Supplier addendum conflict resolution worksheet
Use this worksheet when late supplier-review evidence conflicts with the frozen review pack, another addendum, inspection records, shipment documents, payment history or claim notes. The goal is to decide whether the conflict is clerical, explainable, material, unresolved, or severe enough to block the next order or payment release.
Conflict triggers
- Supplier submits a corrected file whose date, quantity, batch, carton mark or signature differs from the frozen evidence pack.
- Inspection, shipment, finance and buyer records tell different stories about the same order event.
- Two addendums support opposite decisions: relax a restriction versus keep a payment or next-order hold.
- A supplier explanation is plausible but lacks independent proof from documents, photos, platform records or receiving evidence.
Resolution labels
- Clerical: typo or formatting issue; archive correction and keep decision unchanged.
- Explainable: conflict has independent support; update decision only with listed controls.
- Material: conflict affects value, quality, delivery, claim or supplier status; reopen owner review.
- Unresolved: evidence remains inconsistent; keep stricter control until proof arrives.
- Escalate: suspected manipulation, repeated mismatch or payment/legal exposure requires senior review.
Worksheet fields
| Field | What to compare | Decision use |
|---|---|---|
| Conflict ID | Addendum ID, frozen evidence reference and any linked claim, shipment or payment file. | Keeps the conflict traceable across tools. |
| Conflicting facts | Dates, quantities, photos, batch numbers, document versions, values, owners and supplier statements. | Shows exactly what is inconsistent instead of debating vague trust. |
| Independent proof | Inspection report, receiving note, bank/payment record, platform log, email trail, warehouse photo or third-party file. | Separates verified support from supplier narrative. |
| Impact area | Quality, delivery, payment, warranty, claim, capacity, compliance, communication or next-order status. | Routes the issue to the right owner and release gate. |
| Resolution label | Clerical, explainable, material, unresolved or escalate. | Turns conflict review into an operational instruction. |
| Control until resolved | Hold payment, cap volume, repeat inspection, freeze order, require replacement proof, or keep supplier watch status. | Prevents silent release while evidence is still disputed. |
Default rule
When conflict severity is uncertain, keep the stricter supplier control in place and record the exact proof needed to downgrade the conflict. Do not use a late addendum to erase a frozen risk decision unless the conflict has an independent resolution record.