Supplier management

The supplier record identifies the legal vendor, purchasing terms and operating status. Contacts give the Buyer a person to approach for quotes, delivery promises or account questions. The Procurement Manager reviews onboarding evidence before moving an eligible supplier into active purchasing use.

Qualification evidence has a scope and validity period. A certificate or assessment matters only when it applies to the work being purchased. Period performance then brings delivery, quality and price information into a review that can inform future sourcing. The publishing decision preserves who accepted the period’s evidence and when it was made available.

• Supplier identity. The Buyer prepares the legal and contact details, including remit-to and ship-from information. The Procurement Manager decides on onboarding status and records the reason for a later restriction. Suspended and Blocked states need an explicit purchasing response.
• Qualification review. Categories identify purchasing requirements while supplier evidence records its type, scope and expiration. The reviewer checks applicability and retains the verifying identity. A document title alone does not establish that the supplier is suitable for every category or location.
• Period evidence. Supplier performance records delivery and quality measures with their sample quantities, excluded lines and coverage. The Procurement Manager reviews a Draft scorecard before publication. Buyers can then consider published history during a quotation comparison.

Choose the suppliers and categories used in the pilot. Confirm which qualification requirements apply to the actual activity and location. Identify who verifies evidence and who can change supplier status. Agree how an expiring document is investigated before another purchasing decision depends on it.

Define the period used for supplier performance and what its coverage statement means. Establish how quality defects and approved exclusions are handled. Confirm which published information a Supplier may see and which remains internal to purchasing. The Controller should understand the source of spend totals before using the scorecard in a financial review.

A Buyer proposes a new supplier for replacement equipment. Enter the legal vendor details and the purchasing contact, then attach the relevant qualification evidence by its document link. The Procurement Manager reviews its scope and validity and records the onboarding decision. Follow an approved supplier into a quotation invitation.

Later, the supplier delivers some goods after the original need-by date and some units fail inspection. Review the receipt evidence in the supplier’s period scorecard. Check that the sample quantity and any exclusion reason explain the published result, and that the period has a named publishing owner.

Rehearse a supplier with no published history as well. The Buyer should recognize that quality basis during bid comparison and use the agreed review practice. Then test a supplier whose status has become Suspended: the next purchasing decision needs the Procurement Manager’s attention rather than an assumption that earlier eligibility still applies.

• Supplier onboarding — Supplier identities and purchasing details waiting for an eligibility decision.
• Supplier performance — Published period results with delivery, quality, price and coverage information.

Connect eligibility to sourcing and issuance, then use receiving and resolution to rehearse the evidence feeding performance.