A supplier scorecard is a short record that rates a factory after every order. It covers quality, delivery, documents and communication, and it shows the trend over time rather than a single impression.
Its job is to make the next decision easier. When you plan a new order, change a spec or think about a second source, the scorecard tells you what this factory has actually done, not what it promised.
What a scorecard usually measures
- Quality is measured by inspection results, lab results against spec, and any defects found on arrival.
- Delivery is measured by the agreed ready date against the actual date, and whether the full quantity was supplied.
- Documents are measured by whether invoices, packing lists and certificates were correct the first time.
- Communication is measured by how quickly and honestly the factory reported problems and answered questions.
- Claims are measured by how many there were, how large they were, and how fairly and quickly they were settled.
- Compliance covers whether registrations, certificates and audit findings are current and closed out.
How to keep it simple
A scorecard does not need to be complicated to be useful. Use the same few measures every time, with a simple scale and a sentence of comment for each. Record the facts that sit behind the score, such as the inspection report number, the actual ship date and the claim reference.
Fill it in soon after the goods arrive, while the details are fresh. Share the result with the factory. Most good factories want to know where they stand, and a fair score gives them something concrete to improve.
What a scorecard tells you over time
One bad order can happen to any supplier. A pattern is what matters. If a factory's quality score slips a little on each order, you are probably seeing the drift described in why quality drops after the first container. If delivery slips each season, the factory may be taking on more work than it can handle.
Scorecards also help you compare your approved supplier with your backup. If the backup keeps scoring well on smaller orders, you can shift more volume to it with confidence. Our article on why you should have a backup supplier explains why that matters.
Who should keep it
Your agent is well placed to keep the scorecard, because they see the inspection, the loading and the documents. But it should belong to you. Ask for it in a format you can keep, and make sure it covers every order, including the ones that went badly.
A scorecard that only ever shows top marks is a warning sign. Either nobody is looking closely, or somebody does not want you to see the problems.
Next step
We update a supplier scorecard after every order as part of our after-delivery service. To start building one for your suppliers, book a free sourcing review.