Identify the item
Record the full material name, supplier catalog code, selected nominal amount or volume, and supplied form where it is documented. For a blend, record the components and their listed nominal amounts separately from the total.
If your purchasing process requires additional specifications such as sequence, formula, or salt form, obtain those details from applicable source documentation. Leave an unanswered field unresolved instead of completing it from an unrelated catalog.
Connect the analytical record
Record the supplier lot and the laboratory sample identifier when available. Retain the laboratory name, report number, issue date, and original document or stable reference.
Compare the material, size, and lot relationships. Document any clarification needed where a report uses a different name or identifier. Separate a matching record from one that belongs to another option or lot.
Read methods and limitations
List the analyses that are actually present and keep their method descriptions and qualifications attached. Distinguish identity, purity, and measured content. Do not imply an absent test or extend a result beyond the sample and analysis described.
Mark which requested specifications are supported, unavailable, pending, or still being clarified. A general supplier testing statement should not override the scope of the source document.
Review ordering and receiving information
Check the current product option, availability, shipping terms, research-use restrictions, and order-resolution policy. Record which version or date of the terms your organization reviewed when its process requires this.
At receiving, compare the delivered material and label with the order and documentation record. Route discrepancies through your organization's receiving and supplier-support process.
Keep a useful inquiry ready
For a documentation question, include the material, nominal size, lot or sample identifier, and the specific field you need clarified. For an order issue, include the order number and a description of the discrepancy.
CBS support can help locate available records and clarify catalog information. Your laboratory remains responsible for its procurement requirements and the intended research work.
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