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Vendor Approval and Monitoring

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Posted 05 February 2015 - 08:56 PM

So we're having a hell of a time getting prospective and grandfathered in vendors to sign our Vendor Control Policy as part of our vendor approval process.


Is there something wrong with this approach? Our policy is about 6 pages long, and the most important parts of the policy that vendors absolutely have to read are earmarked. Do any of you do anything similar? My boss and I have gotten some push back internally that our approach is too complicated. But, we think it's well within reasonable limits for due diligence.


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Posted 06 February 2015 - 07:10 AM


This is a very common problem. Its my past experience that vendors resist being in control especially where the terms are written on a piece of paper and binding to them.


It so very natural. However, I don't think that your approach is wrong anywhere. It is important to set up some guidelines for your vendors so that it reduces the number of issues regarding food safety, recall, product hold, rejections etc. Accountability is required.


However, it is also important to see how tactfully you can manage this.


You may revise  your document such that it gradually increases the responsibility towards vendors. Like the first document can be simple. Next year you can revise it but putting few clauses which are based on the issues that you face with the suppliers in passed year. It will be legitimate and easy understood by your vendor too as you can present a case to them.


Likewise your agreement can go stricter with time. You and your vendor will both have time to cope it up with.



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Posted 06 February 2015 - 03:50 PM

Ah, purchasing always hates when this change happens.


Make it really easy and uncomplicated for them - they only buy from someone is on the approved vendor  list.  Only.  


That's the easiest way to pick out a vendor there is!


If your program works for you, and you can manage and handle it, it's not too complicated.  You're smart.  You can do this.

Edited by magenta_majors, 06 February 2015 - 03:52 PM.

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Posted 06 February 2015 - 04:36 PM

Another option would be to reference the standard you are getting key points from. It may seem less complicated / cumbersome if they understand why it is lengthy

"Peace is the result of retraining your mind to process life as it is, rather than as you think it should be"

                                -Wayne W. Dyer



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Posted 17 February 2015 - 08:36 AM

Yes, the procedure needs to be simple and easily understandble by the vendors.


Call a meeting with your vendors, address their concerns on why and how to meet the requirements as listed in your document AND THAT- the approved vendors will remain in the business only !






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