Close the record with the quantities accepted, returned, replaced or still held, and identify the authority for any departure from the original requirement. Reconcile those quantities with the receipt. A replacement shipment should have its own receiving identity, even when it resolves an earlier discrepancy.