Supplier transfer exception dashboard
Use this dashboard after a supplier volume transfer has started. Its job is to stop temporary allocation fixes from becoming unmanaged drift: every late proof, over-cap shipment, quality relapse, payment exposure or rollback decision gets a named owner and a dated resolution path.
When to open it
- Transferred volume exceeds the approved pilot, weekly or monthly cap.
- Capacity proof, inspection proof or shipment documents arrive late.
- The receiving supplier misses the comparison baseline from the original supplier.
- Payment exposure grows faster than accepted shipment proof.
- Buyer, QA or finance disagree on whether to continue, pause or rollback the transfer.
Default decision states
MonitorCap transferPause increaseRollback batchEscalate ownerClose with proof
Do not mark an exception closed until there is visible proof: accepted inspection, corrected document, payment hold/release note, or a written rollback decision.
Dashboard rows
| Exception | Trigger | Owner | Required proof | Decision rule |
|---|---|---|---|---|
| Over-cap allocation | Transferred PO quantity exceeds approved cap | Category buyer | Revised split approval and capacity evidence | Cap next order unless commercial owner signs the increase |
| Delayed capacity proof | Production photos, line schedule or material proof is missing | Supplier manager | Dated capacity file plus next inspection slot | Pause additional transfer until proof is complete |
| Quality baseline miss | Inspection result falls below original supplier baseline | QA lead | Defect log, sample comparison and corrective action | Rollback affected SKU if two checks fail |
| Document mismatch | Invoice, packing list, carton mark or certificate does not match transfer file | Logistics owner | Corrected document pack and archive link | Hold release until mismatch is corrected |
| Payment exposure spike | Deposit, balance or reserve exceeds accepted proof level | Finance owner | Payment hold/release note with exposure amount | Freeze further exposure until shipment proof catches up |
| Rollback dispute | Team cannot agree whether to continue transfer | Operations lead | Decision minutes and next-order control | Escalate within 48 hours; keep current cap until resolved |
Weekly review script
- List all open transfer exceptions and sort by exposure, age and next shipment date.
- Confirm whether each owner supplied proof since the previous review.
- Check if any exception already breached its rollback trigger.
- Record one decision: close, monitor, cap, pause, rollback or escalate.
- Update the next-order control before any new PO is released.
Close-out standard
- Evidence link exists and matches the exact SKU/order/batch.
- Decision owner is named, not only a department.
- Commercial exposure and quality exposure are both addressed.
- Next review date is removed only after closure proof is archived.
- Lessons learned are fed back into the allocation review calendar.