Base acceptance on approved files, not maximum specifications on a promotional page
When bare PCBs arrive, first match board revisions to manufacturing files, then inspect the ordered quantity, dimensions, holes, surfaces, and electrical items. Company capability descriptions, manufacturers' typical material values, and Engineering Reference Configurations cannot replace this order's acceptance conditions. Specify applicable standards, revisions, classes, tolerances, and sampling methods in purchasing requirements. This article provides no universal values to replace a quality agreement.
| Inspection Objects | Verification Content | What to save during anomalies |
|---|---|---|
| Identity and Quantity | Order, drawing revision, board identification, lot, and delivered quantity | Packaging labels, revision identification, and count records |
| Outline and Holes | Approved outline, finished holes, slots, mounting datums, and agreed tolerances | Measurement Location, Tool, Reading, and Photo |
| Routing and Surface | Agreed visual inspections, pads, solder mask, and surface-finish areas | Defect location correspondence with manufacturing drawing |
| Electrical Inspection | Net-test scope, file revision, and accompanying board records | Board number, test method, and failed network |
| Special Inspection | Order-specified impedance, microsection, or material records | Coupon identification, layer pairs, method, conditions, and raw results |
Three types of 'qualified' cannot substitute each other
Bare-board continuity/isolation testing covers agreed nets; it does not establish correct operation after component assembly. Impedance coupon records cover fabrication geometry and layer pairs, not automatically connectors, layer transitions, or complete interface links. Match material reports to grades, lots, and applicable items; they also cannot replace finished-structure inspection. These may be combined with Impedance PCB Confirmation Conditions and Quality and acceptance responsibilities Verify required data.
Exception records must be written to allow reproduction
The record form should include project/revision, order/lot, board identification, defect location, approved and measured values, method, photos, affected scope, quarantined quantity, proposed disposition, and closure evidence. Avoid sending an unlocatable photo alone or modifying samples and mixing them back into the original lot before a dispute is closed.
- Quarantine suspect boards and retain original packaging and identification.
- Recheck measurement datums, tools, and environment; verify that the correct revision was used.
- Both parties should confirm the affected scope and responsibility; retain approval records for deviation acceptance, repair, or refabrication.
- Record retest results separately; do not present post-disposition passing data as the original incoming inspection results.
For an initial inquiry, use the Engineering Communication Entry state acceptance-documentation requirements. If testing after assembly is needed, proceed to PCBA fabrication scope and separately define the BOM, firmware, fixtures, and functional test cases.
Data Basis:Engineering reference | Gerber manufacturing data: layer functions, drilling, and attributes, checked on 2026-10-05. Used for the corresponding file, structure, or material descriptions in this article. The procurement checklist is a communication method, not a statement of universal fabrication capability or delivery commitments.
Related procurement and acceptance Q&A
If bare boards pass electrical testing, are dimensional and hole inspections still needed?
Electrical testing covers agreed nets; inspect the outline, finished holes, and mounting datums separately against approved drawings. Different inspections answer different questions and cannot replace one another.
See: Three types of passing results are not interchangeable
Does a passing impedance coupon establish complete connector-interface acceptance?
A coupon covers fabrication geometry and layer pairs, not automatically connectors, vias, layer transitions, or components. The complete link requires separate prototype verification.
See: Three types of passing results are not interchangeable
How should I provide reproducible evidence of hole-position errors on delivery?
Retain the revision, board identification, defect location, measurement datum, tools, readings, and photos, linked to approved values. Quarantine suspect boards first, then check methods and files before deciding disposition.
See: Make issue records detailed enough to reproduce
Can a material report replace finished-structure acceptance?
First link it to the grade, lot, and project. Material records still cannot replace hole, dimensional, and actual-structure inspections; confirm accompanying documentation against order scope.
See: Three types of passing results are not interchangeable
Can original defect records be deleted after repair and a passing retest?
Keep initial inspection, quarantine, disposition approval, and retest evidence. Passing post-disposition data must not overwrite the original issue, so the affected scope remains traceable.
Divide incoming inspection into identity, visual, and special checks
Check order, revision, lot, packaging, and quantity first; inspect outline, holes/slots, surfaces, and markings against drawings next; then review agreed special records. Quarantine unidentified boards instead of mixing them into confirmed lots for sampling. Inspection depth, sampling, and acceptance conditions come from the order or approved quality documents; this checklist does not replace their specific criteria.
Receiving staff count and identify boards; engineering or quality makes technical judgments; purchasing coordinates disposition with the supplier. One person may fill all three roles, but records should still distinguish verified facts, deviation judgments, and disposition approvals, preventing unauthorized use of suspect boards in assembly.
A dimensional example of retaining the original acceptance decision
Suppose an approved drawing specifies a mounting dimension of 30.00±0.10 mm and the initial measurement is 30.15 mm; this is outside that hypothetical requirement. Preserve the board identification, measurement point, and reading first, then confirm the datum, tool resolution, and calibration status. If a second reading differs, retain both results and method differences instead of deleting the first record.
This example illustrates the decision process, not a site-wide dimensional tolerance. Hole diameters, spacing, slots, and edge dimensions have their own datums; whether calipers are suitable depends on the feature. Mark corresponding Gerber/drawing coordinates, scale, and orientation on photos so the supplier can locate the same point.
| Exception Record Fields | To fill | Application |
|---|---|---|
| Object | Board Number, Order, Batch, and Document Version | Manufacturing Condition Definition |
| Requirements | Drawing number, clause, approved value, and range | Explanation of Judgment Basis |
| Measurement | Datum, tool, location, environment, and raw values | Support for Repeated Confirmation |
| Disposal | Quarantined quantity, impact, approver, and retest | Evidence for Closure |
Match reports by object and method one by one
Net-test reports should reference the actual manufacturing revision and board identification or agreed lot; TDR records should link to coupon identification, layer pairs, and measurement windows; material records to grades and lots; and microsections to locations and specimens. Matching report titles do not establish matching coverage. Read the test object and scope before deciding whether a report supports this lot's acceptance.
If reports arrive separately from boards, mark received, pending, and out-of-order-scope documents on the receiving checklist. Manage missing documentation separately from physical board defects: a missing report does not justify inventing a physical failure, and normal appearance does not waive agreed documents. Complete-link and assembly function still require verification in subsequent tasks.
How to decide on return shipment, retesting, or deviation acceptance after quarantine
First determine whether the issue affects one board, a location, or the full lot, then decide whether inspection must expand. Supplier retesting should reference the same requirements and methods. If measurements conflict, align datums, fixtures, and sample identity first. Preserve samples and packaging for returns and record the original condition before repair so processing does not change the evidence.
Deviation acceptance requires approval from an authorized project representative, specifying quantity, use, risks, and tracking; a verbal approval must not automatically extend to later lots. Reinspect repaired boards according to the affected scope, retaining initial defects, disposition, and retest records together. The final output states acceptance status, affected scope, and closure evidence for assembly and repeat orders.
Source material and applicable scope
- Ucamco, “Gerber Format — Official Gerber Format Website”; online webpage with no fixed revision identified; checked on 2026-10-18; relevant sections cover Gerber layer files, attributes, and Job file responsibilities. Supports only manufacturing graphics and semantic inputs. The quotation, scheduling, acceptance, and collaboration tables below are this site's engineering procurement recommendations, not universal pricing or service commitments.
