Supplier review evidence addendum log
Use this log after the supplier review evidence pack has been frozen. It keeps late screenshots, corrected files, supplier replies or missing documents visible without quietly rewriting the frozen baseline that the review decision depends on.
When to open an addendum
- Evidence arrives after freeze time: a supplier sends proof, promise, invoice, photo or correction after the review pack was locked.
- Internal record was missed: inspection, arrival, claim, payment or shipment evidence is discovered in another mailbox or chat thread.
- Decision impact is uncertain: the new item may change status, cap, hold, exit or next-order release conditions.
- Exception cleanup needs proof: an expired waiver or unresolved action claims to be closed, but closure proof arrived late.
- Audit trail must stay clean: reviewers need to see what was known at freeze time versus what was added afterward.
Addendum rules
- Never overwrite the frozen evidence pack; create a dated addendum line instead.
- Record source, received time, owner, related order or claim, and the evidence lane it affects.
- Mark whether the addendum is accepted, rejected, provisional or waiting for validation.
- State the decision impact: no change, delayed decision, stricter control, relaxed control or reopen review.
- Link the addendum line from the decision register, overdue escalation note and next-order restriction register.
Addendum log table
| Field | What to record | Control question |
|---|---|---|
| Addendum ID | Date, supplier, reviewer and sequence number. | Can everyone cite the same late-evidence record? |
| Late evidence source | Email, chat, inspection file, payment proof, shipment record, claim photo or supplier statement. | Is the source traceable and preserved? |
| Freeze exception reason | Why it missed the original freeze: supplier delay, internal filing gap, translation issue, system lag or disputed file. | Was the gap accidental, recurring or strategic? |
| Validation owner | Person responsible for checking authenticity, completeness and relevance. | Who must confirm before the review decision changes? |
| Decision treatment | Accepted into addendum, rejected, provisional, or escalated for separate review. | Does this change status, restriction, payment, shipment or next-order release? |
| Follow-up link | Decision-register line, action tracker item, exception cleanup memo or next-order restriction entry. | Where will the addendum be acted on? |
Operating rule
Late evidence can influence the decision, but it must not erase the evidence timeline. If a supplier repeatedly depends on post-freeze addenda, treat that pattern as a review signal by itself.