Supplier addendum validation checklist
Use this checklist after a late evidence addendum is opened. It prevents one late screenshot, supplier message or corrected file from changing a review outcome until authenticity, completeness, relevance and decision impact are tested.
Validation gates
- Source check: confirm who sent or found the evidence, when it was received, and where the original file or message is preserved.
- Authenticity check: compare file metadata, order number, supplier entity, timestamps, signatures, photos and message headers against the frozen pack.
- Completeness check: ask whether the evidence is a full record or only a selected screenshot, partial document or unverified statement.
- Relevance check: connect the item to the exact claim, shipment, payment, defect, exception or next-order condition it is supposed to affect.
- Impact check: decide whether the item causes no change, a temporary hold, stricter control, relaxed control, delayed decision or reopened review.
Do not accept late evidence when
- The supplier cannot connect the file to a specific PO, batch, claim or corrective action.
- The record contradicts inspection, payment, arrival or archive evidence without explaining the conflict.
- The evidence is only a promise to fix something that still lacks closure proof.
- The same supplier repeatedly relies on post-freeze documents to avoid review restrictions.
- Acceptance would weaken a buyer handoff, next-order restriction or dispute record without owner approval.
Checklist table
| Check | Required proof | Decision rule |
|---|---|---|
| Chain of custody | Original email, chat export, inspection file path, payment record or archive link. | If the source cannot be preserved, mark provisional or reject. |
| Supplier identity | Legal entity, contact, bank/account reference, factory or trading-company identifier. | If identity is unclear, do not relax controls. |
| Order linkage | PO, SKU, shipment, claim, invoice, batch or corrective-action reference. | If linkage is weak, treat as background context only. |
| Conflict review | Comparison against the frozen evidence pack and related archive records. | If it conflicts, assign a validation owner before changing status. |
| Operational impact | Specific affected decision: status, cap, hold, exit, payment, shipment or next-order release. | If impact is not explicit, log it but keep the original decision. |
| Follow-up owner | Named owner, due date, next evidence expected and escalation trigger. | If there is no owner, the addendum is informational only. |
Default rule
Late evidence may be valid, but it earns influence only after validation. The addendum can explain a decision; it should not silently replace the evidence timeline.