Controlled repeat-order test log
Use this log after a supplier has moved from restriction into controlled recovery. The goal is not to reward good promises; it is to prove, on a capped repeat order, that the supplier can meet delivery, quality, document and communication standards again.
When to open a test log
- The recovery dashboard is green or improving, but ordinary repeat ordering is still too risky.
- A backup path exists if the supplier fails the test.
- The test order is capped by value, quantity, SKU count or shipment exposure.
- Owners agree what evidence will count as pass, conditional pass or fail before PO release.
Default rule
A test order should be smaller, better monitored and easier to stop than a normal order. If it requires special exceptions that cannot be repeated, treat it as a failed recovery signal, not proof of normal capacity.
Test log fields
| Field | What to record | Pass signal |
|---|---|---|
| Scope cap | SKU, quantity, value, shipment date and maximum exposure. | Scope stays inside the approved cap with no unauthorized expansion. |
| Pre-production proof | Materials, sample confirmation, packaging, label and spec freeze evidence. | Proof is complete before production starts. |
| In-process checkpoint | Production photos, inspection appointment, delay alerts and owner comments. | Supplier surfaces issues early and responds with dated evidence. |
| Shipment gate | Inspection result, carton count, documents, balance-payment condition and release decision. | No release without matching QC and document evidence. |
| Arrival review | Count, defects, customer feedback, missing parts, claim reserve and final owner decision. | No material defect, shortage or document mismatch after arrival. |
Decision outcomes
- Pass: allow normal repeat-order approval process, but keep the first ordinary order monitored.
- Conditional pass: allow another capped test with stricter gates or reduced exposure.
- Fail: return to restriction, hold new PO, move volume to backup or restart sourcing.
- Invalid test: evidence was missing, scope changed, or manual rescue made the result unreliable.
Copy-ready review line
“Supplier [name] completed repeat-order test [PO/reference]. Scope cap: [cap]. Verified pass evidence: [proof]. Exceptions: [none/detail]. Arrival result: [result]. Decision: [pass/conditional pass/fail/invalid]. Next order limit: [limit]. Owner/date: [name/date].”
Connected workflow
Recommended sequence: confirm closure obligations, set next-order restrictions, monitor recovery status, run this controlled repeat-order test, then update the repeat-order approval matrix or post-claim requalification scorecard.
Connected tools: supplier recovery status dashboard, supplier next-order restriction register, repeat order approval matrix, and post-claim requalification scorecard.