Repeat order approval matrix
A supplier can score well in one area and still be risky for the next order. This matrix converts scorecard, warning-log and claim evidence into a practical repeat-order decision with controls that can be written into the next PO or supplier email.
1 · Decision inputs
| Input | What to check | Risk signal |
|---|---|---|
| Performance score | Last-order score from delivery, quality, communication, documents and recovery. | Below 70, or any single critical area below acceptable level. |
| Open warnings | Unclosed items in the early-warning log. | Repeated excuses, late evidence, commercial pressure or document inconsistency. |
| Claim history | Settlement tracker and recovery calendar status. | Unpaid credit, unresolved replacement, missing corrective proof. |
| Next-order exposure | Order value, customer deadline, customization level, payment advance and backup options. | Larger order, tighter deadline, no alternative supplier, or high deposit request. |
2 · Approval bands
- GreenApprove: score 85+, no open critical warnings, normal payment and normal inspection allowed.
- YellowApprove with controls: score 70–84 or minor warnings; require dated evidence, inspection, and limited order size.
- OrangePause: score 55–69, unresolved claim, or no corrective proof; request fixes before PO release.
- RedReplace: score below 55, repeated quality failure, document manipulation, or payment/account risk.
3 · Control menu
- Cap next order quantity or value until one clean cycle is completed.
- Hold final balance until inspection, documents and carton evidence are accepted.
- Require pre-production sample approval again if specification drift appeared.
- Add a mid-production photo/video checkpoint before bulk completion.
- Keep a backup supplier quote ready when customer deadline or stockout risk is high.
4 · Copy-ready approval note
Supplier: [name]
Evidence reviewed: [scorecard / warning log / claim tracker]
Decision band: Green / Yellow / Orange / Red
Next-order decision: Approve / approve with controls / pause / replace
Controls required: [quantity cap, inspection, document proof, payment hold, backup quote]
Operating rule
Run this matrix before every repeat order, not after a problem appears. The supplier performance scorecard measures the last order; this page decides whether the next order should move forward and what controls must be attached.