Supplier next-order restriction register
Use this register immediately after a dispute closure note, claim settlement, late shipment recovery or quality corrective action. It prevents a team from placing a new order with a risky supplier just because the last case was marked closed.
Use it when
- A supplier has recently had a defect claim, late delivery, document failure, payment dispute or settlement.
- The commercial team wants to reorder, but quality, finance or operations still need safeguards.
- Volume should be capped, split, held, or routed through a backup supplier until evidence improves.
- You need one visible register instead of scattered chat warnings.
Default rule
No new PO is released to a restricted supplier until the restriction level, release conditions, review date and approval owner are visible in the register. “Relationship looks better” is not a release condition.
Restriction levels
| Level | Meaning | Allowed next action |
|---|---|---|
| Watch | Supplier may quote, but recent risk remains visible. | Small order only; add inspection and document checkpoints. |
| Cap | Supplier can receive limited volume, not full demand. | Set maximum quantity/value and keep backup allocation active. |
| Conditional | Supplier can proceed only after a specific proof is received. | Require sample, corrective-action evidence, refund proof or replacement tracking. |
| Hold | No PO release until unresolved items are closed. | Escalate to recovery owner; use alternate supplier if timing matters. |
| Exit | Supplier should not receive new business except approved close-out work. | Transfer specifications, tooling, documents and open obligations to replacement path. |
Register fields
- Supplier name, category, buyer owner and last case reference.
- Restriction level: watch, cap, conditional, hold or exit.
- Reason: defect, delay, document gap, payment dispute, claim, communication or compliance signal.
- Release condition: measurable proof required before a new order.
- Review date, approval owner, backup supplier and maximum allowed order value.
Copy-ready row
“Supplier [name] is set to [level] because [risk/case]. Next order limit: [quantity/value]. Release condition: [specific evidence]. Review date: [date]. Approval owner: [name]. Backup path: [supplier/action]. No PO may bypass this register without written approval.”
Connected workflow
Recommended sequence: record closure, assign restriction level, update repeat-order approval, decide whether to split or transfer volume, then check the register before every new PO until the restriction is released.
Connected tools: dispute closure confirmation note, repeat order approval matrix, dual-source split-order matrix, and supplier volume-transfer control sheet.