Supplier Performance

Supplier performance here comes from the purchase records themselves: what was requested, what was accepted, when it was needed and when it was accepted. For each supplier you can see line fill (accepted against requested quantity), on-time acceptance (acceptance time against the required-by date), open quantity on outstanding orders and the commitment approved.

Locked service snapshots give the official fill rate by scope and date, so a supplier review uses figures nobody can move afterwards. Suppliers keep their code, contact, address, eligibility note and active flag, so a supplier that stops meeting the bar can be marked inactive.

• Fill and timeliness side by side. A supplier can fill every line and still be late, or be on time and short.
• Locked figures for reviews. Quarterly reviews use completed snapshots.
• Eligibility in writing. Review outcomes are recorded in the supplier’s eligibility note.

Agree the measures you review and their targets, such as 98 percent fill and 95 percent on time. Decide how often you review each supplier and who attends. Agree what happens when a supplier misses targets, from a corrective plan to deactivation.

At the quarterly review, the analyst brings the beverage supplier’s figures: line fill of 94 percent, on-time acceptance of 81 percent and open quantity of 600 cases. The locked May snapshot shows 95 percent fill.

The buyer and supplier agree a corrective plan with earlier dispatch. The analyst records the outcome in the supplier’s eligibility note. Next quarter, on-time acceptance rises to 93 percent, and the comparison uses the same measures.

Keep the review honest by using the same measures and dates for every supplier. Compare a supplier with its own last quarter before comparing it with others, and note any request that was cancelled or corrected, because those change the denominator behind fill and timeliness.

• Active Suppliers — Suppliers in use with contacts and eligibility notes.
• Received Requests — Completed requests with supplier, order reference and dates.

• Supplier performance review: Prepare and run a review.
• Fill rate snapshot lock: Lock the figures first.

Check record definitions before comparing suppliers.