QC Procedure: Material Receiving and Verification
Qaremy Construction - NSW Solar Farm Project
Document Control
- Document No: QAR-QCP-001
- Revision: A
- Date: October 2025
1. Purpose
This procedure defines the process for receiving, inspecting, and verifying materials delivered to the Solar Farm project site to ensure they meet specification requirements before installation.
2. Scope
This procedure applies to all materials delivered to site including:
- PV modules
- Electrical equipment (inverters, transformers, switchgear, cables)
- Mechanical equipment (trackers, mounting structures)
- Civil materials (concrete, reinforcing steel, aggregates)
- Consumables and accessories
3. Responsibilities
| Role | Responsibility |
|---|---|
| QC Inspector | Conduct material inspections, verify documentation, approve/reject materials |
| Site Engineer | Coordinate deliveries, provide access, support inspections |
| Document Controller | Record and file material certificates and inspection records |
| Warehouse/Logistics | Manage storage areas, track inventory, coordinate deliveries |
| Subcontractors | Notify of deliveries, provide documentation, address non-conformances |
4. Procedure
4.1 Pre-Delivery Requirements
Step 1: Delivery Notification
- Supplier/subcontractor must provide 48-hour advance notice of delivery
- Notification must include:
- Expected delivery date and time
- Material description and quantity
- Purchase order number
- Delivery vehicle details
Step 2: Documentation Requirements Prior to delivery, the following documents must be submitted for review:
| Material Type | Required Documentation |
|---|---|
| PV Modules | - Product datasheet - IEC 61215/61730 certificates - Flash test reports (Voc, Isc, Pmax) - Warranty certificates |
| Electrical Equipment | - Product certificates - Factory test reports - Type test certificates - Compliance with Australian Standards |
| Cables | - Material certificates - Test certificates (AS/NZS 1429, AS/NZS 5000) - Continuous length certificates |
| Steel/Structural | - Mill test certificates (material grade) - Galvanizing certificates (Z275 minimum) - Traceability documentation |
| Concrete | - Mix design approval - Materials certificates (cement, aggregates) - Batch plant certification |
| Fasteners | - Material certificates (bolt grade) - Compliance certificates (AS 1252) |
Step 3: Storage Area Preparation
- Ensure adequate storage space is available
- Storage area must be suitable for material type (weather protection if required)
- Clear access for delivery vehicles
4.2 Delivery Inspection
Step 1: Initial Visual Check Upon arrival, conduct initial inspection:
✓ Vehicle condition: Check for damage to delivery vehicle that may indicate rough transport
✓ Packaging integrity: Inspect for damaged packaging, water ingress, or compromised protection
✓ Security seals: Verify manufacturer seals are intact (if applicable)
✓ Labeling: Check that packages are correctly labeled with product identification
Step 2: Documentation Check Verify the following documents are provided with delivery:
- ✅ Delivery docket/packing list
- ✅ Purchase order reference
- ✅ Material certificates (or submittal reference)
- ✅ Test certificates (as required by specification)
- ✅ Batch records (for concrete deliveries)
- ✅ Warranty cards (for equipment)
Step 3: Quantity Verification
- Count items delivered and compare to delivery docket
- For bulk materials, verify volumes/weights against documentation
- Record any discrepancies immediately
- Note: Detailed inventory may occur during offloading
Step 4: Physical Inspection
Conduct visual inspection appropriate to material type:
PV Modules
- ✓ No visible cracks in cells or glass
- ✓ No delamination or discoloration
- ✓ Frame is straight, no bending or damage
- ✓ Junction box intact and sealed
- ✓ Cables and connectors undamaged
- ✓ Serial numbers visible and recorded
- ✓ Inspect sample (minimum 5% of delivery or 10 modules, whichever is greater)
Electrical Equipment (Inverters, Transformers, Switchgear)
- ✓ No physical damage to enclosures
- ✓ No dents, scratches, or corrosion
- ✓ Nameplate data matches purchase order
- ✓ Accessories and loose items present
- ✓ Ventilation openings clear
- ✓ For oil-filled equipment: check oil level and seals
Cables
- ✓ Drum intact, no damage
- ✓ Cable end sealed and protected
- ✓ Drum rotates freely (check for transport damage to core)
- ✓ Labels match specification (conductor size, voltage rating, length)
- ✓ Continuous length certification provided (no joints in drum)
Structural Steel
- ✓ No significant bending or deformation
- ✓ Galvanizing intact, no large areas of damage
- ✓ Correct sections and lengths (sample check)
- ✓ Material identification markings visible
- ✓ Bundled securely for storage
Concrete (Ready-Mix Delivery)
- ✓ Delivery docket shows correct mix design reference
- ✓ Time since batching <90 minutes (or per mix design)
- ✓ Slump test conducted (AS 1012.3.1)
- ✓ Compression test samples taken (AS 1012.8.1)
- ✓ Temperature recorded (if specified)
4.3 Acceptance Decision
Accept:
- Material meets specification requirements
- Documentation complete and compliant
- No significant damage or non-conformance
- Sign delivery docket "Accepted"
- Complete Material Receiving Inspection Report (Form QF-001)
- Allow offloading to designated storage area
Conditional Accept:
- Minor discrepancies that do not affect material fitness
- Missing documentation that can be provided within agreed timeframe
- Mark delivery docket "Conditionally Accepted - pending [specify]"
- Material may be offloaded to quarantine area (clearly marked)
- Issue Non-Conformance Report (NCR) if necessary
- Material released from quarantine only when conditions satisfied
Reject:
- Significant damage affecting material fitness for use
- Material does not meet specification
- Critical documentation missing or non-compliant
- Mark delivery docket "Rejected - [reason]"
- Material must not be offloaded OR offloaded to rejection area
- Issue Non-Conformance Report (NCR)
- Notify supplier immediately
- Coordinate return/replacement with procurement team
4.4 Offloading and Storage
Step 1: Offloading
- Use appropriate lifting equipment (per manufacturer requirements)
- Follow safe work method statements
- QC Inspector to witness offloading for sensitive equipment
- Check for damage during offloading process
Step 2: Storage Location Materials must be stored in appropriate areas:
| Material | Storage Requirements |
|---|---|
| PV Modules | - Under cover or weather-protected - Stored vertically or on edge (never flat in stacks >6 high) - On pallets or raised platform (not on ground) - Protected from mechanical damage |
| Electrical Equipment | - Under cover in clean, dry area - Protected from weather and contamination - Maintained in manufacturer packaging until installation - Temperature controlled if specified |
| Cables (on drums) | - Can be stored outdoors if drum ends sealed - Drums chocked to prevent rolling - Protected from UV if long-term storage (>3 months) |
| Structural Steel | - Can be stored outdoors - On timber bearers to keep off ground - Bundled securely - Segregated by type/size |
| Fasteners | - Dry, covered storage - Segregated by type and grade - Protected from contamination |
Step 3: Identification and Traceability
- Apply project identification labels/tags
- Record storage location in material register
- Maintain traceability to certificates and purchase orders
- Segregate different material batches/lots
Step 4: Quarantine and Rejection Areas
- Clearly marked "QUARANTINE - DO NOT USE" or "REJECTED"
- Physically separated from accepted materials
- Access controlled (authorized personnel only)
- Materials tracked until issue resolved or removed from site
4.5 Documentation and Records
Step 1: Complete Material Receiving Inspection Report (Form QF-001) Record the following information:
- Date and time of delivery
- Supplier/manufacturer name
- Material description
- Quantity received
- Purchase order number
- Delivery docket number
- Documentation received (checklist)
- Inspection results (Accept/Conditional/Reject)
- Inspector name and signature
- Storage location
Step 2: File Documentation
- Submit to Document Controller within 24 hours
- Filed in project document management system
- Linked to purchase order and material certificates
Step 3: Update Material Register
- Record material receipt in project tracking system
- Update inventory quantities
- Flag any materials in quarantine or rejected
Step 4: Issue Non-Conformance Report (If Required)
- Complete NCR form (Form QF-002) for rejected or conditional materials
- Distribute to QA Manager, Project Manager, and relevant parties
- Track NCR to closure
5. Inspection Checklists
5.1 PV Module Inspection Checklist
| Item | Check | Pass/Fail | Comments |
|---|---|---|---|
| Packaging intact | No damage to packaging | ||
| Quantity matches delivery docket | Count verified | ||
| Product datasheet provided | Documentation present | ||
| IEC certificates provided | Certification verified | ||
| Flash test reports provided | Test data present | ||
| Glass surface | No cracks or damage | ||
| Cells | No cracks or discoloration | ||
| Frame | Straight, no bending | ||
| Junction box | Intact and sealed | ||
| Cables and connectors | No damage, correct type | ||
| Serial numbers | Visible and recorded | ||
| Labels and markings | Present and legible |
Sample Size: Minimum 5% or 10 modules (whichever is greater)
Inspector: _________________ Date: __________ Signature: __________
5.2 Electrical Equipment Inspection Checklist
| Item | Check | Pass/Fail | Comments |
|---|---|---|---|
| Packaging condition | No damage to packaging/crate | ||
| Equipment serial number | Matches documentation | ||
| Nameplate data | Matches specification | ||
| Factory test reports | Provided and reviewed | ||
| Type test certificates | Provided (if required) | ||
| Visual inspection - external | No damage to enclosure | ||
| Visual inspection - internal | No damage visible (if accessible) | ||
| Loose components/accessories | All items present per packing list | ||
| Manuals and documentation | Provided | ||
| Warranty information | Provided |
Inspector: _________________ Date: __________ Signature: __________
5.3 Cable Inspection Checklist
| Item | Check | Pass/Fail | Comments |
|---|---|---|---|
| Drum condition | Intact, rotates freely | ||
| Cable end protection | Sealed and protected | ||
| Drum label information | Matches specification | ||
| Cable type and size | Correct per purchase order | ||
| Continuous length certificate | Provided | ||
| Material certificates | Provided (conductor, insulation) | ||
| Test certificates | Provided (AS/NZS standards) | ||
| Drum length | Matches certificate | ||
| Visual cable inspection | No visible damage |
Inspector: _________________ Date: __________ Signature: __________
6. Material Certification Requirements
6.1 Critical Materials Requiring Certification Before Use
Materials must not be installed until the following certificates are verified and approved:
| Material | Required Certificates | Approval Authority |
|---|---|---|
| PV Modules | IEC 61215, IEC 61730, Flash test reports | QA Manager |
| Inverters | AS/NZS 4777.2 compliance, Factory test reports | QA Manager, Engineer |
| Transformers | AS 60076 routine tests, Oil tests | Engineer |
| HV Cables | AS/NZS 1429 compliance, Continuous length cert | QA Manager |
| Structural Steel | Mill test certs, Galvanizing certs | QA Manager |
| Concrete | Mix design approval, Materials certs | Engineer |
| Fasteners (critical) | Material grade certificates | QA Manager |
7. Non-Conformance Management
7.1 Types of Non-Conformances
Category 1: Critical (Reject)
- Material does not meet specification
- Significant damage affecting fitness for use
- Missing critical safety certifications
- Action: Material rejected and returned to supplier
Category 2: Major (Conditional)
- Minor damage that can be repaired
- Documentation incomplete but can be rectified
- Quantity discrepancy
- Action: Issue NCR, quarantine until resolved
Category 3: Minor (Note)
- Cosmetic damage not affecting function
- Administrative errors on documents
- Action: Note on inspection report, may not require NCR
7.2 Non-Conformance Process
- Identify non-conformance during inspection
- Mark material and move to quarantine area (if accepted on site)
- Issue Non-Conformance Report (NCR Form QF-002)
- Notify supplier and procurement team immediately
- Propose corrective action (repair, replace, return)
- Obtain approval for proposed action from Engineer/QA Manager
- Implement corrective action
- Re-inspect material
- Close NCR when resolved
- Update material status in register
8. Material Handling and Preservation
During storage, periodic condition checks must be performed:
| Material | Check Frequency | What to Check |
|---|---|---|
| PV Modules | Weekly | Packaging integrity, moisture ingress, physical damage |
| Electrical Equipment | Weekly | Protection maintained, no corrosion, seals intact |
| Cables (drums) | Fortnightly | End seals intact, no water on drum, drum condition |
| Structural Steel | Monthly | Galvanizing condition, moisture/corrosion, bundling intact |
Any deterioration discovered during storage checks must be documented and addressed.
9. References
- AS/NZS ISO 9001:2016 - Quality Management Systems
- Project specifications and technical requirements
- Supplier/manufacturer delivery requirements
- QAR-QMP-001 - Quality Management Plan
- Form QF-001 - Material Receiving Inspection Report
- Form QF-002 - Non-Conformance Report
10. Attachments
- Form QF-001: Material Receiving Inspection Report
- Form QF-002: Non-Conformance Report
- Material Certification Register Template
11. Revision History
| Revision | Date | Description | Prepared By | Approved By |
|---|---|---|---|---|
| A | Oct 2025 | Initial Issue | QA Manager | Project Manager |
END OF DOCUMENT