Start with material identity
Begin with the full material name on the listing and label. For a blend, record the complete blend designation and each listed component. For a supplier code, obtain the underlying identity from the supplier's documentation when your procurement process requires it.
Similar names, abbreviations, and catalog codes are useful search aids, but they do not establish that two materials are identical. Keep any supplier explanation of an alternate name with the purchasing record.
Match the nominal size and lot
Record the selected nominal amount or volume and the identifier on the supplied material. Compare those fields with the report. Multiple size options can have separate analytical records, and a document for one option does not automatically apply to another.
For a blend, distinguish the total nominal amount from the nominal amounts of its components. Those are catalog specifications; any measured-content results should be read separately from the actual report.
Check the document source
Open the full report where access is available. Record the laboratory, report number, issue date, sample name, and sample identifier shown on it. If the laboratory provides a verification method, compare the supplied record with the laboratory's record.
A preview or summary is useful for locating a document. It should not replace the full report when the report contains method details, qualifications, or fields needed by your laboratory.
Read the scope before assigning a result
Check which tests were performed and how results are described. Identity, purity, and measured content are different questions. Do not treat a result for one question as evidence for an analysis that is absent.
A report describes the sample submitted and analyses performed. It does not automatically establish the properties of every container, sterility, regulatory approval, or suitability for human use.
Record and resolve mismatches
If an amount, name, lot, or identifier differs, document the discrepancy and ask the supplier to explain it. A laboratory sample identifier may differ from the supplier lot, but the relationship needs to be clear.
Keep a copy or stable reference to the applicable document in your organization's purchasing record. Record any clarifications and distinguish a verified match from a pending review.
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