Approve and manage suppliers

Only an Approved or Conditional supplier can receive a purchase order. This page covers the supplier list, the supplier's paperwork, corrective action requests (SCARs) and evaluations. It is for Purchasing and QA. The default roles are Purchasing (Lim Wei Jie) and QA (Jason Wong, Grace Ooi).

What the supplier statuses meanCopy Anchor Link

Open Purchasing > Suppliers to see the list.

You cannot set Approved or Conditional by editing the supplier. An approved supplier evaluation sets it. A new supplier is added as KIV: the Add form shows the status locked, with the note that the supplier is on hold until a supplier evaluation approves it. See Score a supplier.

Each supplier row also shows three things that update by themselves:

• Certificate reads Valid to {date}, Expires in {n} d (within 60 days) or Expired {date}.
• Inspection level reads Normal, Tightened · {n} of last 5 rejected or Reduced · 10 accepted in a row. Incoming inspection follows this level.
• Re-evaluation reads Due {date} or Overdue since {date}. A supplier overdue for re-evaluation cannot get a new purchase order approved.

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1. 1Filter or search the list by supplier name or status.
2. 2Status chip: Approved, Conditional, KIV or Disqualified.
3. 3Certificate validity and inspection level of each supplier.

Record supplier documentsCopy Anchor Link

Use this when a supplier sends a new certificate, a signed quality agreement or an outsourced process control. One person records it. A QA manager who is a different person verifies and signs it. Nothing applies until then.

If you filed it by mistake, choose Withdraw. If the supplier's documents changed after you filed it, the banner says "The supplier's documents changed after this was recorded. Withdraw it and record it again." Choose Withdraw, then Record again.

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1. 1Record supplier documents starts a change.
2. 2The banner shows the request is waiting for a QA manager.
3. 3Supplier details: status, certificate, agreement, outsourced process.

Answer a supplier problem with a SCARCopy Anchor Link

A SCAR (supplier corrective action request) asks the supplier to contain a problem, find the root cause and fix it. Open Purchasing > SCARs.

%% title: SCAR status flow
flowchart LR
  A[Draft] -->|Issue to supplier| B[Issued]
  B -->|Record supplier response| C[Response received]
  C -->|Accept response · verify| D[Verifying]
  C -->|Reject response| B
  D -->|Close · effective| E[Closed]
  D -->|Not effective · reissue| B

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1. 1Search for a supplier or SCAR number.
2. 2Status chip shows where the SCAR stands.
3. 3Due date for the supplier's response.

Score a supplierCopy Anchor Link

Each approved supplier is evaluated at least once a year. Open Purchasing > Evaluations and add an evaluation. Evaluation type is Periodic for a supplier that has delivered, or Initial for a new supplier with no receipts yet. The status flow is Draft, Scored, Approved.

Periodic evaluationCopy Anchor Link

Nothing is typed. Calculate score counts what the system already holds for the supplier between Period from and Period to (blank is the 12 months up to today):

A supplier with no decided lot in the range cannot be scored this way. Use an initial evaluation. To count a different range after scoring, choose Re-calculate; typed figures are never used.

Initial evaluation of a new supplierCopy Anchor Link

A supplier with no receipts has no lots to count, so an initial evaluation is judged on documents, an audit and a sample. It has no score: the Outcome is the result.

1. Choose Evaluation type Initial.
2. Set Quality agreement signed, Supplier audit (Passed, Failed or Not done) and Sample / first lot (Accepted, Rejected or None). Whatever you claim needs its reference: Audit report ref. for an audit, Sample / first-lot ref. for a sample.
3. Choose Calculate score. The certificate comes from the supplier register.

Approval is the same for both kinds: a QA manager other than the person who scored it signs. It updates the supplier's status and sets the next evaluation date: one year for Approved, six months for Conditional. Later evaluations of the supplier are periodic, scored from its receipts, inspections and NCRs.

If the system refusesCopy Anchor Link

The messages for these tasks are listed in Purchasing refusals. Signature authority, reason and access refusals are explained in Signatures and refusals.