8D Gate

Nonconforming product · Customer · Excel

Deviation and concession request log: free Excel

One row per request to use or ship parts that differ from the drawing, for a limited quantity and time. The file shows which requests are waiting for a reply, run out soon, have run out, or have used more parts than they cover.

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Get the free deviation and concession log

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Own structure and wording. Tested in LibreOffice. Advisory only.

Not an NCR

The NCR template records what is wrong with a part and what you do with it. This log starts where a request to use those parts anyway begins: how many parts it covers, what the customer replied, from when until when, and how many parts have been used so far.

What is in the file

  • Settings: an as-of date (blank means today) and the ends soon window. The 14 days are our own default; change them.
  • Log: ref, part, what deviates, quantity covered, requested by and on, customer reply, valid from and until, quantity used, closed on, note.
  • Customer reply is a list: Agreed, Sent back, No reply yet, Not needed (internal). Not needed (internal) only means you did not need a customer reply for this one. The file only shows what you enter.
  • A check column also notes parts used above the covered quantity, or used without a reply, whatever the status is (except Closed).
  • Status and days to end fill in. Days to end is valid until minus the as-of date; a negative number means the end date has passed.
  • Counts under the log: rows logged, rows per status and rows with a check note. No score and no ranking.

How the status is worked out

In this order; the first match wins:

StatusWhen
ClosedA closed-on date is entered.
Sent back: worth a check the parts are heldCustomer reply is Sent back.
Waiting for customer replyCustomer reply is blank or No reply yet.
Set an end dateValid until is blank.
Expired: worth closing or renewingThe as-of date is after valid until.
Used more than covered: worth a checkQuantity used so far is above the quantity covered.
Ends soonValid until is no more than the window days after the as-of date (our default window: 14 days).
In useNone of the above.

Example (fictional)

Made-up requests, extract, as of Thursday 22 October 2026, window 14 days:

RefPartCustomer replyValid untilUsedStatusDays to endCheck
D-01HousingAgreedFri 30 Oct 2026250 of 400Ends soon8
D-02SealSent back200 of 1000Sent back: worth a check the parts are heldParts used, customer reply is Sent back: worth a check
D-03Bracket50 of 600Waiting for customer replyParts used, no customer reply yet: worth a check
D-04LabelNot needed (internal)Fri 16 Oct 20262100 of 2000Expired: worth closing or renewing-6Used more than covered: worth a check
D-05ShaftAgreedMon 30 Nov 2026620 of 500Used more than covered: worth a check39Used more than covered: worth a check

D-05 is still inside its dates but has used more parts than it covers. D-04 has expired and the check column still shows it went over its quantity. D-02 and D-03 show parts used while the reply is Sent back or missing.

Worth a check each week

  • Red rows: sent back, expired or used more than covered. Look at where the parts are now.
  • The same deviation asked for again and again: worth a corrective action, for example with an 8D report.
  • Requests waiting for a reply for a long time: worth a call, not only another email.

Your customer and your own procedure decide what needs a request and what a reply has to contain. The log is an aid, not a decision.

Related

Advisory template, in English.