.avif)
Einkaufslexikon
Material approval: Definition, process and significance in purchasing
November 20, 2025
Material approval is a central quality assurance process in purchasing, which ensures that only tested and specification-compliant materials enter production. This systematic approval process minimizes quality risks and ensures compliance with technical requirements. Find out below what material approval means, which process steps are required and how you can successfully minimize risks.
Key facts
- Systematic quality assurance process before mass use of materials
- Includes technical review, documentation, and formal approval decision
- Significantly reduces production downtime and quality deficiencies
- Requires close collaboration between purchasing, quality and development
- Basis for legally secure supplier relationships and liability limitation
Inhalt
What is a material approval? Definition and process
Material approval describes the structured process for evaluating and approving materials before they are used in series production.
Key elements of material approval
The approval process comprises several essential components that must be processed systematically:
- Technical specification testing and material analysis
- Supplier qualification and Initial sampling
- Documentation of all test results and approval criteria
- Formal approval decision by authorized bodies
Material approval vs. series release
While material approval focuses on individual materials and components, the includes Series approval the entire production process. Material approval is an important prerequisite for subsequent series approval.
Importance of material approval in purchasing
For purchasing, material approval is a central tool for minimizing risks. It enables quality problems to be identified at an early stage and creates legal certainty when evaluating suppliers. Through systematic quality checks costly rework and production downtime are avoided.
Process steps and responsibilities
Successful material approval requires a structured process with clearly defined responsibilities between all departments involved.
Phases of the approval process
The material approval process is divided into several sequential phases:
- Requirement definition and specification preparation
- Supplier selection and qualification
- Sample testing and validation
- Documentation and formal approval
Responsibilities and interfaces
Material approval requires coordinated cooperation between various specialist areas. Purchasing coordinates the entire process, while quality assurance carries out the technical tests. The development department defines the requirements and assesses the suitability for the intended purpose.
Documentation and tracking
Complete documentation of all test steps is essential for traceability. standardized test protocols and Certificates of Conformity form the basis for legally secure approval decisions and subsequent audits.
Important KPIs and targets for material approvals
Effective indicators enable continuous monitoring and optimization of the material release process as well as the evaluation of process quality.
Process efficiency indicators
The turnaround time from request to final approval is a key indicator for process efficiency. Typical target values are between 2-4 weeks, depending on material type and complexity. The first-pass yield rate measures the proportion of successful initial approvals without verification and should exceed 85%.
Quality indicators
The complaint rate of approved materials in series production shows the effectiveness of the approval process. Target values below 100 PPM (parts per million) are considered a benchmark for high-quality approval processes. Die Quality costs Rework and failures should be continuously reduced.
Vendor performance
The supplier approval rate assesses the success rate of various suppliers in the approval process. Regular reviews of Delivery quality and systematic supplier development improve overall performance. Documented Lessons Learned from approval processes promote continuous improvements.
Risks, dependencies and countermeasures
Material approval entails various risks that can be successfully minimized through systematic risk analysis and preventive measures.
Quality and compliance risks
Incomplete or faulty material testing can lead to serious quality problems in production. Inadequate documentation makes traceability difficult and can have legal consequences. Regular Vendor audits and standardized testing procedures significantly reduce these risks.
Time and operational dependencies
Delays in the approval process can jeopardize critical production dates and cause high follow-up costs. Dependencies on external testing laboratories or supplier capacities increase this risk. Parallel testing strategies and alternative suppliers create the necessary flexibility.
Strategic countermeasures
Robust risk management comprises preventive and reactive components. Failure mode and impact analyses identify potential weak points at an early stage. Established 8D problem-solving processes ensure systematic root cause analysis and sustainable corrective measures when problems arise.
.avif)
practical example
An automotive supplier approves the material for a new plastic component. After the specification definition, suppliers are selected based on technical capabilities and quality certifications. Initial sampling includes mechanical tests, temperature resistance tests and surface analyses. All test results are documented in a standardized approval report. After successful validation by the quality team, the purchasing department issues formal material approval for series production.
- Reduction of lead time by 30% through parallel testing processes
- Zero fault rate in the first 6 months of series production
- Full traceability of all test steps guaranteed
Trends & developments relating to material approvals
Material approval is constantly evolving, driven by technological innovations and changing quality requirements in modern procurement.
Digitalization and automation
Digital platforms are revolutionizing material approval through automated workflows and integrated data analysis. AI-based systems support the evaluation of test results and the prediction of quality risks. This development significantly speeds up approval processes and reduces sources of manual error.
Advanced testing methods
Modern analysis methods enable more detailed material characterizations than ever before. Spectroscopic methods and digital microscopy provide more precise data for approval decisions. The integration of statistical process control improves the predictability of material behavior.
Sustainability aspects
Environmental criteria are becoming increasingly important when it comes to material approval. Lifecycle assessments and recyclability are becoming important approval criteria. Suppliers must increasingly provide evidence of sustainable production processes and material origin, which meets new requirements for Quality assurance agreements poses.
conclusion
Material approval is an indispensable quality assurance process that makes a significant contribution to minimizing risks and avoiding costs in purchasing. Through systematic testing procedures and structured documentation, production downtimes are prevented and legal certainty is created. Continuous development through digitization and advanced testing methods strengthens the strategic importance of this process for modern procurement organizations. Professional material approval forms the basis for sustainable supplier relationships and long-term quality excellence.
FAQ
What is the difference between material approval and supplier approval?
Material approval focuses on the technical properties and quality of specific materials or components. Supplier approval, on the other hand, assesses the basic suitability and qualification of a supplier for cooperation. Both processes complement each other and are often linked together.
How long does a typical material approval process take?
Depending on the type of material and complexity, the duration varies between 2-8 weeks. Standard materials with known properties can be approved more quickly, while innovative or critical components require more extensive testing. Parallel testing processes and digital workflows can significantly reduce turnaround time.
What documentation is required for material approval?
Technical specifications, test reports, analysis certificates and proofs of conformity are essential. In addition, supplier declarations, safety data sheets and, in the case of critical applications, long-term tests are documented. The complete documentation ensures traceability and legal protection.
When must a material approval be renewed?
Renewal is necessary if there are significant changes in material composition, production processes or suppliers. Approval must also be reviewed in the event of quality problems or after defined validity periods have expired. Regular reviews every 2-3 years are standard in the industry and ensure continuous quality assurance.
.png)
.png)
.png)
.png)
.png)
