Quality management
Connect each requirement in a purchase specification to the record that demonstrates acceptance.
What belongs in the quality file?
Start with the model and destination market. The receiving team needs to identify the agreed unit, locate its controlled documents and see which items still require sign-off.
| Checkpoint | Record to request | Buyer review |
|---|---|---|
| Identity | Model, hardware revision and current datasheet | Match the proposed unit to the equipment label and purchase specification. |
| Configuration | Released drawing and options schedule | Identify which enclosure, connectors, controls and accessories are included. |
| Inspection | Inspection plan and dated results | Specify the checks required, the units and conditions, and the unit or lot being evaluated. |
| Traceability | Serial or lot reference and revision record | Establish which records belong to the delivered unit. |
| Change control | Approval route for revised parts or documents | Agree which substitutions or revisions require buyer review before shipment. |
Ordering a battery for a vehicle fleet
One vehicle fleet can contain different controller, charger and mounting arrangements. Group vehicles by platform and revision before requesting a quotation. Identify the bracket, connector and display options you want assessed for each group.
What to record before ordering
Request the proposed battery configuration, agreed part references, quantities and drawing revisions. Record who will confirm fitment and how the receiving team will recognize the correct unit.
Documentation for a tender
Inspection records
List the checks specified by your tender and the required format of the inspection report. Include the proposed configuration and any site acceptance requirements.
Conformity evidence
Identify the required standard and edition, installation market and type of evidence. Ask for the holder, issuing body, validity and exact model schedule.