Agree the test while agreeing the order
Before the demonstration, the buyer and competent supplier team need to agree what would count as a pass for this completed truck. The test plan sets out the required operating modes and compartments, the loading condition and initial state, and the ambient conditions to record. It also identifies the measuring points and acceptance criteria. Agreeing the method and who can authorize release at this stage gives both parties the same basis for judging the results.
An empty-body check answers a different question from a representative loaded-duty check. When the order requires loaded duty, the plan must explain how the cargo condition will be represented and how airflow will be assessed. Substituting an easier demonstration after production changes the agreed test. Any change to the method or acceptance conditions needs written agreement.
Hypothetical purchasing scenario: A depot has ordered a refrigerated truck for delivery work and cooling while parked. At the imagined handover, the supplier presents results for engine-powered operation, but the order also calls for standby operation. There are no results for that mode. The buyer records it as an open acceptance item and holds release until the agreed standby test has its own complete record. Results from the other mode cannot fill that gap.
Keep the readings tied to the truck and test conditions
Before interpreting a reading, match the installed equipment to the order. Record the chassis, body and refrigeration-unit identities, together with the compartment arrangement and approved drawing revision. Keep the measuring-point map with the instrument identities. Add the calibration or verification evidence required by the agreed method. Record times and conditions consistently so a reviewer can follow any changes.
The controller settings and display readings belong in the record, alongside independent measurements where the agreed method requires them. A display is useful operating information, but it cannot prove the temperature at every intended measuring point. Keep periods affected by door events or unit interruptions in the data and identify them. Changes of power mode and alarms also need recording.
A sample record for making the release decision
This sample contains no observed readings or claimed test result. Discuss its record structure with the supplier, then replace the descriptions with agreed conditions and actual evidence for the ordered vehicle. The example sets no temperature band or test duration, and prescribes no pull-down requirement.
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| Part of the record | Information from the actual test | Decision it informs |
|---|---|---|
| Truck being tested | Vehicle, body and unit identifiers; drawing revision; compartment arrangement | Does the tested truck match the approved order? |
| Test conditions | Recorded ambient and initial conditions; agreed load; door state; test-plan revision | Do the results address the contracted test case? |
| Power and controls | Mode used; setpoints; times of mode changes and interruptions | Assess every mode required by the order. An untested mode remains unresolved. |
| Measuring points | Point map and instrument identities, with complete timestamped readings | Compare readings at the required points with the agreed criteria. |
| Exception | Observed departure or missing record; party responsible; corrective action | Hold the affected requirement until the exception is resolved. |
| Release | Decision for each criterion; retest evidence; accepted residual items; signature | Accept only the resolved requirements authorized by the named decision-maker. |
This illustrative procurement record supplies no numerical result or universal test method. It does not document completed KEEYAK acceptance.
Pass, hold or reject each requirement on its own evidence
When the record identifies the equipment and supports every agreed criterion, with defects closed, it can support acceptance for the conditions tested. A required power mode without a result remains open, as does a measuring point without traceable readings. A successful demonstration in another mode cannot resolve either gap.
A result outside an agreed criterion is a failure of that criterion. Record it and follow the contract's correction or rejection process, retaining any retest conditions and results beside the original exception. A buyer may accept a residual deviation, but its exact extent and authorization need recording. The original result remains a failure rather than being relabelled as a pass.
The SITRAK order identifies the unit, not a thermal result
The French Polynesia SITRAK order includes a Thermo King T1200 dual-temperature unit. The body specification calls for one partition and a middle door. The documents describe the equipment, but contain no compartment measurement map or actual test readings. There is also no record of refrigeration commissioning in Papeete. Before accepting another truck, you need that truck's own test record. KEEYAK French Polynesia SITRAK order
For a dual-temperature order, the acceptance plan needs the required compartment combination and the simultaneous operating case. The compartment guide helps with selection, and the diagnostic guide addresses troubleshooting. Accepting the completed vehicle before delivery still requires its own test record.
Put the test and handover requirements in the quotation
The quotation brief needs the goods and compartment requirements, with the intended power modes. Identify the receiving authority's documentation needs too. Have the supplier propose a test plan and record format for approval, including witness arrangements and the process for closing defects. The handover also needs manuals and unit service contacts, with installed options recorded and a signed release package.
Sources and applicability
The French Polynesia order specifies a SITRAK with a Thermo King T1200 dual-temperature unit and a body fitted with one partition and a middle door. The documents include no temperature-test readings or map of compartment measuring points. There is also no local commissioning record. The commercial and shipping documents describe a refrigerated truck, whereas the customs declaration describes the same model as a flammable-gas enclosed transport vehicle. That difference remains unresolved. The photographs have no shared identifier linking them to the shipment.