In pressure equipment, steel structures or machine building, the document matters as much as the material. When a customer or auditor asks “which certificate covers the plate in this shell?”, the answer must arrive in minutes. This article covers how certified material should be tracked in stock — and common mistakes.
Certificate to material, material to project
The basic rule is simple: every stock item links to its certificate; every use links to its project. Trouble usually starts when same grade and size from two heats are merged into one stock line. Then you lose which heat went to which job.
So when you run stock tracking:
- Open each receipt as its own item and write certificate number and heat number on the item.
- Attach the certificate PDF to the item itself — not a shared folder.
- Tie every cut or issue from the item to the project through a work order / job prep.
Do not skip incoming inspection
A certificate arriving is not the same as material being fit. At goods receipt, size, grade and document must match; non-conforming material should go to a rejection queue, not into free stock. In İnsya ERP, purchase order, goods receipt and incoming inspection sit in one flow; warehouse and QC rejections show as separate queues with count badges. See also the material incoming report.
Scrap must be recorded too
Leftover from cutting either returns to stock or is written off as scrap. Without scrap records, book quantity looks right and reality does not. When used quantity and scrap are entered separately during job prep, both stock and project cost move closer to truth.
Reservation: do not give the same plate to two projects
Certified material is often bought for a specific project. Without reservation on stock, that plate can be cut for an urgent other job and the original project needs a reorder. Seeing reserved items on the material detail prevents that mix-up.
Quick checklist
- Separate item per receipt, with certificate and heat number
- Document on the item
- Incoming inspection and rejection flow at receipt
- Cut and scrap via work order
- Reservation to project
For more on purchasing and production tracking, open those module pages. Region notes for chemical- and metal-heavy areas are on our Turkish Kocaeli, İzmir and Konya ERP pages.