Supplier allocation review calendar
Use this calendar after a supplier capacity reallocation decision has started. It keeps monthly split changes, pilot results, evidence gates and rollback decisions visible so “temporary” volume shifts do not become unmanaged exposure.
When to run it
- Any supplier receives more than 10% extra monthly volume.
- A restricted supplier is losing volume but still carries open orders.
- A backup supplier passed pilot but has not yet proven repeat stability.
- Management needs a clean record of why allocation changed.
Calendar output
Each review should end with one dated decision: keep split, increase staged transfer, pause transfer, rollback to prior split, or escalate to exit / replacement planning.
keepincreasepauserollbackescalate
Copy-ready monthly review calendar
| Timing | Review question | Evidence to capture | Decision gate |
|---|---|---|---|
| Day 1–3 | Was the new allocation communicated and frozen? | PO split, SKU list, spec/version baseline, owner list | No production start if scope is unclear. |
| Week 1 | Can the receiving supplier prove near-term capacity? | Material booking, line plan, staff/shift proof, bottleneck notes | Hold increase if capacity proof is weak. |
| Week 2 | Is pilot production matching approved standard? | Sample match, in-process QC, defect photos, correction log | Pause transfer on critical defect or unclear remedy. |
| Week 3 | Are shipment and document controls still clean? | Packing list, carton marks, inspection status, invoice consistency | No balance payment before document match. |
| Week 4 | Should next month’s allocation change? | On-time result, defect rate, claim status, supplier response quality | Choose keep, increase, pause, rollback or escalate. |
Review roles
- Buyer owner: maintains split, dates and supplier commitments.
- Quality owner: confirms sample, inspection and defect evidence.
- Logistics / document owner: checks shipment files and release status.
- Manager: approves any increase above the pilot threshold.
Rollback triggers
- Late production milestone without credible recovery proof.
- Critical defect, repeated minor defect, or unapproved material substitution.
- Payment-account mismatch, invoice inconsistency, or missing shipment document.
- Receiving supplier asks for more volume but cannot close prior evidence gaps.
Recommended record format
Keep one line per supplier and month: supplier name, previous share, proposed share, pilot result, open evidence gaps, payment exposure, next review date, final decision and rollback trigger. Link the line back to the supplier capacity reallocation matrix and portfolio heatmap so the allocation history remains explainable.