Supplier addendum release-condition follow-up tracker
Use this tracker after a late-evidence addendum has been conditionally approved for shipment, payment, next order, exception expiry or supplier-status release. The goal is to stop conditional approvals from disappearing after the urgent release: every condition needs a due date, proof owner, closure result and rollback trigger.
When to use it
- A shipment or payment was allowed before all evidence gaps were fully closed.
- A fallback control such as reserve payment, split shipment, capped next PO or extra inspection was attached to the release.
- The supplier promised corrective proof after release pressure was resolved.
- Finance, QC, logistics or category ownership need one shared view of open release conditions.
- The next order must not start until the previous conditional release is closed or escalated.
Default operating rule
Condition remains open until proof is archivedMissed deadline triggers rollbackNext order checks this tracker
Do not mark a supplier normal just because the urgent release happened. Mark normal only after the follow-up condition has proof, owner sign-off and archive reference.
Tracker columns
| Column | What to record | Decision impact |
|---|---|---|
| Release register ID | Link the row back to the conditional release-control register entry. | Prevents orphan follow-ups with no decision source. |
| Approved release | Name the specific release already allowed: shipment, balance payment, next PO, exception expiry or status change. | Shows what risk has already entered operations. |
| Open condition | Write the exact remaining proof, correction, refund, document, inspection or supplier commitment. | Defines what must be closed before normalization. |
| Owner and due date | Assign one accountable role and a dated deadline. | Creates escalation when the condition ages. |
| Current proof state | Classify as not started, supplier promised, partial proof, validated, rejected or overdue. | Feeds the next-order hold / release decision. |
| Rollback trigger | State what happens if the condition is missed. | Examples: reserve remains held, next PO capped, backup supplier activated, supplier exit review opened. |
| Closure evidence | Archive folder, file name, email thread, inspection report or finance record. | Allows later quarterly review and dispute defense. |
Status labels
- Open — condition accepted but no proof yet.
- In progress — supplier or internal owner is collecting proof before the due date.
- Partial — some proof arrived, but a material item remains missing.
- Closed — proof validated and archived; release condition satisfied.
- Rollback — deadline missed or proof rejected; fallback control becomes active.
Copy-ready follow-up row
Release register ID:
Approved release:
Open condition:
Owner + due date:
Proof state:
Rollback trigger:
Closure evidence / next-order decision:
Five-minute weekly review
- Which conditional releases are still open after their due date?
- Which next orders, payments or exception expiries depend on an open row?
- Which rows need escalation because proof is partial, conflicting or supplier-controlled only?
- Which fallback controls must now become active?
- Which closed rows should be archived into the quarterly supplier review pack?