Supplier scorecard for repeat China orders
Keep an order-level record linked to delivery, receipt and inspection evidence. Agree how each measure is calculated, preserve original promises, and review trends alongside unresolved actions before placing repeat orders. Cambridge China Bridge can help coordinate factory evidence through its staff in China.
Agree the definitions before scoring
Use a shared spreadsheet with an order register, a performance summary and an action log. Record the supplier, product, specification revision, order reference, batch, agreed quantities and dates. Name the buyer responsible for maintaining it and the factory contact responsible for checking disputed entries.
Agree the measurement period, evidence source, target and escalation trigger for each measure. Keep targets tied to your stock needs and agreed specification. Show missing evidence as unverified rather than satisfactory. Keep delivery, quality and action status visible separately so an overall rating cannot hide a serious unresolved problem.
Keep promises and accepted quantities separate
Define whether delivery reliability means factory readiness, carrier collection or arrival at your premises. Preserve the original agreed date, any approved revision and the actual date. Record the reason and responsible party separately, including buyer changes and transport delays. Calculate reliability by comparing completed deliveries with their applicable agreed dates; keep outstanding overdue deliveries visible. For recovery planning, use the factory delay guide.
Track ordered, received, awaiting checks, accepted and rejected quantities by product and shipment. Agree whether accepted means usable immediately or released after rework, and show those outcomes separately. A receipt signature or packing list should not automatically become accepted stock. Reconcile split shipments against the order balance without counting replacements as additional ordered units. Use the goods-in acceptance guide for receiving checks.
| Measure | Record | Check before reviewing |
|---|---|---|
| Delivery reliability | Original promise, approved revision, actual milestone and cause | The same milestone is being compared |
| Accepted quantities | Ordered, received, pending, accepted, reworked and rejected units | Shipment records reconcile with the remaining order balance |
| Defect trend | Defect category, affected units, examined units and inspection method | Products and checking methods are comparable |
| Corrective actions | Issue, owner, due date, evidence and verification result | Closure is supported by a subsequent check |
Compare defects on a consistent basis
Record defect categories and severity consistently, alongside the quantity examined and units affected. Calculate the affected share using the examined quantity, and display both underlying counts. Keep sampled inspection findings, full receiving checks and customer returns separate. A sampled finding should not be presented as the measured defect share of the entire shipment.
Compare like products, specification revisions and inspection methods across the chosen review period. Explain changes in the product mix or checking coverage before calling a trend better or worse. Count affected units separately from individual defects, since a unit can have several faults. For investigating drift and tightening the production standard, see when supplier quality keeps slipping.
Close actions only after checking the result
Give each issue its own reference and link it to the affected order and batch. Record immediate containment, root cause, proposed corrective action, owner, due date and evidence needed for closure. Separate replacing faulty goods from preventing the fault recurring. Update the log when evidence arrives rather than waiting for the review meeting.
Mark an implemented change as awaiting verification until an agreed check supports its effectiveness. Name who will verify it and which subsequent production or receipt check will provide evidence. Reopen the issue if the same fault returns. Keep overdue actions and repeated failures visible even when the supplier's latest shipment looks satisfactory.
Turn review meetings into order decisions
Agree a review rhythm that fits your order cadence and risk, with earlier meetings for overdue deliveries, recurring defects or missing evidence. Circulate the scorecard and unresolved entries beforehand. Include buyer purchasing, receiving and quality contacts as relevant, together with factory staff who can commit to changes. Resolve factual disagreements against the underlying records and retain disputed entries with their status.
Review delivery exceptions, accepted quantities, defect trends and overdue actions, then agree what changes before the next order. Record decisions, owners, due dates and the next verification point. Possible outcomes include continued ordering, closer checks, a bounded trial or alternative qualification. Use qualifying a second supplier when that becomes the agreed response. Cambridge China Bridge's staff in China can help gather factory evidence and follow up agreed actions while the buyer retains order approval.
Frequently asked questions
What should a supplier scorecard include?
Agreed and actual delivery milestones, ordered and accepted quantities, comparable defect findings, unresolved corrective actions and review decisions, all linked to order evidence.
How do I measure supplier delivery reliability?
Choose the delivery milestone and compare actual completion with its agreed date. Preserve original promises and approved revisions, explain delay causes, and show overdue open deliveries separately.
Should I combine supplier results into an overall score?
You can, but keep the underlying measures and unresolved issues visible. Agree any weighting beforehand so good delivery cannot conceal recurring defects or unverified corrective actions.
When should a supplier corrective action be closed?
Close it when the agreed verification shows the change worked. A promise, replacement shipment or completed factory task alone does not demonstrate that recurrence has been prevented.