The calculator gives the sample; this log keeps the record
The AQL sampling calculator helps you work out a sample size. This log holds what happened to each lot: the sample you took, what you found, the result and the lot decision. It holds no sampling tables; the sample size is yours to enter.
What is in the file
- Settings: an as-of date (blank means today), and working days from receipt to inspection (2 working days is our own default, not from a standard; set your own).
- Log: receipt ref, date received, supplier, part no, lot or batch, qty received, sample size, qty inspected, qty NOK, result (OK, NOK), lot decision (Release, Hold, Sort, Return to supplier, Use under deviation), inspected on, inspected by, supplier 8D or SCAR ref, hold ref.
- A separate check column. The status never hides it, and a row can show several notes, joined with a semicolon.
- Counts under the log: rows logged, rows per status, rows with a check note, rows past due (any status), a line that should read 0 (rows not in any status), qty received, inspected and NOK, and lots on hold. No score and no ranking.
How the status is worked out
In this order; the first match wins:
| Status | When |
|---|---|
| Enter receipt ref | The row has an entry but no receipt ref. It still counts. |
| Enter supplier | Supplier is blank. |
| Enter date received | Date received is blank. |
| Inspection past due | No inspected on date and no result, and the as-of date is after the inspect-by date. |
| Waiting for inspection | No inspected on date and no result. |
| Enter result | Inspected on is filled, result is blank. |
| NOK, decision open | Result is NOK, lot decision is blank. |
| NOK, decision made | Result is NOK, lot decision is filled. |
| Result OK | Result is OK. |
Check column notes, each followed by "worth a check", on any row whatever its status:
- Inspection past due, not inspected
- Sample size blank
- Qty inspected below sample size
- Sample size more than qty received
- Qty NOK more than qty inspected
- Result OK with qty NOK above 0
- Result NOK with qty NOK 0 or blank
- NOK, supplier 8D or SCAR ref blank
- On hold, hold ref blank
- Result OK, lot on hold or returned
- Inspected before the date received
- Date received after the as-of date
- Inspected by blank
So a row still waiting for its receipt ref shows in the check column when its inspection is past due.
The lot decision is yours and, where it applies, your customer's; the file only records it. Your own procedure comes first.
Example (fictional)
Made-up suppliers and lots, extract, as of Thursday 22 October 2026, Settings 2 working days to inspect. Quantities shown as received / sample / inspected / NOK:
| Receipt ref | Date received | Supplier | Qty | Result | Lot decision | Status | Check |
|---|---|---|---|---|---|---|---|
| R-01 | Mon 12 Oct 2026 | Alfa Cast | 500 / 50 / 50 / 0 | OK | Release | Result OK | |
| R-02 | Tue 13 Oct 2026 | Beta Plast | 1200 / 80 / 80 / 3 | NOK | Hold | NOK, decision made | |
| R-03 | Wed 14 Oct 2026 | Alfa Cast | 300 / 32 / 32 / 2 | NOK | NOK, decision open | NOK, supplier 8D or SCAR ref blank: worth a check | |
| R-04 | Fri 16 Oct 2026 | Gamma Steel | 1000 / 80 / - / - | Inspection past due | Inspection past due, not inspected: worth a check | ||
| R-05 | Wed 21 Oct 2026 | Beta Plast | 400 / 50 / - / - | Waiting for inspection | |||
| R-06 | Mon 19 Oct 2026 | Gamma Steel | 800 / 80 / 60 / 0 | OK | Release | Result OK | Qty inspected below sample size: worth a check |
| Thu 15 Oct 2026 | Alfa Cast | 200 / 20 / 20 / 0 | OK | Release | Enter receipt ref | ||
| R-08 | Tue 20 Oct 2026 | Beta Plast | 600 / 50 / 50 / 1 | OK | Release | Result OK | Result OK with qty NOK above 0: worth a check; Inspected by blank: worth a check |
| R-09 | Mon 19 Oct 2026 | Delta Wire | 150 / - / - / - | Enter result | Sample size blank: worth a check | ||
| R-10 | Thu 22 Oct 2026 | Gamma Steel | 1000 / 80 / 80 / 4 | NOK | Hold | NOK, decision made | On hold, hold ref blank: worth a check |
Worth a check each day
- Inspections past due (marked in red), and any row whose check column says past due.
- NOK lots with no lot decision, no supplier 8D or SCAR ref, or no hold ref.
- Samples smaller than planned, and counts that do not add up.
When a lot is NOK
Lots on hold can go on the quarantine and hold log; follow the supplier response on the supplier corrective action follow-up log.
Related
- AQL sampling calculator
- Quarantine and hold log (Excel)
- Supplier corrective action follow-up log (Excel)
- Free 8D and quality tools
Advisory template, in English. Not a customer decision.