Supplier addendum decision closure memo
Use this memo after late supplier-review evidence has been logged and validated. It closes the loop by recording whether the evidence changes the supplier decision, which controls remain active, and what proof must exist before the next order, payment or status release.
When to use it
- A supplier sends corrected inspection, shipment, claim, payment or corrective-action evidence after the evidence freeze.
- The addendum has passed basic source, authenticity, completeness and order-linkage checks.
- A buyer, category owner or finance contact needs a final written decision instead of an open-ended discussion thread.
- The next PO, balance payment, restriction downgrade, watch-state release or exit decision depends on the late evidence.
Closure outcomes
- No change: evidence is archived but does not alter the frozen review decision.
- Decision tightened: status, cap, hold, inspection, payment or next-order controls become stricter.
- Decision relaxed with guardrails: restrictions are reduced only with a dated proof requirement.
- Decision reopened: the review returns to owner validation because conflicts remain unresolved.
- Escalated: legal, finance, claims or senior sourcing ownership is required before release.
Memo fields
| Field | What to record | Why it matters |
|---|---|---|
| Addendum ID | Reference to the evidence addendum log row and archive location. | Prevents the memo from becoming detached from source proof. |
| Original frozen decision | Retain, watch, restrict, controlled test, hold, exit, payment hold or next-order condition. | Shows what baseline the late evidence is trying to affect. |
| Validation summary | Source, authenticity, completeness, order linkage and conflict result. | Separates verified evidence from supplier narrative. |
| Final closure decision | No change, tighten, relax with guardrails, reopen review, or escalate. | Makes the operational instruction explicit. |
| Remaining controls | Inspection, shipment, payment, cap, document, claim or communication controls still active. | Stops a partial approval from being interpreted as full normalization. |
| Next release condition | Exact proof, owner and deadline required before the next order or payment step. | Turns closure into a measurable follow-up gate. |
Default wording
“The addendum has been reviewed against the frozen supplier-review evidence pack. The closure decision is recorded below and does not remove any remaining next-order, payment, inspection or archive controls unless explicitly listed.”