Supplier review decision register
Use this register after a quarterly supplier review meeting. It converts archive audit findings, scorecards, claims, exception logs and next-order guardrails into one explicit supplier status decision that buyers can follow before releasing the next PO.
Decision options
- Retain normal: supplier stays approved with normal order controls and no unresolved material issue.
- Watch: supplier remains usable, but review cadence, evidence checks or communication escalation increases.
- Restrict: cap value, SKU range, deposit exposure, shipment release, or payment terms until recovery proof exists.
- Controlled test: allow only a small repeat order with predefined inspection, arrival and document success criteria.
- Hold: freeze new PO release until claims, documents, tooling, payment or corrective actions are closed.
- Exit / transfer: start replacement, split-source or supplier-exit workflow with evidence handover.
Minimum evidence before signing
- Current supplier status, owner and category scope are confirmed.
- Archive audit found the latest contract, PO, inspection, shipment, claim and settlement records.
- Scorecard and early-warning signals are reviewed against the last review decision.
- Open obligations, approved exceptions and relapse triggers are listed.
- Next-order limits are written as buyer-readable release conditions.
Register template
| Field | What to record |
|---|---|
| Supplier / category | Name, product family, owner, backup owner and active order exposure. |
| Review date | Quarter, meeting date, evidence freeze date and decision publication date. |
| Evidence bundle | Links or archive IDs for audit checklist, scorecard, claims, exceptions, shipment evidence and recovery proof. |
| Decision | Retain normal, watch, restrict, controlled test, hold, or exit / transfer. |
| Reason | Plain-language reason tied to delivery, quality, document, commercial, communication or after-sales evidence. |
| Controls | Order cap, inspection gate, payment reserve, document release rule, split-source rule or no-new-PO hold. |
| Owner and deadline | Person responsible for follow-up plus the next review or rollback date. |
| Next-order condition | Exact condition a buyer must check before sending the next PO. |
Operating rule
No supplier should move from watch/restrict/hold back to normal only because time passed. The register needs one visible evidence reason and one named owner for every status change.