Supplier review action follow-up tracker
Use this tracker immediately after the supplier review decision register is signed. It converts a retain, watch, restrict, controlled-test, hold or exit decision into dated actions with owners, proof requirements, escalation triggers and next-order release checks.
When to open this tracker
- Watch: create weekly or monthly evidence checks so the status does not become informal.
- Restrict: assign every cap, payment reserve, SKU limit or inspection gate to one owner.
- Controlled test: define the pilot order success proof before releasing production volume.
- Hold: record the exact closure proof needed before any new PO can be sent.
- Exit / transfer: split open-order, claim, tooling, document and replacement-supplier handover actions.
Follow-up rhythm
- Copy the decision, evidence bundle and next-order condition from the decision register.
- Break the decision into actions that can be completed or rejected with visible proof.
- Assign one owner and one backup owner for every action line.
- Set a due date, review date and escalation date before the next PO is considered.
- Close each line only when evidence is archived and the buyer-readable release condition is updated.
Tracker template
| Field | What to record |
|---|---|
| Supplier / decision | Supplier name, category, latest status decision and decision-register link. |
| Action line | Specific task: obtain missing document, verify corrective action, cap value, activate backup source, close claim or prepare exit handover. |
| Owner | Primary owner, backup owner and escalation contact. |
| Due date | Target completion date plus review date if the action is recurring. |
| Proof required | Inspection file, shipment record, signed memo, payment evidence, supplier reply, replacement quote or archive link. |
| Escalation trigger | Late proof, repeated defect, document mismatch, missed shipment, refused settlement, or buyer attempt to bypass the control. |
| Current state | Open, waiting supplier, waiting internal owner, blocked, escalated, verified, or closed. |
| Next-order impact | Normal release, release with cap, controlled test only, hold, split-source, or exit transfer. |
Operating rule
A review decision without a follow-up tracker is only a meeting note. Every restricted, watch, hold or exit supplier needs at least one dated action line and one proof rule before the next order can move.